Session tracking
Free personal training pack terms template: expiry, late cancel, refund
By PacksLeft · Reviewed
Most disputes over a session pack are not about the count. They are about a rule nobody wrote down: does the pack expire, what counts as a late cancel, and what happens to unused sessions. This one-page template puts each rule in a sentence you and your client agree to before the first session.
It is not a full personal training contract and it is not legal advice. It covers the pack only: size and price, late cancel, no-show, expiry, extensions, and refunds. Have a lawyer familiar with your state review it before you use it.
Download the one-page PDF
Fill the brackets, tick one option where the sheet asks you to choose, and keep a copy with the client's pack record. Both files are free, with no signup.
Prefer to edit it?
The plain-text version pastes into a document, an email, or a text message. Delete the options you do not offer so the client sees one rule per line.
Expiry: pick a rule you will enforce
Some trainers put a date on every pack. Others sell sessions that never expire. Either is a real policy. The version that causes trouble is an expiry date in the contract that you quietly ignore, because the next client reads it as negotiable.
If you do set a date, say whether leftover sessions are forfeited, extended once, or credited toward the next pack, and write that on the pack too.
Late cancel and no-show: the window and the consequence
State the window in hours and say what happens inside it. The common floor is 24 hours, with the session used. A no-show is treated the same way. Write any free pass down: if "first one is free" lives in your head, it applies to every miss.
The clause is worth more when the client reads it before the first session than when you quote it after a missed one.
Refunds and life events: decide before anyone asks
A refund rule has three common shapes: unused sessions are not refundable, they are refunded at your single-session rate for each session not yet used, or they become credit toward the next pack. Pick one. A rule you invent after a client asks looks like a negotiation.
Illness and emergencies are the same. An extension "at my discretion" is honest, as long as you say so in the terms.
Rules on prepaid services and refunds vary by state. Check yours, or ask a lawyer, before you rely on a clause.
Get it agreed in writing
A signature on a printed page is the strongest record. A text reply that says "Agreed" under the pasted terms is still a dated record you can point to. Either is better than a conversation nobody remembers the same way.
Here is a short version you can send with a pack sale. Replace the brackets and delete the options you do not offer.
Hi [Name], here are the terms for your [pack size] sessions ([price]): cancel or move at least [24] hours before or the session is used. A no-show uses the session. Unused sessions [expire on date / do not expire]. Refunds: [policy]. Reply "Agreed" and we are set.
What this template does not cover
It is not a liability waiver, a health questionnaire, or a full services contract. Those depend on your state and your insurer, and a template cannot decide them for you. Treat this page as the pack terms that sit beside them.
Show the terms where the client can check them
Terms in a PDF get lost. In PacksLeft, the client's private link shows their sessions left, expiry, and your policy text, so the rule is in front of them before they text you. If you are not using software, keep the signed page with the pack record.
Terms agreed, count settled
PacksLeft shows each client their sessions left, expiry, and your policy on a private link. No app, no login.