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How to Create Meal Plans for Clients: Guide for Coaches and Dietitians

Personalized meal plans are one of the most valuable deliverables you can offer as a nutrition coach, dietitian, or personal trainer. This guide walks you through the complete process from initial client assessment to delivery and follow-up.

Creating effective meal plans requires more than just listing foods and recipes. You need to understand your client's goals, calculate their needs accurately, accommodate their preferences, and deliver the plan in a way that promotes adherence.

Whether you're a nutrition coach, dietitian, personal trainer, or health coach looking to add or refine meal planning services, this step-by-step guide will help you create meal plans that get results. You can also try our free meal plan generator to see how an automated tool handles each of these steps.

Step 1: Understanding Client Needs Assessment

Every effective meal plan starts with a comprehensive assessment. You can't create personalized nutrition without first understanding who you're creating it for.

Essential Assessment Questions:

  • Goals: Weight loss, muscle gain, sports performance, general health, medical management?
  • Current stats: Age, sex, height, weight, body composition if available
  • Activity level: Training frequency, type, intensity, daily movement
  • Dietary restrictions: Allergies, intolerances, religious requirements, ethical preferences
  • Lifestyle factors: Cooking skill, time available, budget, family meals
  • Food preferences: Likes, dislikes, cultural foods, meal timing preferences

Pro tip: Use a standardized intake form for consistency. This ensures you gather all necessary information and provides a professional first impression.

Step 2: Calculating Macros and Calories

With assessment data in hand, you can calculate your client's caloric needs and macro targets. This forms the foundation of their personalized plan.

Step 1: Calculate Basal Metabolic Rate (BMR)

Use the Mifflin-St Jeor equation for best accuracy:

Men: (10 × weight kg) + (6.25 × height cm) - (5 × age) + 5

Women: (10 × weight kg) + (6.25 × height cm) - (5 × age) - 161

Step 2: Apply Activity Multiplier (TDEE)

Multiply BMR by activity factor: Sedentary (1.2), Light (1.375), Moderate (1.55), Active (1.725), Very Active (1.9)

Step 3: Adjust for Goal

Weight loss: subtract 300-500 kcal. Muscle gain: add 200-400 kcal. Maintenance: use TDEE as-is.

Macro Distribution Guidelines:

Protein

1.6-2.2g per kg body weight for active individuals

Carbs

40-55% of total calories, higher for endurance athletes

Fats

20-35% of total calories, minimum 0.5g per kg

Step 3: Structuring Weekly Meal Plans

A well-structured meal plan balances nutritional targets with practical implementation. Consider meal timing, variety, and your client's daily schedule.

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Breakfast

Protein-rich start (25-35g protein). Include complex carbs for morning energy. Prep-friendly options for busy mornings.

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Lunch

Balanced macro split. Portable options if eating at work. Batch-cooking friendly for meal prep.

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Dinner

Family-friendly when applicable. Complete protein source. Vegetables for fiber and vitamins.

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Snacks

Strategic placement around workouts. Protein-focused for muscle goals. Portable and convenient options.

Include recipe rotation across the week. Eating the same meals daily leads to boredom and poor adherence. Aim for at least 3-4 different options per meal slot.

Step 4: Handling Dietary Restrictions

Dietary restrictions require careful attention. The goal is meeting nutritional targets while respecting client needs and preferences.

Vegetarian/Vegan

Focus on complete proteins (combining legumes with grains), B12 supplementation, iron-rich foods with vitamin C

Gluten-Free

Substitute with rice, quinoa, potatoes, corn. Watch for hidden gluten in sauces and processed foods

Dairy-Free

Ensure calcium from fortified alternatives, leafy greens. Watch for hidden dairy in processed foods

Religious / Cultural

Accommodate halal, kosher, and cultural dietary needs. Source compliant ingredients and plan meals around fasting periods

For complex restrictions (multiple allergies, medical conditions, eating disorders), always collaborate with a registered dietitian. Know your scope of practice.

Step 5: Delivering and Following Up

How you deliver the meal plan is as important as the plan itself. A professional presentation and clear follow-up process improve adherence.

Delivery Best Practices:

  • ✓ Professional PDF: Branded with your logo, clear formatting, easy to read on mobile
  • ✓ Shopping list: Organized by grocery store section for efficient shopping
  • ✓ Prep instructions: Batch cooking guides for time-efficient meal prep
  • ✓ Walkthrough call: Review the plan together, answer questions, set expectations

Follow-up Schedule:

  • Week 1: Quick check-in to address any immediate questions or obstacles
  • Week 2: Review adherence, gather feedback, make minor adjustments
  • Week 4: Progress review, measurements, plan refresh with new recipes

Streamline your delivery process

Promealplan generates professional branded PDFs with recipes, shopping lists, and nutritional info, all automatically. Focus on coaching, not formatting.

Try free for 7 days →

Creating Meal Plans by Coaching Specialty

While the core steps above apply universally, each coaching specialty has unique considerations when creating client meal plans.

Meal Plans for Dietitian Clients

Dietitians work with clients who often have specialized nutritional needs. Meal plans must account for precise macro targets, evidence-based guidelines, and individualized adjustments. Use software that lets you control every gram and generate plans that meet professional standards.

Meal Plans for Personal Training Clients

Personal trainers focus on performance and body composition goals. Meal plans should align with training periodization: higher carbs on heavy training days, adjusted protein for recovery, and strategic pre/post workout nutrition. Clients expect plans that support their gym work without overcomplicating their kitchen life.

Meal Plans for Health Coaching Clients

Health coaches typically work on long-term behavior change. Meal plans should be approachable and sustainable, not extreme. Focus on whole foods, balanced meals, and gradual improvements. Include meal prep tips and flexible swapping options so clients can build independence rather than relying on strict prescriptions.

Meal Plans for Online Coaching Clients

Online coaches need scalable systems since you can't meet clients in person. Use digital intake forms, automated meal plan generation, and client portals for delivery. White-label PDF exports let remote clients receive professional plans they can access on any device.

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Frequently Asked Questions

How long should a client meal plan last?
Most coaching clients benefit from 4-week meal plans with weekly variety. This provides enough structure for habit formation while preventing boredom. Shorter 1-week plans work for trials or clients who prefer more frequent updates.
How do you handle clients with multiple dietary restrictions?
Start by documenting all restrictions (allergies, intolerances, preferences, religious requirements). Use meal planning software that filters recipes by multiple criteria simultaneously. For complex cases (e.g., vegan + gluten-free + multiple restrictions), work with a registered dietitian.
Should I include exact portions in meal plans?
Yes, specific portions are essential for clients with caloric or macro targets. Include gram weights for proteins, cup measurements for vegetables, and tablespoon quantities for fats. This removes guesswork and improves adherence.
How often should I update a client's meal plan?
Review and adjust meal plans every 2-4 weeks based on client progress, feedback, and changing goals. More frequent adjustments may be needed during weight loss phases or when clients report fatigue or hunger issues.
Can personal trainers create meal plans for clients?
Yes, personal trainers can create general meal plans for healthy clients focused on fitness goals. For clients with medical conditions, eating disorders, or complex dietary needs, collaborate with a registered dietitian. Using meal planning software with dietitian-validated recipes helps ensure plans are nutritionally sound.
What is the best way to create meal plans for multiple clients efficiently?
Use meal planning software that automates recipe selection based on each client's macro targets, dietary restrictions, and preferences. Tools like Promealplan generate complete weekly plans in minutes instead of hours. This lets you serve more clients without sacrificing personalization quality.
What software do dietitians use to create meal plans?
Dietitians use specialized meal planning software that offers precise nutritional data, dietitian-validated recipes, and white-label export options. Key features include per-ingredient macro calculations, dietary restriction filters (gluten-free, halal, vegan), and professional PDF generation with custom branding.

Conclusion

Creating personalized meal plans is a skill that improves with practice. Start with thorough client assessments, calculate targets accurately, structure plans for real-life adherence, and deliver with professionalism.

Remember that the best meal plan is one your client will actually follow. Prioritize simplicity, taste, and convenience over theoretical perfection.

Key Takeaways

  1. 1. Thorough assessment before any planning
  2. 2. Accurate macro and calorie calculations
  3. 3. Practical meal structure that fits client lifestyle
  4. 4. Careful handling of dietary restrictions
  5. 5. Professional delivery with clear follow-up