Talking about money can be difficult and uncomfortable, but it is necessary. To avoid confusion, address the issue clearly and candidly. It is helpful to have your fees and policies in writing and send them to your client before your first meeting. You can then answer any questions they have, and request that they sign off that they agree to and understand the fees and policies.

Consultation Fees

Your fees for the initial consultation may be different than what you charge for a regular appointment. Some trainers do not charge for the initial consultation, and use it more as an interview for both the client and the trainer. Others will charge an added fee for the initial appointment, due to the increased time, paperwork, and planning required of the trainer.

If you decide to charge a consultation fee, explain to your client when they make the appointment that most of the time will be spent talking, and little, if any, will be spent exercising. Be sure to inform them that you'll be performing an evaluation to assess their level of fitness. If you fail to do this, your client may assume that they will jump right into exercising, and they will be disappointed when the time comes. Present the consultation as an added service. Explain that they are not required to participate in the interview or testing portions, but that it is a valuable tool and will assist you in better serving them. If your client chooses not to participate, you will still need to have all forms signed and completed before beginning their session.

Discussing Your Payment and Cancellation Policies

You may have included a form in your informational packet that listed your fees and cancellation policies. If you did not, take this time to provide your client with a copy. Explain when and how you expect to be paid. Some trainers accept checks and credit cards, while others do not. Some wish to be paid at the time the appointment is made, and others will accept payment after the appointment. You also need to inform your client of how much notice you require for a cancelled appointment. Be as clear and specific as possible and answer questions as they arise. When you feel your client understands your expectations, request their signature. Provide them with a copy and put the form in their file.

Selling Future Appointments

Your client may arrive at your initial appointment with the idea that she'll be given a program, then do it on her own. Or she may not come with any idea of how often she'll work with you. This is the perfect time to show your client how much she needs you, because she has just finished her fitness evaluation. If you want her to see you on a regular basis, you must sell her on the value of your services. Explain why your expertise makes you capable of helping her accomplish her goals more quickly than she could on her own. It is not necessary to pressure her. Simply educate her about the value of your services and what you have to offer. Then go over your packages and the options available to her.