As trainers, we have all been there. You work so hard with a client, they’re getting results, everything is going well, and then you get the dreaded text. Yes, you know the one I’m talking about. 

“Thank you for everything you have done, but I think I’m going to take a break from training for a little while and try doing it on my own”.

First, let me say: this is OK! Most of the time, it doesn’t necessarily mean you did something wrong as a trainer, and you shouldn’t take it personally. 

In business terms, this is referred to as client retention, and in the fitness industry, retention rates tend to decline over time. But that doesn’t mean it’s inevitable or that there’s nothing you can do. Research shows that increasing client retention by just 5% can boost profitability by 25% to 95%.

My goal for all the clients I work with is to educate and guide them so that they can continue to succeed independently. And I have the confidence that if the client isn’t ready to go off on their own, they will come back, and they always do! 

Let’s talk a little bit about some of the warning signs that a client might be getting ready to take a break from training with you, and how to keep them engaged before the “dreaded text”. 

Warning sign #1: They’re on a numbered session package that’s about to end

How to save: 

Before the sessions run out, talk to them. Ask how they feel about their progress and remind them how far they’ve come. 

Whether this is an in-person or online training session, you need to open up the conversation about what the client wants to do to continue working towards their goals. 

In my business, I do not force people or use overly salesy pitches to sell them on training; I believe that my training speaks for itself. I have honest discussions with clients about purchasing additional sessions, and if the answer is yes, then we proceed without issue. If the answer is no, then I open up the discussion for an alternative plan to keep them as clients. 

I listen to the client’s concerns regarding training and work with them to create a solution on how they can fix the problem. For example, if the problem is the budget, we discuss options:

• Fewer weekly sessions with more independent work
• Switching from in-person to online training
• Adjusting to fit their schedule or finances

When your client trusts you and knows you care, they’ll usually be open to a conversation about how to keep the accountability and guidance going.

Warning sign #2: They start falling off in terms of accountability or not showing up for sessions 

How to save: 

This is very common, especially  with online clients. At first, they re all in,  checking in for all of their workouts, tracking their nutrition, and doing everything you ask 

Then suddenly… silence.

They stop checking in. Workouts go unlogged. When you message them, they respond days later with an excuse about being “busy” or “just off track.”

This is a clear sign they’re falling off and at high risk of quitting.

Here’s how to save them:
– Reach out quickly — by message or, better yet, a quick call.
– Remind them why they started training with you in the first place.
– Highlight what they’ve accomplished so far and that their goals are still within reach.
– Let them know you’re on their team and won’t let them quit on themselves.

Our primary role as trainers is to hold individuals accountable. Let them know you are on their team and that you are there for them. It is your job to do everything you can to prevent them from quitting on themselves. 

Remind them of why they initially reached out to you. Listen to their problems, and offer a solution that allows them to continue with training. Don’t be a salesperson. Be a friend and listen to them. Trust me, this goes a long way! 

Warning sign #3: They are not getting the results they want

How to save:

Sometimes, a client will tell you directly that they’re not happy with their progress and are thinking of stopping. Or there will be signs such as:

• Leaves your messages unread for 72 h
• Asks to “push this week’s session” twice in a month
• Stop sharing photos or measurements
• Mentions training alternatives, even if it’s Peloton or YouTube, “just for variety”
• Energy dip: late arrivals or leaves early more than once

Spotting any two of these at once means you need to listen closely and act quickly. Listen to their concerns without judgment or taking them personally. 

Discuss the changes that are realistic to achieve within the time frame they have been training for (if you didn’t at the start of their training) and remind them of how well they have done thus far. 

Lastly, have a serious discussion about their accountability for training, nutrition, and sleep throughout the entire week. 

Tell them to be honest with you about how they have been following your training and nutrition guidelines, and if they think there is room for improvement. 

Most often, they will say yes. All it takes is a serious discussion with our client as a friend, talking to them about what is going on in their life, and coming up with a solution together on how they can do a better job of achieving their goals (if you have decided on some realistic goals for them). 

Personal training, whether online or in-person is based solely on building a relationship with your client. Your clients need to know that you are in their corner and you are not just some random person they are paying to put them through a workout. 

Building relationships will help keep clients for a more extended period and also help develop your business, as your clients will love the relationship with you so much that they will tell all their friends and family about you.

Warning sign #4: They start missing sessions, and are dealing with changes in their life, or added stress

How to save:

Show empathy and acknowledge what they’re going through. Let them know you can adjust the program so they can still make progress without adding more stress.

Here’s how to keep coaching clients through tough times:

• Leave room for them to breathe, just so the recent changes settle down
• Offer shorter, more efficient workouts
• Focus on habits and accountability instead of intense programming
• Suggest switching to online training or flexible check-ins if their schedule is tight

When you communicate clearly and build strong client relationships during stressful periods, you improve client satisfaction and prevent client cancellations.

Warning sign #5: They are getting bored with your training program

How to save:

Boredom is one of the early signs of client burnout and a common reason fitness client loyalty starts to slip. Your clients continue to show up but seem disengaged, going through the motions, checking the clock, skipping optional challenges, or making comments like “These workouts feel the same.”

Refresh their program before they ask for it. Keeping workouts engaging is one of the most effective client motivation tips and helps retain personal training clients over the long term.

Here’s how to re-engage clients and stop them from dropping off:

• Introduce new equipment, exercises, or formats (circuits, AMRAPs, mobility work)
• Ask what they’re most excited about and incorporate more of it
• Set fresh milestones, mini-challenges, or seasonal goals to keep things interesting

When you listen to fitness client feedback and adjust their programming accordingly, you enhance client satisfaction, maintain high personal training client engagement, and foster stronger client relationships.

📝 Check Out: Summer Challenges: The Key to Beating the Seasonal Slump this Summer 

Why Clients Quit

Surveys show that most clients stick with their trainer for somewhere between six months and two years, but only a small percentage (about 8%) continue training for five years or more.

Here are some of the most common reasons clients decide to stop training, along with practical ways to keep them motivated, engaged, and coming back:

They feel “done” after hitting their goal

In one survey, about 25% of trainers said their clients quit once they felt they’d “achieved what they came for.” This happens when clients view personal training as a short-term fix rather than a long-term habit.

What to do: Shift the conversation toward ongoing growth. Help clients see that training isn’t just about reaching a goal, it’s about maintaining progress and building lifelong habits.

Time and competing priorities

Another common reason is that clients stop training because they “don’t have enough time.” Work, family, and other obligations can push workouts off the calendar, often the first signs a client will quit if not addressed early.

What to do: Offer flexible options, like hybrid training or shorter sessions, and use digital tools to help clients stay connected during busy weeks. Regular check-ins reinforce accountability even when life gets hectic.

📝 Check Out: Creating an Effective Personal Trainer Schedule 

Budget concerns

According to trainers, a third of clients cite financial reasons as the primary reason they stop training. Sometimes this reflects true financial strain, but often it comes down to clients feeling they’re not getting enough value for what they pay.

What to do: Build in regular progress reviews, collect feedback, and show them measurable wins, even small ones, so they see the return on their investment.

It feels too hard

Yes, sometimes people quit personal training because they simply don’t like feeling the constant soreness. Some clients say the workouts are just “too hard,” or they feel overwhelmed, or like they’re “not good at it.”

What to do: Adjust programming to their readiness level. Use habit-tracking to spotlight even small wins and help build their confidence step by step.

What About Difficult Clients? 

Not every client who struggles is just “at risk.” Some clients become challenging to work with: they resist your advice, show up late (or not at all), complain about everything, or drain your energy.

Here’s how to handle them professionally:

• Stay calm and listen — sometimes frustration masks fear or insecurity.
• Clarify expectations and revisit their goals to see if they still align.
• Document everything (sessions, feedback, missed appointments) so you’re prepared if boundaries need to be enforced.
• If the relationship becomes toxic or disrupts your other clients, it’s okay to politely suggest they’d benefit from a different approach or another trainer.

Sometimes the best way to improve your business — and your other clients’ experiences — is to recognize when it’s time to let a demanding client go.

What Happy Clients Actually Say or Do

In the same way you watch for warning signs from your clients, you also need to proactively check their “happiness level,” or in business terms, their level of satisfaction.

This serves three purposes: first, you can upsell or offer them more. Happy clients are usually eager to invest further, and this is a more effective approach for a personal trainer than constantly chasing new clients, especially when working face-to-face.

Second, you can gather feedback on your training to see what’s working and what isn’t. Lastly, your happiest clients are the ones to ask for testimonials.

Here are some phrases your happy clients might say, not necessarily word-for-word, but along these lines:

• “I never thought I’d enjoy working out again, now it’s the best part of my day.”
• “My clothes fit better, my back doesn’t hurt, and my kids can’t keep up with me!”
• “Made sure I didn’t miss our workout despite xyz” 

Beyond words, here are behaviors that signal fitness client loyalty and high client motivation:

• Asks if a partner or friend can join your program
• Tag you in every personal-best post or progress pic
• Volunteers’ testimonials or referrals without you asking
• Asks about upgrading to a higher-tier package
• Are you active and engaged with your socials
• Sends progress photos proactively

How to Keep Your Personal Training Clients Happy: The CARE Framework

To keep your clients motivated, you can use the CARE framework —a simple checklist to deliver excellent experiences, strengthen fitness client loyalty, and improve personal training client retention.

C – Communicate: Consistent, personal communication builds trust

How:

• Send a Monday video or voice note to set the tone for the week
• Use Trainerize in-app messaging for quick mid-week check-ins
• Ask open-ended questions to invite fitness client feedback

A – Acknowledge: Celebrate wins, even the small ones

How:

• Highlight their personal bests in the community feed
• Award in-app badges and leaderboards for habit streaks
• Call out consistency just as much as significant milestones

R – Results: Show clients they’re progressing, even when it’s subtle.

How:

• Share graphs and progress photos directly in the app
• Schedule monthly progress reviews
• Connect their actions to outcomes to reinforce their “why”

E – Engage: Make training fun and social

How:

• Run challenges (like “Plank-a-Day” or “Steps Leaderboard”)
• Encourage interaction in the community space
• Add polls, quizzes, or habit challenges to keep them involved

Ready to Build Stronger Client Relationships?

Keeping clients engaged, motivated, and loyal begins with understanding why they quit and taking proactive steps to keep them happy. By spotting the warning signs early, listening to their feedback, celebrating their successes, and staying connected, you can boost personal training client retention, deliver real results, and grow your business with confidence.

Trainerize gives you everything you need to put these strategies into action, from habit tracking and automated check-ins to progress dashboards and community challenges.

Start your free 30-day trial today and see how easy it is to keep clients motivated and coming back for more.