These days, email marketing is invaluable in connecting with potential and current clients. Whether you\u2019re 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.<\/p>\n
Of course, knowing how useful email is is only the beginning. Once you\u2019ve decided to invest in email marketing, you need to decide what to actually write<\/i> in said emails. That\u2019s where these six client check in email 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.<\/p>\n
Pro tip: although these messages are mostly oriented towards personal trainers, nutritionists, health coaches and other wellness specialists can tweak them to fit their practice. Just swap “gym” for “office” (or wherever else you meet) and exchange anything irrelevant for what best fits your approach.<\/p>\n
<\/span><\/span><\/p>\n Right after your first session together is a great time to reach out to a client, check in about how they\u2019re feeling, and encourage them to return again. Here are email and text message templates that serve that purpose:<\/p>\n Subject line:<\/strong> How was your first session [client\u2019s first name]?<\/p>\n Email body:<\/strong><\/p>\n Hey [client\u2019s first name]<\/em><\/p>\n 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?<\/em><\/p>\n In all seriousness, we hope you\u2019re feeling good and ready for more. We\u2019d also love to hear your feedback and how we can help you reach your health and fitness goals.\u00a0<\/em><\/p>\n Now hydrate, stretch it out, and rest up. We\u2019ll see you bright and early!<\/em><\/p>\n [Signature]<\/em><\/p>\n Hey there [client\u2019s first name], just checking in to see how your first session went. Hopefully [name of personal trainer] took it easy on you! We\u2019d love to hear all about your first session and more about your fitness goals and how we can help you achieve them. We\u2019ll see you at your next session. Don\u2019t forget to stretch!<\/em><\/p>\n 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\u2019s what we\u2019d recommend writing:<\/p>\n Subject line:<\/strong> [client\u2019s first name] are you ready to party?<\/p>\n Email body:<\/strong><\/p>\n Hi [client\u2019s first name]<\/em><\/p>\n We\u2019re excited for your first personal training session with [trainer\u2019s name] and we hope you are too. <\/em><\/p>\n If you\u2019re not already a member of [name of gym], we\u2019d like to take this opportunity to welcome you to the family. If you are a member, we\u2019d like to express how happy we are that you\u2019re taking your fitness seriously by signing up with one of our incredible trainers.<\/em><\/p>\n Regardless of your fitness level, here\u2019s a few tips to get you ready for your personal training sessions:<\/em><\/p>\n 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].<\/em><\/p>\n We hope you\u2019re as excited as we are for your first session!<\/em><\/p>\n Sincerely,<\/em><\/p>\n [Signature]<\/em><\/p>\n Hey you [or, client\u2019s name]! We\u2019re super proud of you for taking your first steps towards better health and fitness with [trainer\u2019s name]. Whether you\u2019ve been a long time [gym name] member or you\u2019re new to the scene, we\u2019d 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!<\/em><\/p>\n 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:<\/p>\n Subject line:<\/strong> We miss you already, [client\u2019s first name]!<\/p>\n Email body:<\/strong><\/p>\n Hey [client\u2019s first name],<\/em><\/p>\n We missed you at the gym today, especially [trainer\u2019s name]. He\/she was lonely, sitting by the weight rack, dreaming of helping you get one step closer towards your goals.\u00a0<\/em><\/p>\n In all seriousness, we hope everything is alright. We understand that fitness is mental as well as physical, so if you\u2019re just having a bad day, that\u2019s ok. We\u2019ve been there too, and we\u2019re here if you need us. Remember, you can reach us at [website URL], call us at [xxx-xxx-xxxx], or email us at\u00a0 [email] in the event that you need to cancel or reschedule a session.\u00a0<\/em><\/p>\n We hope to see you bright-eyed and bushy-tailed at your next session! In the meantime, let us know if there\u2019s anything we can do to help. We’re here for you.\u00a0<\/em><\/p>\n [Signature]<\/em><\/p>\n Hey [client\u2019s first name], we missed you today! We hope everything is alright and that you\u2019re not giving up on us. [Trainer\u2019s name] would be so heartbroken! If there\u2019s 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!<\/em><\/p>\n Even if you have a prospect not sign up after your first consultation, you haven\u2019t necessarily lost them. This template can help you to reel them back in, once again encouraging them to consider working with you.\u00a0<\/p>\n Subject line:<\/strong> [Client\u2019s first name] was it something we said?<\/p>\n Email body:<\/strong><\/p>\n Hey [client\u2019s first name],<\/em><\/p>\n We noticed that you haven\u2019t signed up as a member of [gym name]\/signed up for those personal training sessions with [trainer\u2019s name] after your consultation. We hope you didn\u2019t just get cold feet!\u00a0<\/em><\/p>\n 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\u2019ll commit to you\u2014and your fitness goals!<\/em><\/p>\n Please don\u2019t 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\u2019t always easy, but we know you can do it. You\u2019ve already taken the first step!<\/em><\/p>\n We hope to see you around the gym soon.<\/em><\/p>\n Sincerely,\u00a0<\/em><\/p>\n [Signature]<\/em><\/p>\n Hey [client\u2019s first name], hope we didn\u2019t scare you away! Starting your fitness journey can seem overwhelming, but we\u2019ve got your back. You\u2019ve already taken the first step in talking with us and touring our facilities. Now it\u2019s time to take action. Commit to your health and we\u2019ll commit to you. [Personal trainer\u2019s name] is ready and waiting to help you get into shape. Please, he\/she can\u2019t handle any more rejection (just kidding!). You can finish signing up with us at our website [website URL] or in person. Don\u2019t sleep on your health!<\/em><\/p>\n 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.<\/p>\n Subject line:<\/strong> [Client\u2019s first name], we miss you!<\/p>\n Email body:<\/strong><\/p>\n Hey [client\u2019s first name],<\/em><\/p>\n It\u2019s been a long time. Too long, if you ask us! We miss seeing you around the gym and [personal trainer\u2019s name] just isn\u2019t the same without you. We hope that you\u2019re doing well and living your best life. But wherever you are in this great big world, we want you back!<\/em><\/p>\n 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\u2019re here to help you get your routine back. So don\u2019t 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].<\/em><\/p>\n We look forward to seeing you around the gym.<\/em><\/p>\n Sincerely,<\/em><\/p>\n [Signature]<\/em><\/p>\n Hey [client\u2019s first name], is it really you!? It\u2019s been a while, and we want to see how you\u2019re doing. We miss seeing you around the gym, especially [personal trainer\u2019s name]. We know that life gets in the way of our fitness routines sometimes, and that\u2019s okay. We\u2019re here to get you back on the grind, whenever you\u2019re ready. How\u2019s tomorrow sound? We\u2019re not lonely, you\u2019re lonely. Call us!<\/em><\/p>\n Subject line:<\/strong> WANTED: [lead\u2019s first name]<\/p>\n Email body:<\/strong><\/p>\n Hey there [lead\u2019s first name],<\/em><\/p>\n We\u2019re still thinking of you here at [gym name]. We were really looking forward to helping you achieve your health and fitness goals. Remember, it\u2019s never too late to reconsider.\u00a0<\/em><\/p>\n Whatever your reason for not signing up, we won\u2019t hold it against you\u2014 in fact, we\u2019re here to help. Busy schedule? Not enough energy? Severe shyness? Fear of sweat? Talk to us, we have all the answers!\u00a0<\/em><\/p>\n We would love to have you as a part of the [gym name] family, so if there\u2019s 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].\u00a0<\/em><\/p>\n Hope to hear from you soon. Until then, take care!<\/em><\/p>\n Sincerely,<\/em><\/p>\n [Signature]<\/em><\/p>\n Well hey there [client\u2019s first name]. We really thought we\u2019d be seeing you around the gym. We hope you haven\u2019t lost interest in your health and fitness goals! Remember, it\u2019s never too late to start a new journey. Call us. We\u2019ll be waiting by the phone.\u00a0<\/em><\/p>\n If you missed a call from a prospective or active client, it\u2019s important to reach out to keep the relationship going and make sure the communication doesn\u2019t slip through the cracks. We recommend writing something like this:<\/p>\n Subject line:<\/strong> Whoops! Sorry we missed you [Client\u2019s first name]<\/p>\n Email body:<\/strong><\/p>\n Hey [client\u2019s first name],<\/em><\/p>\n Sorry we missed your call, we couldn\u2019t hear the phone ring over all of our clients screaming about accomplishing their goals. \ud83e\udd17<\/em><\/p>\n We try to make ourselves as available as possible, but sometimes we\u2019re stretched a little thin.\u00a0<\/em><\/p>\n In addition to this email, you probably have missed calls from us. That\u2019s how much we care! We\u2019ll 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].<\/em><\/p>\n We won\u2019t rest until we\u2019ve gotten a hold of you.<\/em><\/p>\n Sincerely,<\/em><\/p>\n [Signature]<\/em><\/p>\n Hey [client\u2019s first name]! Sorry we missed your call, we couldn\u2019t hear the phone ringing over all the reps we were doing! In all seriousness, we\u2019re sad that we missed you, which is why you probably have missed calls and at least one email from us by now. Don\u2019t worry, we\u2019ll keep trying to get in touch. In the meantime, try giving us another call!<\/em><\/p>\n If you use these emails and text messages, you\u2019ll 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.<\/p>\n \u00a0<\/p>\nAfter a Client\u2019s First Session<\/h2>\n
Email<\/h3>\n
Text Message<\/h3>\n
Before a Client\u2019s First Session<\/h2>\n
Email<\/h3>\n
\n
Text Message<\/h3>\n
When a Client Misses a Session<\/h2>\n
Email<\/h3>\n
Text Message<\/h3>\n
Follow-Up After Client Doesn’t Purchase<\/h2>\n
Email<\/h3>\n
Text Message<\/h3>\n
Reconnecting With A Previous Lead or Client<\/h2>\n
Email – Previous Client<\/h3>\n
Text Message – Previous Client<\/h3>\n
Email – To Previous Lead<\/h3>\n
Text Message – To Previous Lead<\/h3>\n
\u201cSorry I Missed You\u201d Follow-Up<\/h2>\n
Email<\/h3>\n
Text Message<\/h3>\n
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