Ready-to-Use Templates
Copy these templates and customize them for your needs. Each includes HTML and plain text versions.
Welcome aboard, {{clientName}} — let's build your plan
Your training journey starts now. Here's what to expect and how to prepare for your first session.
Training tomorrow at {{sessionTime}} — {{sessionFocus}}
Quick reminder about your session tomorrow. Here's what we'll be working on.
Your {{month}} progress report — the numbers don't lie, {{clientName}}
Here's what you accomplished this month. Spoiler: you're stronger than you think.
{{sessionsRemaining}} sessions left — let's keep your momentum going
You're almost through your current package. Here's what you've accomplished and your renewal options.
Best Practices
Sign onboarding emails with your name, not a business name — personal training is personal
Include what to expect in session 1 to reduce first-session anxiety
Tell clients what you'll be working on in session reminders — it builds anticipation instead of dread
Progress reports should highlight improvements, not just raw numbers — '15% stronger' beats 'bench press: 135 lbs'
Show per-session cost in package renewals — larger packages look more affordable when broken down
Include a renewal bonus for renewing before the last session to avoid gaps in training
Common Mistakes
Generic onboarding emails that don't set expectations for the first session
Session reminders without context about what you'll be doing — it feels like a chore instead of a plan
Skipping progress reports — clients often don't realize how much they've improved without data
Waiting until the package is completely used to discuss renewal — start the conversation with 2-3 sessions left
Only showing total price for packages without per-session breakdown
Not including a personal note from the trainer — it's the most valuable element in any of these emails
Subject Line Examples
Timing & Performance
Personalization Tips
Personal training clients don't just pay for the workout — they pay for the relationship, the accountability, and the expertise. Your emails are an extension of that relationship. A well-timed session reminder with tomorrow's workout focus builds anticipation. A monthly progress report that shows measurable improvement builds confidence and justifies the investment.
These templates are designed for how personal trainers actually work. The onboarding email sets clear expectations so clients arrive prepared and excited. Session reminders include what you'll be working on, not just when to show up. Progress reports use the client's own data to demonstrate results. And package renewals happen before the last session, not after the momentum has already died.
Whether you're an independent trainer, gym-based, or running an online coaching business, these templates scale with your client base. Set up the automation once and every new client gets the same professional experience — from their first welcome email to their next package renewal.
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Frequently Asked Questions
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