6 Email Templates to Encourage & Check-In With Your Clients


These days, email marketing is invaluable in connecting with potential and current clients. Whether you’re a personal trainer, health coach, or nutritionist, keeping in touch with prospective and ongoing customers is one of the best ways to show them you care, stay fresh in their memory, and start or continue receiving their business.

Of course, knowing how useful email is is only the beginning. Once you’ve decided to invest in email marketing, you need to decide what to actually write in said emails. That’s where these six templates come in. Covering everything from contacting new clients before a first session to reconnecting with an old client, you can rely on these templates as a starting point for your emails and text messages.

Pro tip: although these messages are mostly oriented towards personal trainers, nutritionists, health coaches and other wellness specialists can tweak them to fito their practice. Just swap “gym” for “office” (or wherever else you meet) and exchange anything irrelevant for what best fits your approach.

After a Client’s First Session

Right after your first session together is a great time to reach out to a client, check in about how they’re feeling, and encourage them to return again. Here are email and text message templates that serve that purpose:

Email

Subject line: How was your first session [client’s first name]?

Email body:

Hey [client’s first name]

We just wanted to check in and see how your first session with [name of personal trainer/class] went? Did you have a good workout or has your spirit been crushed?

In all seriousness, we hope you’re feeling good and ready for more. We’d also love to hear your feedback and how we can help you reach your health and fitness goals. 

Now hydrate, stretch it out, and rest up. We’ll see you bright and early!

[Signature]

Text Message

Hey there [client’s first name], just checking in to see how your first session went. Hopefully [name of personal trainer] took it easy on you! We’d love to hear all about your first session and more about your fitness goals and how we can help you achieve them. We’ll see you at your next session. Don’t forget to stretch!

Before a Client’s First Session

Reaching out to your clients before their first session can help remind them to come, prepare them for what to expect, and drum up enthusiasm for your meeting. Here’s what we’d recommend writing:

Email

Subject line: [client’s first name] are you ready to party?

Email body:

Hi [client’s first name]

We’re excited for your first personal training session with [trainer’s name] and we hope you are too.

If you’re not already a member of [name of gym], we’d like to take this opportunity to welcome you to the family. If you are a member, we’d like to express how happy we are that you’re taking your fitness seriously by signing up with one of our incredible trainers.

Regardless of your fitness level, here’s a few tips to get you ready for your personal training sessions:

  • Get those 8 hours of sleep so you can come to your session rested and ready for action! (Trust us, working out on poor sleep really sucks)
  • Hydrate, hydrate, hydrate. Before and after your workout. We can’t stress enough the importance of hydration
  • Have a good pre-workout snack. If you’ve got a morning session planned, keep it light yet meaningful. It shouldn’t be your largest meal of the day.
  • Don’t be shy—your trainer is there to help you. Talk to them about your fitness goals and how you’re feeling before/during/after your session. They can give you tips on nutrition, or help you modify a workout if it’s too difficult or you have no energy.

If you need to change or cancel a session, you can do so by visiting [website URL] or get in touch with us directly at [xxx-xxx-xxxx] or [email address].

We hope you’re as excited as we are for your first session!

Sincerely,

[Signature]

Text Message

Hey you [or, client’s name]! We’re super proud of you for taking your first steps towards better health and fitness with [trainer’s name]. Whether you’ve been a long time [gym name] member or you’re new to the scene, we’d like to welcome you with open arms. Make sure to get plenty of rest and stay hydrated in preparation for your first session. See you soon!

When a Client Misses a Session

Sometimes clients will miss a session without letting you know ahead of time. To check in with them, make sure everything is okay, and encourage them to make it next time, use this template:

Email

Subject line: We miss you already, [client’s first name]!

Email body:

Hey [client’s first name],

We missed you at the gym today, especially [trainer’s name]. He/she was lonely, sitting by the weight rack, dreaming of helping you get one step closer towards your goals. 

In all seriousness, we hope everything is alright. We understand that fitness is mental as well as physical, so if you’re just having a bad day, that’s ok. We’ve been there too, and we’re here if you need us. Remember, you can reach us at [website URL], call us at [xxx-xxx-xxxx], or email us at  [email] in the event that you need to cancel or reschedule a session. 

We hope to see you bright-eyed and bushy-tailed at your next session! In the meantime, let us know if there’s anything we can do to help. We’re here for you. 

[Signature]

Text Message

Hey [client’s first name], we missed you today! We hope everything is alright and that you’re not giving up on us. [Trainer’s name] would be so heartbroken! If there’s anything you need, please let us know. If you need to cancel or reschedule any future sessions, you can visit [website URL] or give us a call at [xxx-xxx-xxxx]. We hope to see you back in the gym ASAP!

Follow-Up After Client Doesn’t Purchase

Even if you have a prospect not sign up after your first consultation, you haven’t necessarily lost them. This template can help you to reel them back in, once again encouraging them to consider working with you. 

Email

Subject line: [Client’s first name] was it something we said?

Email body:

Hey [client’s first name],

We noticed that you haven’t signed up as a member of [gym name]/signed up for those personal training sessions with [trainer’s name] after your consultation. We hope you didn’t just get cold feet! 

Here at [gym name], we understand that choosing a gym/personal trainer takes a lot of careful thought. We want you to know that we have only your best interest in mind, and if you commit to us, we’ll commit to you—and your fitness goals!

Please don’t hesitate to reach out to us at [xxx-xxx-xxxx] with any questions or concerns you may have. You can also drop us a line at [website URL] or [email]. Starting your fitness journey isn’t always easy, but we know you can do it. You’ve already taken the first step!

We hope to see you around the gym soon.

Sincerely, 

[Signature]

Text Message

Hey [client’s first name], hope we didn’t scare you away! Starting your fitness journey can seem overwhelming, but we’ve got your back. You’ve already taken the first step in talking with us and touring our facilities. Now it’s time to take action. Commit to your health and we’ll commit to you. [Personal trainer’s name] is ready and waiting to help you get into shape. Please, he/she can’t handle any more rejection (just kidding!). You can finish signing up with us at our website [website URL] or in person. Don’t sleep on your health!

Reconnecting With A Previous Lead or Client

One of the best places to find new clients is to check in with previous clients and leads. You already have their information and know they are interested. Use this template to encourage them to start working with you again.

Email – Previous Client

Subject line: [Client’s first name], we miss you!

Email body:

Hey [client’s first name],

It’s been a long time. Too long, if you ask us! We miss seeing you around the gym and [personal trainer’s name] just isn’t the same without you. We hope that you’re doing well and living your best life. But wherever you are in this great big world, we want you back!

We understand how easy it is to fall out of a fitness routine and how hard it is to get back into one! But a body in motion stays in motion, and we’re here to help you get your routine back. So don’t be a stranger, and reactivate your account with us on our website [website URL], or call us at [xxx-xxx-xxxx]. Or, at the risk of sounding too needy, email us at [email address].

We look forward to seeing you around the gym.

Sincerely,

[Signature]

Text Message – Previous Client

Hey [client’s first name], is it really you!? It’s been a while, and we want to see how you’re doing. We miss seeing you around the gym, especially [personal trainer’s name]. We know that life gets in the way of our fitness routines sometimes, and that’s okay. We’re here to get you back on the grind, whenever you’re ready. How’s tomorrow sound? We’re not lonely, you’re lonely. Call us!

Email – To Previous Lead

Subject line: WANTED: [lead’s first name]

Email body:

Hey there [lead’s first name],

We’re still thinking of you here at [gym name]. We were really looking forward to helping you achieve your health and fitness goals. Remember, it’s never too late to reconsider. 

Whatever your reason for not signing up, we won’t hold it against you— in fact, we’re here to help. Busy schedule? Not enough energy? Severe shyness? Fear of sweat? Talk to us, we have all the answers! 

We would love to have you as a part of the [gym name] family, so if there’s anything we can do, let us know! You can visit us at [website URL], call us at [xxx-xxx-xxxx], or email us back at [email address]. 

Hope to hear from you soon. Until then, take care!

Sincerely,

[Signature]

Text Message – To Previous Lead

Well hey there [client’s first name]. We really thought we’d be seeing you around the gym. We hope you haven’t lost interest in your health and fitness goals! Remember, it’s never too late to start a new journey. Call us. We’ll be waiting by the phone. 

“Sorry I Missed You” Follow-Up

If you missed a call from a prospective or active client, it’s important to reach out to keep the relationship going and make sure the communication doesn’t slip through the cracks. We recommend writing something like this:

Email

Subject line: Whoops! Sorry we missed you [Client’s first name]

Email body:

Hey [client’s first name],

Sorry we missed your call, we couldn’t hear the phone ring over all of our clients screaming about accomplishing their goals. 🤗

We try to make ourselves as available as possible, but sometimes we’re stretched a little thin. 

In addition to this email, you probably have missed calls from us. That’s how much we care! We’ll keep trying to get in touch with you. In the meantime, you can try calling us again at [xxx-xxx-xxxx], emailing us back at [email address], or visiting our website at [website URL].

We won’t rest until we’ve gotten a hold of you.

Sincerely,

[Signature]

Text Message

Hey [client’s first name]! Sorry we missed your call, we couldn’t hear the phone ringing over all the reps we were doing! In all seriousness, we’re sad that we missed you, which is why you probably have missed calls and at least one email from us by now. Don’t worry, we’ll keep trying to get in touch. In the meantime, try giving us another call!

If you use these emails and text messages, you’ll be off to a great start to ensuring you’re doing everything to can to keep your clients and prospects engaged and working with you.