Ready-to-Use Templates
Copy these templates and customize them for your needs. Each includes HTML and plain text versions.
Welcome to {{gymName}} — here's your first-week plan
Your membership is active. Here's exactly what to do in your first week to build momentum.
{{className}} tomorrow at {{classTime}} — you're in
Quick reminder: you're registered for {{className}} tomorrow. Here's what to bring.
{{memberName}}, you just hit {{milestoneCount}} workouts at {{gymName}}
That's a real milestone. Here's what it means for your progress and what's coming next.
We miss you, {{memberName}} — your spot is waiting
It's been {{daysSinceVisit}} days since your last visit. Here's what you're missing and how to get back on track.
Best Practices
Send the welcome email within minutes of signup — momentum matters when motivation is high
Include a specific first-week plan with 3-4 concrete steps, not generic 'come visit us' messaging
Class reminders should include what to bring and arrive-early instructions to reduce anxiety for new members
Milestone emails work best at meaningful numbers (10, 25, 50, 100) — don't over-celebrate every single visit
Win-back emails should be empathetic, not guilt-tripping — assume life got busy, not that they quit
Include a welcome-back incentive in win-back emails — a free personal training session or guest pass works well
Common Mistakes
Waiting days to send the welcome email — by then the signup excitement has faded
Generic welcome emails that don't tell new members what to do first
No cancellation option in class reminders — frustrated members just no-show instead
Sending milestone emails for trivial numbers like 2 or 3 visits
Guilt-heavy win-back language ('you're wasting money') that makes members feel worse
Not stopping win-back emails once the member returns
Subject Line Examples
Timing & Performance
Personalization Tips
Member retention is the single biggest lever for gym profitability. Acquiring a new member can cost $50-200 in marketing spend, while keeping an existing one costs almost nothing — if you communicate with them. These email templates target the critical moments in the member lifecycle where a well-timed message makes the difference between a loyal regular and a quiet cancellation.
The onboarding email is where it all starts. New members who receive a clear first-week plan with specific actions — book an intro session, try a class, download the app — are dramatically more likely to build the habit that keeps them coming back. Generic "welcome aboard" emails don't create action.
From class reminders that reduce no-shows to milestone celebrations that reinforce commitment, each template is designed for the realities of running a fitness business. Customize them with your gym's branding, class schedule, and personality, then let automation handle the communication while your team focuses on what they do best — coaching members.
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Frequently Asked Questions
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