What Makes an Outstanding Initial Consultation?

Creating a Comfortable Environment

Like any conversation, the consultation needs to feel relaxed. Think about where and how you sit with your client. Sitting directly across a table can sometimes create an interview-style atmosphere. Instead, sit slightly angled or side-by-side to encourage openness.

Eye contact, positive energy, and body language are essential. Show that you’re listening actively by basing your next question on what your client just said, not simply what’s written on your form.

The Four Key Parts of a Consultation Form

Most consultation scripts or forms can be divided into four core sections:

1. Their Goals

Ask about their fitness goals: whether they want to lose weight, build strength, improve endurance, or work on specific areas. Discuss target outcomes, timeframes, and what motivates them — their “why.”

2. Planning

Explore their availability. How many sessions per week can they commit to? Are there any potential challenges that might get in the way? It’s also important to discuss financial expectations or budgets early, to align your program design with their commitment level.

3. Pre-Activity Questionnaire

Check for any current or previous injuries, medical conditions, or other factors that could affect exercise programming. Understanding these details ensures you can tailor their training safely and effectively.

4. Execution

Discuss what types of training they enjoy or dislike. Based on everything you’ve learned so far, outline the kind of program you think will suit them best. Explain how your sessions will address their needs and goals.

Delivering the “Wow” Factor in the First Session

Once you’ve gathered all the details, you can plan an outstanding first session. Aim to make it so engaging that your client walks away thinking, “I’d love to do this regularly.”

For a beginner, that might mean clear instruction and encouragement while teaching proper form. For a more advanced client, it could mean helping them train at an intensity they haven’t reached on their own.

Every time you work with someone new, keep this thought in mind: “How can I deliver exactly what this client wants and help them achieve the results they’re looking for?”

Tailoring Your Price Presentation

The final step is presenting your pricing. You can absolutely have pre-made packages, but customisation often leads to better outcomes. By adapting your offer to each client’s schedule, goals, and budget, you’ll demonstrate that you’ve truly listened.

Master this process and not only will your conversion rate improve, you’ll also start enjoying the consultation stage rather than dreading it.

If you’d like to refine your consultation and pricing process even further, NHFA’s Business Mentorship Program expands on these principles, helping personal trainers build lasting client relationships and sustainable business practices