The first session with a new client sets the tone for everything that follows. Not just the program, but the relationship, the expectations, and whether they’ll still be training with you in six months.
A good intake conversation isn’t about ticking boxes on a health screening form. It’s about understanding the person sitting in front of you. What they want, what’s held them back before, and what they need (which isn’t always the same thing).
Here are eight questions worth asking before you write a single session plan.
1. What’s brought you here right now?
Not “what are your goals.” That comes later. This question is about timing. Why today? Why this week?
Most people have been thinking about getting a trainer for months before they do it. Something tipped them over. It might be a health scare, a milestone birthday, a photo they didn’t like, or a moment of frustration at not knowing where to start. Understanding that trigger tells you a lot about what’s driving them and how urgent the motivation really is.
It also gives you something to anchor back to when things get hard.
2. Have you worked with a personal trainer before? How did it go?
If they have, this question is gold. You’ll find out what worked, what didn’t, and what expectations they’re bringing into this relationship whether they realise it or not.
A client who had a bad experience with a trainer who pushed too hard, too fast, needs a different approach to someone who felt their previous trainer wasn’t challenging them enough. Don’t assume. Ask.
If they haven’t trained with anyone before, it tells you they have no reference point for what a PT relationship looks like. You’ll need to set that context clearly from the start.
3. What does a successful outcome look like for you in three months?
Goals like “get fit” or “lose weight” are too vague to program for. Three months is a useful timeframe because it’s concrete without being overwhelming.
Push gently for specifics. Can they climb the stairs at work without getting puffed? Fit back into clothes they’ve kept “just in case”? Get back to a sport they used to play? Feel confident in the gym on their own?
The more specific the picture, the easier it is to build a plan that points toward it. And the easier it is for the client to feel progress along the way.
4. What does your week look like?
Sleep. Work hours. Stress levels. Kids. Shift work. Long commutes. These things matter enormously when you’re building a sustainable program.
A client who works night shift has different recovery needs than someone who works a standard Monday to Friday. A parent of young kids might have 45 minutes before school drop-off and nothing else. Understanding the real shape of someone’s week helps you programme realistically, not ideally.
There’s no point building a six-day program for someone who can realistically commit to three sessions.
5. Are there any injuries, aches, or movements you find uncomfortable?
This one should be on every intake form, but it’s worth having the conversation out loud too. People often minimise things on paper. “Yeah, I had a shoulder thing a while back” can turn out to be quite significant once you start loading them.
Don’t just ask about injuries. Ask about discomfort, stiffness, and movements they avoid. Someone might not have a diagnosed injury but consistently avoid overhead pressing because it’s always felt wrong. That’s important information.
If anything, significant comes up, refer appropriately before you proceed.
6. How do you respond to being pushed?
Some clients want to be challenged hard and find that motivating. Others shut down if they feel overwhelmed or embarrassed. Most people are somewhere in the middle, and it shifts depending on the day.
This isn’t about going easy on anyone. It’s about understanding how to coach them effectively. A client who needs quiet encouragement responds differently to the same cue as someone who thrives on direct feedback. Getting this wrong early on is one of the most common reasons clients don’t come back.
7. What’s tripped you up before when you’ve tried to get consistent?
Most new clients have tried to get fit before. Something didn’t stick. Asking about it directly, without judgment, gets you useful information about obstacles you’ll likely face again.
Common answers: lack of accountability, boredom, not seeing results fast enough, life getting busy, not enjoying what they were doing. Each one tells you something about what this program needs to do differently.
It also shows the client that you’re thinking about the long game, not just the first four weeks.
8. Is there anything else I should know before we get started?
Open-ended, and deliberately so. This gives clients space to share something they didn’t know how to bring up. A mental health consideration, a complicated relationship with exercise, a family situation affecting their energy, or something they were embarrassed to put on a form.
Not everyone will say something. But some will, and what they share in that moment is often the most important thing they’ve told you.
The intake conversation shapes everything that follows
Good questions don’t just fill in the blanks on a program template. They build trust, surface the real picture, and help you build something a client will actually stick to.
At Active Fitness Medowie, our personal trainers work with members at all fitness levels. Whether they’re starting from scratch, returning after time away, or looking to train with more structure and direction. If you’re ready to get started, get in touch or learn more about our personal training.
