Free Personal Trainer Credit Note Template
Create credit notes for personal training session refunds, package cancellations, and billing adjustments. Free PDF, no signup.
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About Personal Trainer credit notes
Personal trainers issue credit notes when a client cancels a prepaid session package partway through, when a block of sessions is credited because of an injury that prevents continuation, or when a promotional rate was applied incorrectly and the overbilling needs to be reversed. Session-based billing creates regular opportunities for credits when clients' circumstances change.
The credit note specifies the number of sessions being credited, the per-session rate, and the total amount. It references the original invoice and confirms whether the credit is being refunded or carried forward to a future package.
When to issue a credit note
Issue a credit note when a client prepays for a 12-session block but cancels after six sessions due to injury, and your policy entitles them to a refund for the unused sessions. Use one when a client is charged the standard rate but had agreed a discounted rate for a 20-session package. Issue one when a session is missed because you had to cancel and the client requests a refund rather than a rescheduled slot. It also applies when a membership or package is sold at the wrong price due to an admin error.
Frequently asked questions
A client prepaid for a 10-session package and is moving abroad after session 4. Do I refund the remaining sessions?
This depends on your cancellation policy. If your contract specifies that packages are non-refundable, you are not obligated to issue a credit. If you choose to refund out of goodwill or your terms allow it, issue a credit note for the unused sessions calculated at the per-session rate from the original package price.
I cancelled three sessions last month due to illness. The client has prepaid. How should I handle the credit?
Issue a credit note for the three sessions at the agreed rate and carry it forward to reduce the next invoice. Alternatively, add three sessions to the next block at no charge and note this on the credit note. Either approach works as long as the client has a document confirming their sessions are protected.
Should I charge VAT on a credit note for personal training sessions?
Only if your original invoice included VAT. In many countries personal training services are VAT-exempt below a certain turnover threshold, but this varies. If VAT was charged on the original invoice, the credit note should reverse both the net amount and the VAT. Check your local tax rules if you are unsure about your registration status.