There are many things to think about when creating and running an online personal training business, like which software to use, how to price your services, and how to connect with new clients. But another thing you need to think about, that can have a huge impact on the quality of your training and the success of your clients is your initial client questionnaire.

Why a Great Questionnaire Matters

Imagine starting a road trip without a map. Your initial client questionnaire is that map, helping you and your clients navigate their fitness, nutrition, or wellness journey together.

Because the initial questionnaire is most likely your first contact with this new client, you’ll want to make sure it sounds professional, is proofread, and is easy to understand/fill out.

If you do not offer Skype or phone conversations in your training packages, this might be an important part of building a positive rapport with your client, so take some time to make sure it’s done right.

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A well-designed questionnaire ensures:

• Clarity on goals: You’ll understand exactly what clients want to achieve.
• Deeper insights: Learn about their habits, preferences, and potential barriers.
• Stronger relationships: When clients see you’ve taken the time to understand them, trust and engagement follow.

Here are 3 tips for building the best initial client questionnaire you can:

#1: Ask the Right Questions

When you ask the right questions, you get as much information as you can right from the start. The quality of your coaching depends on the quality of the information you collect. Start by identifying the key areas you need to explore to provide effective guidance.

Focus on goals

Ask questions that help you understand what success looks like for your client.

For instance:

• “What’s your primary fitness, nutrition, or wellness goal for the next three months?”
• “Are there any specific milestones you want to achieve (e.g., running a 10K, losing 10 pounds, reducing stress)?”

Dive into lifestyle habits

Understanding a client’s daily life is crucial for creating a plan they can stick to. Ask questions like:

• “Describe your typical day. Include your activity levels, meal timing, and sleep habits.”
• “How often do you currently work out or engage in physical activity?”

Identify barriers

Get ahead of potential challenges by uncovering them early:

• “What’s been your biggest obstacle to staying consistent with fitness or nutrition plans?”
• “Are there any medical conditions, injuries, or dietary restrictions I should know about?”

Open-ended questions like these provide valuable context while encouraging clients to share openly.

Your initial consultation form should include questions about:

• Current and past fitness history
• Medical and past/current injury history (related to exercise and nutrition)
• Where they will be performing the workouts you prescribe
• What type of equipment they will have access too (I provide boxes they can check off from the main pieces of equipment I like clients using in their programs)
• Client goals (ask short-term and long-term)
• Work life (job type, hours they work each week)
• Social life (how many times they eat out each week etc.)
• How many days per week they can commit to exercising and how much time they have to commit to each workout
• What days of the week they would like to do their workouts (I use this when so that I can just go ahead and schedule their workouts right into their calendar without having to ask again)

Of course, these are just a few examples of things you can ask your client right from the get-go. There are plenty of other questions you can ask your clients, but this will start to get them in the right mindset and prepare for their journey while also helping you get an idea of how you can approach the client and their initial program set up.

#2: Keep it Streamlined

While it’s important to gather comprehensive information, avoid overwhelming clients with a questionnaire that feels like a college application. The goal is to make the process simple, efficient, and engaging.

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Use a mix of question types

Blend multiple-choice, scale ratings, and short-answer questions to keep things dynamic. For example:

• Multiple-choice: “How would you describe your current fitness level? Beginner, Intermediate, Advanced.”
• Scale rating: “On a scale of 1-10, how confident are you in reaching your goals?”
• Short answer: “What motivates you to prioritize your health?”

Leverage technology

Digital forms not only streamline the process but also make it easier to track responses. Platforms like ABC Trainerize allow you to create questionnaires directly in the app, ensuring client responses are organized and accessible.

Focus on essentials

Your initial questionnaire isn’t the time to dive into every detail. Keep it limited to essential topics and save more specific questions for follow-ups or during your first coaching session.

#3: Make It About Your Client

A great questionnaire goes beyond gathering data; it should make clients feel heard, valued, and supported. Use a friendly, conversational tone to set the stage for a positive coaching experience.

Personalize the questions

Craft questions that make the client feel like an individual, not just another form to fill out:

• “What does success look like for you on this journey?”
• “How would you like to celebrate milestones or achievements?”

Encourage honesty

Let clients know their responses are confidential and that there are no “wrong” answers. For example:

• “What’s one thing you’ve struggled with in past fitness or nutrition programs?”
• “If you’ve worked with a coach before, what did you like or dislike about the experience?”

This not only builds trust but also provides insights that can help you deliver a better experience.

Build excitement

End your questionnaire with a positive note to motivate clients:

• “I’m excited to work with you to achieve your goals! Is there anything else you’d like to share before we begin?”

How to Use the Questionnaire Effectively

Once you’ve collected the responses, the real work begins!

Use the insights you’ve just gathered to:

1. Create a tailored plan: Highlight areas where you can make the most impact.
2. Schedule a kickoff session: Review the responses with your client and clarify anything unclear.
3. Revisit goals regularly: Keep the questionnaire handy as a reference to track progress and make adjustments.

Ready to take your client onboarding to the next level? With ABC Trainerize, you can create, manage, and store questionnaires seamlessly, helping you save time and focus on what matters most—your clients’ success.

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