Looking for a gym welcome email template that you can use in your fitness business? It’s vital to send something to new members as soon as they join. But what should your welcome email say and how do you make it effective?

In this article – we share a highly effective gym welcome email template that can help to reduce cancellations and improve retention long-term.

We’re a specialist fitness marketing agency with 15+ years of industry experience, so we know first-hand what works (and what doesn’t!). We’ve helped gyms, fitness studios, and personal trainers to successfully promote their businesses using email marketing, so our strategies are tried and tested.

A welcome email gives people all of the essential info they need to get started straight away. It’s also an opportunity to reassure them that joining your gym was a good decision.

Doing this helps to avoid buyer’s remorse which can reduce cancellations. When people second-guess their purchase, they’re more likely to request an immediate refund or cancel soon after. So, welcome emails are an essential marketing tactic for gyms, health clubs, and fitness centres.

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Gym Welcome Email Template

This fitness email template is designed for gyms, health clubs, and studios that want to send welcome emails to new clients. If you’re a personal trainer or fitness blogger, then you can adapt it for courses, programs, or online memberships.

Email marketing is an excellent way to educate people about your services and communicate essential information. Sending welcome emails can also prevent buyers’ remorse and decrease cancellations by reassuring members that signing up was a good decision.

Here’s a sample email that you can adapt for your fitness business…

Hi [NAME],

Thanks for joining [GYM NAME] – we’re excited to have you on board! You’ve taken the first step towards achieving your fitness goals and [INSERT BENEFITS].

Get started by collecting your [CARD/KEYFOB] from reception and booking an induction session [LINK TO BOOKING FORM]. During this session we’ll prepare a workout program to help you achieve your goals and show you how to use all of the equipment.

You’ll find our opening times, class timetable, and a list of what to bring on our [WEBSITE LINK]. If you have any questions, then please don’t hesitate to get in touch. Simply call us on [PHONE NUMBER] or reply to this email and we’ll respond asap.

Kind regards

~ Get more email templates like this in our Fitness Marketing Kit ~

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You can copy and paste this gym email template directly into your system and simply insert your details. Alternatively, you can create your own by including these key points…

  • Thank them for joining
  • Reassure them that it was a good decision
  • Tell them what the next step is that they should take
  • Include info about anything they need to bring or wear
  • Add links to practical info like opening times and class info
  • Invite them to contact you with any questions

These points are the basis of an effective gym welcome email template. You can also apply them to your personal training or fitness coaching business. By including all of them you’ll have covered the essentials that members need to know.

But if you want to minimise cancellations and improve retention even further, then you’ll need to send several emails…

You might also like… How Life Time Fitness Made $600k From Email Automation or How We Grew Our Targeted Email List Of 15,000 Subscribers.

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Creating A Welcome Series

Ideally, you should send more than one welcome email to new members. Creating a welcome email series enables you to communicate on a consistent basis and build a long-term relationship. This is key to generating loyalty and improving retention.

Many email services have automation features that allow you to create a series of emails that are sent automatically. Here’s an overview of the welcome series that we recommend for most gyms and fitness studios…

  • Intro email – send as soon as a new member joins your facility using the above gym welcome email template.
  • Reminder email – send one day later to encourage them to visit the gym as soon as possible.
  • Services email – send 2-3 days later with an overview of all the services that are included in their membership.
  • Value email – send 2-3 days later to provide additional value to the member, such as tips or recipes (mixing up educational and promotional content makes people less likely to unsubscribe).
  • Upsell email – send 2-3 days later with an offer on a paid service such as personal training or courses.

The fully written email templates for this series are included in our Fitness Marketing Templates. Using this welcome series format allows you to introduce your services, provide value, and upsell additional options. It helps to build a relationship with the member as they get used to hearing from you on a regular basis.

Gym Email Templates

This example lasts 8-11 days depending on the frequency of your emails but you can add more so that it lasts for a longer period.

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Once the welcome series is over, be sure to add these subscribers to your main list so that they receive gym newsletters and regular email promotions. But don’t do this before the welcome series is over as they may get inundated with multiple emails and unsubscribe as a result.

More Gym Email Templates

Our Fitness Marketing Kit contains even more gym email templates (including an entire welcome series). It also features an email series to support fitness courses and programs.

50 Fitness Marketing Templates

These fitness email templates can be copied and pasted into your email system, taking the time and hassle out marketing. They’re a simple way to build relationships, improve retention, and encourage course completion so that members achieve their goals. The bundle includes 50+ marketing templates to make planning, promotions, social media, and content all super-simple.

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Caroline @ Wellness Creative Co

Qualified personal trainer (BSc Sports Science) & nutritionist (MSc Human Nutrition) with 15+ years of fitness & wellness marketing experience working with global brands.