Free personal training estimate template
The service, the price and the deposit, in writing, so nobody at the personal training counter is surprised on the day.
For a personal training business the estimate is usually a booking in disguise: the customer wants to know the price, the time it takes, and whether a deposit holds the slot. Put all three in writing. A clear estimate is what stops the "I thought that was included" conversation at the counter, and it is what makes a no-show cost the customer something rather than you. When they accept, the estimate becomes the invoice for the visit — same lines, same total, one document.
What a personal training estimate has to say
- The exact service and any add-ons, each on its own line — "Single session, 60 minutes" rather than "appointment".
- How long it takes, and the date and time it is booked for, if it is.
- The deposit that holds the slot, and your cancellation or no-show terms in one sentence.
- How long the price is good for, so a quote from January is not argued in June.
- Whether tax is included in the number or added at the counter.
Lines a personal trainer usually estimates
| Line | Typical range |
|---|---|
| Single session, 60 minutes | $50–$120 |
| Pack of 10 sessions, prepaid | $450–$1,100 for ten |
| Pack of 20 sessions, prepaid | $850–$2,000 for twenty |
| Semi-private, two clients, per person | $35–$70 per person |
| Small group training, per head | $15–$40 per head |
| 8-week training block written up | $100–$350 per block |
| Assessment and movement screen | $40–$100 |
| In-home or on-site travel fee | $15–$45 per visit |
Personal Training estimate questions
Do I need an estimate for a personal training booking, or just a price list?
A price list tells everyone the price; an estimate tells one customer the price of THEIR visit, with the add-ons they asked for and the deposit that holds the slot. For anything longer than a walk-in, the estimate is the booking confirmation, and it is what you point to when the visit runs longer than they remembered agreeing to.
Should I take a deposit, and how much?
For anything that blocks a chunk of your day, yes. A deposit of a quarter to a half of the price is common; the right number is whatever makes a no-show cost them more than it costs you. Put it on the estimate as its own line, and write the cancellation window next to it — a deposit rule that nobody was told about is not a rule.
What if they want to add a service on the day?
Add it as a line and let them see the new total before you start it. The estimate they accepted covers what they accepted; anything on top is a new agreement, however small. Doing it on the document rather than verbally is what keeps the checkout conversation short.
Does tax go on the estimate?
If you charge it, show it on the estimate so the number they approve is the number they pay. An estimate that is silent about tax and an invoice that adds it are two different prices, and the customer only remembers the first one.
Personal Training invoice template · All estimate templates
Write a free personal training estimate — no signup, the customer accepts with one tap and it becomes the invoice.