A client ticks yes to chest pain, or blood-pressure medication, or a knee that gets worse when they're active. You know the right move is a doctor's sign-off before you load them up. You also know what usually happens: you say “have a word with your GP,” and you both quietly move on — because writing a letter from scratch while somebody sits there in their gym kit is impossible.
Here it is, already written. Two pages: the request for the doctor, and a consent page for the client. Free, no strings, works with whatever forms you run today.
To the treating physician,
The person named below has asked to begin a supervised exercise programme. Our pre-participation health screening flagged the items listed, and we would like your guidance before they start, or before we increase intensity or load.
Cardiac history, chest pain or pressure, dizziness or fainting, joint problems aggravated by activity, prescribed medication, a diagnosed chronic condition, pregnancy, recent surgery or hospitalisation — whichever applied.
Supervised resistance training, cardiovascular conditioning and mobility work, progressed gradually and adjusted to reported symptoms. Sessions are one to one and directly supervised throughout.
Sign this only if you are happy for your trainer to speak with the practice named below about your readiness to exercise. You do not have to. It changes nothing about the letter on the previous page — you are welcome to take that to the appointment yourself instead.
Any conversation is limited to whether exercise is safe for you and what should be avoided. It does not extend to your wider medical history, and you can withdraw this permission at any time by saying so.
Store the completed clearance with the client's intake record, and note the date you received it. If a doctor returns restrictions, write them into the programme rather than leaving them in a folder — a restriction nobody reads is the same as no clearance at all.
Write your business name, phone and email on the rule at the top of both pages — or print it on your own letterhead paper if you have some. Fill in the client's details and the items that were flagged, hand it over, and ask them to bring it back signed before the next session.
Don't send it empty. A doctor receiving a blank form with “please advise” on it will bin it. A doctor receiving a letter that names the four specific things you're concerned about will answer it.
This is not legal or medical advice. It's a communication tool between you and a physician. Stay inside your scope of practice: you're asking whether exercise is safe and what to avoid, not asking for a diagnosis or offering one.
IntakeKit runs the screening on your tablet. A yes on any of the nine questions flags the record in red, and one tap prints this same letter with the client's name, date of birth, the exact questions they flagged, what they wrote about each and their reported medications already in it — while they're still sitting in front of you.