As a fitness marketer, you have multiple marketing channels to communicate with prospective and existing members. However, we’re sure you’ll agree that the reach and engagement from email marketing make it one of the most effective channels.
After all, 70% of consumers prefer email for brand communication, and gym members are no exception. A well-crafted email can do wonders—it can reignite the interest of a cold lead, guide a new member through their first few weeks, and even bring back those who’ve been ghosting your classes.
Crafting compelling emails for different stages of the member journey can be a struggle though. But don’t you worry!
We have done the heavy lifting and created a treasure trove of 17 Email Templates that will save you a lot of time and keep your members engaged from the get-go!
These will also ensure you don’t miss any important stage in your members’ journey – right from pre-sales to onboarding to upselling to renewals and referrals. So dig in!
Lead Generation Email Templates
Every new lead is a potential member. But how do you turn interest into commitment? A well-crafted lead generation email can make all the difference. Lead generation emails should do more than just introduce your gym—they should spark excitement and motivate recipients to take the next step. These emails are your chance to showcase what makes your facility unique while creating a sense of urgency with an irresistible offer.
EMAIL 1: Free Trial Offer
Subject: Your first week is on us!
Hey {First name}!
Do you want to kickstart your fitness journey, boost your energy levels, and have fun all at the same time?
We’ve got something special just for you- a 7 Day Free Trial at our Club.
We know that trying out a new gym/club can be intimidating. That’s why we’re offering you the opportunity to try it out free of cost or commitment!
{Insert Gym/Club Name} has everything you need: state-of-the-art facilities, personal trainers, [add some specific amenities about your club here)and so much more.
Come experience all our club has to offer. Call our front desk ta [Front Desk Number) or come in for a free tour! Or simply reply to this email.
Let’s get you started soon!
Best,
{Your name}
{Gym/Club name}
EMAIL 2: Free Class Trial Offer
Subject: Try our Class for FREE!
Hey {Firstname},
We hope you’ve had a fantastic day so far!
Do you want to boost your energy levels, meet new people, and have a ton of fun while working out? Then you need to try out one of our classes! And we’re offering it to you for free.
During the trial class, you will get to experience a class of your choice:
- Class Name 1
- Class Name 2
- Class Name 3
You’ll also have access to all of our facilities.
Our friendly staff will be on hand to guide you through the gym, answer any questions you may have, and provide you with a tour of our facilities.
To book your free trial class, simply reply to this email or call us at {phone number}. We will be happy to help you choose a suitable class and schedule a time that works best for you.
Don’t miss out on this great opportunity to try our gym/club for free!
Best,
{Your name}
{Gym/Club name}
Let's Talk About Your Gym's Future
EMAIL 3: Free Health and Wellness Consultation
Subject: Get a FREE Health and Wellness Consult!
Hi {First name},
A Healthy Lifestyle is not just about working out but also about making the right choices in your diet and daily habits.
That’s why we are offering a free health and wellness consultation to help you kickstart your journey toward a healthier you.
During the consultation, you will get to ask any questions you may have, learn about the latest fitness trends, and get tips on how to improve your diet and daily routine. You will also get a chance to tour our facilities, try out our equipment, and see our classes in action.
To book your free health and wellness consultation, simply reply to this email or call us at {phone number}. We will be happy to schedule a time that works best for you.
Don’t miss out on this fantastic opportunity to jump-start your wellness journey. See you soon!
Best,
{Your name}
{Gym/Club name}
Follow-Up Email Templates
Not every lead converts on the first try, and that’s where follow-up emails shine. These emails are designed to nurture prospects, keep your gym top of mind, and address any potential doubts or objections they might have. Follow-up emails allow you to build trust by providing value—whether through testimonials, success stories, or detailed answers to common concerns. They also remind recipients of any time-sensitive offers, encouraging them to take action sooner rather than later.
EMAIL 4: Web Inquiry follow-up
Subject: Thanks for your interest!
Hi {First name},
I hope you’ve had a fantastic day so far!
Thanks for your recent inquiry. My name is {your name} and I’ll be around to help you evaluate whether {Club/Gym name} is a good fit for you.
Our gym offers state-of-the-art equipment, a wide range of classes, and expert trainers who are dedicated to helping you get your dream results!
I would love to discuss our services in more detail with you and answer any questions you may have. Please let me know if you are available for a phone call or a visit to our facilities. We can schedule a time that works best for you, and we can arrange for a personalized tour to take you through the activities and programs we offer.
I’ll touch base again soon, but in the meantime please feel free to reach out anytime and I’d be happy to chat!
Best,
{Your name}
{Gym/Club name}
EMAIL 5: Tour scheduled follow-up
Subject: Thanks for scheduling a tour!
Hi {First name},
I hope you’re having a fantastic day so far.
I’ve received your request to book a tour and firstly, I want to thank you for your interest.
We are excited to show you our facilities, introduce you to our expert trainers, and answer any questions you may have. Our goal is to help you reach yours, and this tour will let you experience our club/gym’s atmosphere so you can know whether it’s the right fit for you.
Here are some times when you can come in for this tour. {insert time slots here}. {Name + contact} will take you for the tour, so please feel free to reach out to them once you reach our club, or ask anyone at the front desk – they’ll happily guide you.
Please let me know any specific questions you have or any amenities you want to see. We’d love to make sure this tour is personalized for your needs and that you make the most of your visit.
Thanks again for choosing us, and we’re excited to see you soon!
Best,
{Your name}
{Gym/Club name}
EMAIL 6: Trial offer sign-up follow-up
Subject: Congrats on starting your fitness journey with us!
Hi {First name},
Thanks for signing up for your 1-week free trial! We’re excited to get you kickstarted on your fitness journey.
Your free trial pass gives you full access to the gym/club’s facilities and equipment. We’d suggest trying a few different activities during your trial such as {insert specific club amenities here}. We also urge you to talk to some of our expert personal trainers for a free assessment of your current fitness level and a plan on how to reach your fitness goals.
Our friendly staff will be happy to help you with anything you need during your time at our club/gym. Please reach out to us to set a date for your first day! We’ll be happy to answer any questions.
Here are some timings when you can come in for this tour. {insert time slots here}.
Hope to see you become our valued member!
Best,
{Your name}
{Gym/Club name}
EMAIL 7: Trial offer completion follow-up
Subject: Your free membership trial is coming to an end!
Hi {First name}.
Hope you’ve had a fantastic week so far!
I am writing to remind you that your free trial membership at our gym is coming to an end. We hope your experience has been awesome so far.
We would love to invite you to join our community as a full-time member.
As a member, you will have access to a range of benefits and services, including:
- Unlimited access to all our facilities, including the gym, swimming pool, sauna, and steam room {edit based on facilities at your club}
- Access to our group fitness classes, such as yoga, Pilates, and Zumba {edit based on facilities at your club}
- Personal training services and nutritional advice from our qualified trainers.
- A supportive community of like-minded individuals who share your fitness goals.
Our membership packages are affordable and flexible, so you can choose the one that suits your needs and budget. We also offer a range of payment options, including monthly, quarterly, and annual memberships.
We’re also running a special offer for new sign-ups at {club name}. {Add offer here to incentivize prospects to join}.
Are you free to chat on the phone or at the club today? I’d love to help you get started on your membership!
Excited to see you at our gym/club soon!
Best,
{Your name}
{Gym/Club name}
Onboarding Email Templates
How do you welcome new members? Do you make them aware of the amenities you offer? Do they know their calendar for the first month? Remember: The first 4-6 weeks are crucial in building relationships with your members. A well-planned onboarding campaign ensures they’re engaged from the get-go. You can introduce your trainers, let new members know about the amenities and classes you offer, etc.
EMAIL 8: Welcome email – Warm Welcome
Subject: Welcome Aboard {member first name}!
Hi {First name},
I hope this email finds you in good health and high spirits. On behalf of our entire team, I would like to extend a warm and friendly welcome to you as our newest member at {Gym/Club Name}!
We are thrilled to have you join our community of fitness enthusiasts and we are committed to supporting you in achieving your fitness and wellness goals. Whether you are a gym pro or just starting, our gym/club has something for all.
As a new member, you are entitled to a complimentary orientation session with one of our expert trainers. During this session, you will receive a tour of the gym, a detailed explanation of our equipment and facilities, and guidance on creating a workout plan that will help you reach your personal goals.
We’re so happy that you’re choosing us for your fitness journey. We will be sending you more info soon on our classes, events, and trainers so you have a smooth transition into our gym/club. If you have any questions, please don’t hesitate to reach out to us.
Once again, welcome to {Gym/Club Name}. Excited to see you!
Best,
{Your name}
{Gym/Club name}
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EMAIL 9: Welcome email – Offers and events happening
Subject: Here’s what’s happening at {Club/Gym Name}!
Hi {First name},
We hope your first week has been fantastic at our club!
Here are some exciting events and challenges we have coming up. We’d urge you to join at least one – our members have made such good progress and had so much fun at these events!
Here’s what one of our members [member name] had to say: {INSERT TESTIMONIAL}
This is our upcoming calendar for events and challenges: {INSERT CALENDAR}
Sign up for these events through your app or the front desk! Feel free to reach out anytime for any queries you may have – we’ll guide you through it all.
Best,
{Your name}
{Gym/Club name}
Thank you Email Templates
Whether a member signs up for a new class, takes up a promotional offer, upgrades to a higher plan, or even purchases a product from your online store, you can easily set up an automated email using a health club software with an integrated Marketing Campaigns module.
Remember, your thank you emails should give members the same warm and fuzzy feeling they get from your welcome emails, reassuring them they’ve made the right purchase.
EMAIL 10: Thank you email – Class sign up
Subject: Thanks for signing up for {Class name}!
Hi {First name},
Thanks for signing up for Hatha Yoga at {Gym/Club Name}. Your class is confirmed for :
Date :
Time:
Carry a yoga mat and your choice of drink. You can also rent a yoga mat at the club.
{Insert a small description of the class}
Our Hatha Yoga class is a great way for beginners to start their yoga practice. It’s fantastic for reducing stress and increasing your overall sense of well-being. The class will focus on a series of asanas(yoga postures) that are designed to stretch and strengthen your muscles, improve your flexibility, and promote overall physical well-being.
Our instructors will help guide you through every posture and focus on breathwork! Check out our yoga instructor bios here: {insert link for App or Website}
We also have a very active member community of yoga lovers. Join this group to learn from your fellow members and make friends for life: {insert link for Group on App}.
We look forward to seeing you there!
Best,
{Your name}
{Gym/Club name}
Reminder Email Templates
How often have you signed up for something, but got so busy that you totally forgot about it? Your members are no different. They are constantly juggling work, family, and other activities. Whenever they are approaching an important date – whether it’s a new class/event they signed up for at your club or the end of their subscription, send them a reminder email with the date, time, and other relevant details.
EMAIL 11: Membership renewal
Subject: Your membership is ending soon!
Hi {First name},
This is a reminder that your membership is about to expire in {number of days}!
We have loved having you as part of our gym community, and we hope that our gym/club has lived up to your expectations.
If you renew your membership today, we’ll give you {x} % off on your membership package! Consider it a gift for being a valued member of our community.
You can also reach out to us about upgrading your membership package. Become an elite member and get the first month of your membership free!
Are you free to chat on the phone or at the club today?
Best,
{Your name}
{Gym/Club name}
EMAIL 12: Cart Reminder
Subject: Still thinking it over?
Hi {First name},
Just wanted to let you know that you forgot this in your cart!:
{Insert item/service name}
{Insert image or product listing of the item/service}
{Insert ‘Checkout Now’ CTA button}
{Optional}: While you’re thinking it over, here’s a 10%coupon from us to sweeten the deal.
If you’re facing any technical issues or simply want to know more about {name of product/service}, please reach out to us! We’ll guide you through it.
Best,
{Your name}
{Gym/Club name}
Feedback Email Templates
How satisfied are members with your services? What areas do they like in particular? What areas would they like to see improved? How would they rate your staff? Your classes?
Feedback emails are a powerful and relatively cost-effective way to assess member satisfaction and keep up with their expectations. These emails not only help you improve your services, but also make members feel that you care about their opinions and you want to improve their experience. That’s not all – You can also use the customer feedback you get from these emails as social proof to attract new members!
EMAIL 13: Feedback request
Subject: What did you think of {Service Name}?
Hi {First name},
Congrats on completing your first class/first training session at our club/gym! This is a great milestone in your fitness journey with us!
We are always looking for ways to improve our services and provide the best possible experience for our members.
To that end, I wanted to reach out and request your feedback. Please help us fill out this survey, which will take you no longer than 2 minutes. {Insert survey link}
Your feedback will help us understand what we are doing well and where we need to focus on improving. We appreciate your input and hope to hear from you soon!
Best,
{Your name}
{Gym/Club name}
Referral Email Templates
If your members are happy with your services, they’ll be happy to refer their friends/family. While some may do it without being asked, others may need a slight nudge. Referral emails do exactly that. They are meant to communicate the benefits of referring people to your club, for both your members and the people they refer. This can be in the form of discounts, free classes, or reward points. This way you can turn members into brand evangelists and attract new customers.
Email 14: Member referral offer
Subject: Refer Your Friend and Get a Free {OFFER}
Hi {First name},
Congrats on hitting your latest fitness goal – you’re doing amazing!
Because you’re such a valued member, we’d like to show you how much we appreciate you.
From {DATE} until {DATE}, you can get {OFFER} by simply referring your friends and family. All you have to do is encourage a friend to sign up at our gym/club and use the promo code {CODE}.
This way, you get a gym buddy and a freebie. That’s what we call a win-win.
Thanks again for being part of the {Club/Gym Name} family!
Best,
{Your name}
{Gym/Club name}
Promotional Email Templates
How do you provide members more value than what they originally signed up for? One way to do it is by sending them email campaigns with personalized offers based on their interests and activities at your club. Send members promotional offers to give them incentives to join. You can also upsell memberships through these campaigns.
EMAIL 15: Upsell Membership
Subject: Join our Premium Membership For {OFFER}!
Hi {First name},
We hope you’ve been enjoying your workouts at our gym!
Because you’re such a valued member, we’d like to show you how much we appreciate you- with an exclusive discount on our Premium Membership!
Our Premium Membership offers a range of extra benefits that are designed to help you achieve your fitness goals faster and more efficiently. With this membership, you will get:
– {Insert 4-6 benefits of the Premium Membership in bullet points}
If you upgrade your membership to Premium today, you will receive a {X%} discount on your first month’s payment.
Our Premium Membership will take your fitness journey to the next level! Don’t miss this chance to take advantage of this special offer and upgrade your membership today.
Feel free to reach out anytime for any queries you may have – we’ll guide you through it all.
Thanks again for being part of the {Club/Gym Name} family!
Best,
{Your name}
{Gym/Club name}
Re-Engagement Email Templates
As a fitness business, you’re always going to have members who aren’t as engaged as you’d like them to be. They don’t show up, book any classes, or make any purchases. These are worrying signs for any club because an unengaged member is far less likely to renew their membership.
You can send them a re-engagement email campaign. We’re not talking of one of those boring ‘We miss you’ kind of emails. You need to give inactive members a strong incentive to come back. This could be anything from discounts on certain classes they might be interested in, free personal training sessions, 3 months free upon renewal, attractive rewards if they achieve their fitness goals, etc.
EMAIL 16: Re-engagement email
Subject: Get back on track!
Hey {First name},
We’ve missed seeing you at our gym/club for a bit!
We get it. Keeping the motivation and energy up to work out consistently can be a pain, especially with our busy schedules.
But sometimes all you need is a bit of support to help you get back on track.
This is why we’re offering you a FREE Personal Training Session with an instructor of your choice! Check out their bios here :
{Insert trainer bios here}.
This session will include a fitness consultation and the creation of a workout plan to fit your current needs.
Our trainers and friendly staff are here to help you achieve your fitness goals and be your best self. Just reply to this email to redeem this offer!
We sincerely hope to see you soon!
Best,
{Your name}
{Gym/Club name}
Win-back Email Templates
EMAIL 17: Lost member win-back email
Subject: Is it something we did?
Hi {First name},
It’s been a while since we’ve seen you at our gym, and we miss you! We understand that life gets busy, and sometimes it can be hard to prioritize your health and fitness goals. But we want you to know that we are here to support you every step of the way.
We’ve got some really exciting stuff happening at the gym this month!
{Include a list of events, new challenges, any new classes you’ve launched, new workout plans, new amenities, and new equipment}
To help you get back on track, we’re giving you a special offer! {Include any specific promotions or discounts that you are offering}.
This limited-time offer is only available for {add time period here}!
You’re not in this alone – we’re here every step of the way! We sincerely hope to see you soon!
Best,
{Your name}
{Gym/Club name}
Read More: Fitness Trends 2025
We have more templates in store for you
Email has proven that it is one of the most reliable and effective retention channels. Make sure you leverage it properly to engage and retain members at your Health Club or Gym.
At SHC, we’re confident that these email templates will be a useful resource for improving your marketing campaigns and strengthening relationships with your members.
But we have many more email templates PLUS templates for push notifications that you can access right now for free! Simply use the link below to download:
