10 Personal Training Email Templates to Improve Your Business 

As a personal trainer, email should be one of your main communication channels with your clients. It’s a great way to keep them updated on their progress, send them motivational messages, and keep them excited about their journey.  

In this article, we’ve collected a variety of personal training email templates that you can use in your own marketing campaigns. We’ve included templates for key client moments like a welcome email, progress update email, and tips on making the most of your communication. 


Benefits of Email Marketing for Personal Trainers 

Email is an essential tool for personal trainers because it’s a direct line of communication with your clients. It’s also a great way to stay top-of-mind with your clients and keep them engaged in their fitness journey.  

Here are a few key benefits of email marketing for personal trainers:  

  • It’s personal and can be tailored to each client’s journey. 
  • It’s a helpful way to stay in touch with clients between sessions. 
  • It allows you to share valuable resources and content with your clients. 

Personal Trainer Email Marketing Basics 

Before we dive into the personal training email templates, let’s review a few basics of email marketing for personal trainers.  

Define Your Goals 

First, it’s essential to clearly understand your goals for each email campaign. What do you want your clients to do after reading your email? Click through to your website? Schedule a session? Purchase a product?  

Set expectations for your emails before you begin drafting them to ensure they’re clear and focused on your goals.  

Segment Your Customers 

Next, you’ll want to segment your email list so that you can send more targeted, personalized messages.  

For example, you might create a separate email list for clients who are new to personal training and another list for clients who have been working with you for a while.  

Personalize Your Message 

Personalization is key in email marketing. Your clients should feel like you’re speaking directly to them when they read your emails.  

Be sure to use their first name throughout the email and share relevant information that’s specific to their journey.  

Choose the Right Subject Line 

Your subject line is what will persuade your clients to open your email, so it’s important to choose something that’s compelling and relevant. A good subject line is short and specific and tells your clients what they can expect from the email.  

Here are some examples: 

  • Your monthly personal training progress report 📈 
  • Welcome to your online training community 💪 
  • Great work 🥳 Congrats on your fitness milestone 

Format Your Email for Mobile Devices 

42% of people will read your email on their mobile device or tablet, so it’s important to format your email accordingly.  

This means keeping your subject lines short, using large font sizes, and avoiding long blocks of text.  

Be Relatable 

A fitness journey is personal, vulnerable, and emotional. As a personal trainer, you have the opportunity to connect with your clients on a deeper level and help them through one of the most challenging times in their lives.  

Be sure to share your own experiences, be relatable, and show that you understand what they’re going through. This will help build trust and deepen your relationship with your clients.  

Use Clear Language 

When writing your email, use language that’s clear and easy to understand. Your clients should be able to quickly scan your email and understand the key points.  

Avoid using jargon or technical terms that might not be familiar to your clients. Instead, focus on using simple language that gets your point across effectively.  

Use Photos 

Adding to your personalization, you can use photos to build more trust. Show your clients that you’re a real person with real results by sharing photos of yourself and your own fitness journey.  

If you have before-and-after photos of your clients, be sure to get their permission before including them in your email.  

Speak to One Person 

When writing your email, imagine that you’re speaking to just one person. This will help you sound more personal and relatable.  

Address your clients by name, use personal pronouns like “you” and “your,” and share specific details about their journey. This will make your email feel more like a conversation than a sales pitch.  

Add a Call-to-Action (CTA) 

Your call-to-action (CTA) is the most important part of your email. This is what you want your clients to do after reading your email, so make sure it’s clear and easy to follow.  

Your CTA should be specific and actionable and tell your clients exactly what you want them to do. For example, “Schedule Your Free Consultation” or “Download My Free Guide.”  

End With a Thank You 

Don’t forget to thank your clients for their time and business. A simple “Thank you for your support” goes a long way in building relationships with your clients.  

Track Your Results 

Finally, don’t forget to track your results so that you can see what’s working and what’s not.  

Most email marketing platforms will provide you with valuable data like open rates, click-through rates, and unsubscribe rates. Use this data to improve your future email campaigns. You also ask your clients for feedback to ensure your messaging is well received.  

how to start off personal training email

10 Personal Trainer Email Templates 

Now that we’ve reviewed the basics of email marketing, let’s dive into some personal training email templates.  

Prospecting/Sales Email Template 

This email can be used when you’re first trying to sell personal training services to a prospective client. 

Hey [First Name], 

I’m [your name], a personal trainer in [your city]. I specialize in helping people like you reach their fitness goals.  

I noticed you’re interested in getting started with personal training, and I wanted to offer my help. Personal training has been shown to be one of the most effective ways to get in shape and achieve your fitness goals. I would be honored to help you on your journey. 

I’m currently offering a free 30-minute consultation where we can chat about your fitness goals and see if we’re a good fit to work together.  

If you’re interested, please click here to schedule a time that works for you [insert scheduling link]. I look forward to meeting you soon!  

Best, [Your Name] 

Personal Training Welcome Email Template 

Feeling welcomed is a great way to begin your relationship with your client. Use this email to warmly welcome your client on their fitness journey. 

Hey [First Name],  

Welcome to the team! I’m so excited to have you on board, and I can’t wait to help you reach your fitness goals.  

We’ll be meeting [sessions per week] for personal training sessions. Between our sessions, I’ll send you workout plans and healthy recipes to help you stay on track.  

Here’s what you can expect as a client of mine:  

  • A comprehensive assessment of your current fitness level 
  • A personalized workout plan based on your goals 
  • One-on-one coaching and support during every session 
  • Access to me via email or text for questions or concerns between sessions  

If you have any questions, please don’t hesitate to reach out. I’m looking forward to getting started! 

Best, [Your Name] 

email marketing templates for online personal training

Workout Reminder Email Template 

Life is busy, and it can be easy to forget appointments. Use this email to gently remind your client of their upcoming session. 

Hey [First Name],  

Just wanted to send a quick reminder that we have a personal training session scheduled for [day and time] at [location].  

I’ll be bringing the workout plan and water—all you need to bring is a towel and your A-game!  

If you can’t make it or need to reschedule, please let me know as soon as possible.  

I’ll see you soon!  

Best, [Your Name]  

Post-Workout Email Template 

A great way to keep your clients engaged is by following up with them after each session. Use this email template to check in with your client and see how they’re doing. 

Hey [First Name],  

Excellent job in today’s session! You killed it!  

I want to know how you’re feeling now that we’re done. Please let me know if you’re experiencing any pain or discomfort so that I can adjust your workout plan accordingly.  

I’m also interested in hearing about your energy levels and how you sleep. These are key factors in achieving your fitness goals.  

Finally, please let me know if you have any questions or concerns. I’m here to help you in any way I can.  

I’ll see you next time!  

Best, [Your Name]  

When a Client Misses a Session Email Template 

When your client misses a session, it’s important to reach out and ensure everything is okay. Use this email template if they miss a session without any notice. 

Hey [First Name],  

I noticed that you missed your personal training session yesterday. I hope you’re doing okay!  

If you’re feeling sick or injured, please let me know so we can modify your workout plan accordingly. Otherwise, I’ll see you at our next session!  

Best, [Your Name]  

Client Progress Email Template 

Use this email template to recognize your client’s progress and ensure they recognize their own hard work. This is a helpful way to keep them engaged and show your client some additional personal attention. 

Hey [First Name],  

I wanted to check in with you and update you on your progress.  

You’ve made some amazing progress in the past few weeks, and I’m so proud of you!  

Here are a few highlights:  

– [insert client’s progress] 

– [insert client’s progress] 

– [insert client’s progress] 

Keep up the outstanding work! I know you’ll reach your goals in no time.  

Best, [Your Name]  

Client Cancellation Email Template 

If a client cancels their membership or personal training sessions, it’s important to reach out and show your appreciation for their time. Use this email template if a client cancels their sessions. 

Hey [First Name],  

I’m sorry to hear that you won’t be continuing your personal training sessions with me. Thank you so much for giving me the opportunity to work with you—I’ve really enjoyed it. 

If there is any feedback you would like to provide, I would love to hear it. 

I hope you’ll keep up with your fitness journey and reach all your goals!  

Best, [Your Name] 

Reconnecting with a Previous Lead or Client Template 

If you have a previous lead or client you haven’t heard from in a while, use this email template to reach out and see if they’re still interested in personal training. 

Hey [First Name],  

I hope you’re doing well! I noticed that we haven’t talked in a while, and I wanted to check in with you.  

I know life gets busy, but I wanted to see if you’re still interested in personal training. I have some availability in the next few weeks, and I’d love to work with you again.  

Let me know if you’re available or if there’s a better time for us to chat.  

Best, [Your Name]  

Asking for Client Referrals Template 

Email marketing isn’t just about selling personal training sessions—it’s also about building relationships with your clients. Use this email template to ask your clients for referrals. 

Hey [First Name],  

I hope you’re doing well and enjoying your personal training sessions!  

I was wondering if you had any friends or family members who might be interested in personal training. I’m always looking for new clients and I would really appreciate any referrals you can provide.  

Thanks, [Your Name]  

Special Offers and Promotion Template 

Use this email template to market any special offers or promotions you’re running. 

Hey [First Name],  

I wanted to let you know about a special offer I’m running for personal training sessions. 

For a limited time, I’m offering [insert offer details]. This is a great opportunity to try personal training at a discounted rate!  

If you’re interested, please let me know. I hope to hear from you soon!  

Best, [Your Name]  

personal training welcome email

Why Email Marketing is Important for Personal Training

In the fitness industry, email marketing is a powerful tool for gym owners to grow their personal training business.

By utilizing a client’s first name in gym emails and offering tailored nutrition advice, success stories, or even suggestions for a good pre-workout snack, you can make them feel like such a valued member.

This personalized approach not only helps potential clients envision their health and fitness goals but also encourages them to book their first personal training session.

Moreover, an initial consultation followed by a web inquiry follow-up, a few tips on how to refer friends, and information about the training program can turn previous clients into advocates for your personal training services.

Tips for Communicating with Your Clients 

Communication is the key to building client relationships. Emails are a fantastic way to build rapport and deliver your message in a non-invasive manner. But email only scratches the surface.  

A fully integrated software solution offering a variety of communication tools will help you take your client relationships to the next level. 

My PT Hub offers an instant chat feature to quickly and easily communicate with clients in real-time, a live Activity Feed to keep track of all your clients’ training updates, and much more.  

Start your free 30-day trial today to see how My PT Hub can help you better communicate with your clients!