Sample Client Email Templates

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I get a lot of questions as to how I write emails to my clients on specific topics such as payments due, progress reports, scheduling, referrals, and just “checking in.” I’ll continue to update this S3 Exclusive, so just comment below on what you need!

Hi S3 Members!

personal training business email templatesFeel free to use these exact emails, or change them up a little to write them in your own voice.

One thing to keep in mind is that I always write individual emails to each client because as you know we all have different kinds of relationships with different clients. Some are young, some are old, some are more uptight, some are more friendship-like, etc, etc, etc.

So with that in mind, here we go!

Progress Report Update

(* I always attach the progress report in the email, or give a copy to them in person during their session. Keep in mind some of my clients are athletes, body builders, fitness competitors, or students, and only meet with me every 4-6 weeks for a program.)

[32 year old body builder client – meet every 4 weeks]

Hi Alex,

Your progress report is ready!

You made some incredible progress in just about a month’s time and lost over 12 lbs of body fat while actually adding a little bit of muscle, which is the holy grail of body transformation!

Everything is exactly where I would want to see it. My new recommendation is that if you’re still looking for even more well-defined abs (your body fat got down to 9.4% which means you should see your abs now), I would aim to lose 2-3% more body fat to maintain for the summer.

This equates to about another 3.6-5.5 lbs of weight/body fat loss.

Ultimately, that would take you to what we originally spoke of with a final goal weight of around 184-185 lbs.

At that point you’ll be ready for the Arnold Classic… so definitely send me a before and after photo!

Let’s plan on meeting back up when you reach the 184-185 mark for a new program and to redo your progress report.

Have a great day and congrats on your amazing statistics!

Committed to your success,

Coach Cabral, CSCS, CPT, NS
Voted “2011 Personal Trainer of the Year”
Health Contributor for MTV, Men’s Health, NutritionData, Maxim, Dietcom, Gather, SELF


Progress Report 2

* This is a Follow Up After Giving Client Progress Report in Session

Hi Jill,

I just wanted to check in and congratulate you again on your amazing body transformation results!

In just 12 weeks you were able to lose over 28 lbs, 3.6″ off your waist, 13.2″ overall, and corrected your lower back pain. That took dedication and perseverance and you should be proud of that accomplishment!

Many people want what you just achieved, but aren’t always willing to follow through and push past the obstacles that present themselves along the way…

I’m looking forward to helping you reach all your goals and I’ll see you Thursday for our next session!

Committed to your success,

Coach Cabral, CSCS, CPT, NS
Voted “2011 Personal Trainer of the Year”
Health Contributor for MTV, Men’s Health, NutritionData, Maxim, Dietcom, Gather, SELF


Payment Due (for a Check)

* I use this email with long-standing clients (not first time renewals) that pay by check.

Hi Mike,

I hope you had a great weekend and got to enjoy some of the warm weather outside!

I just wanted to let you know that we will be starting the first session on a new Private Training Package this Wednesday. If you could bring in a check this week at your convenience that would be greatly appreciated.

Thank you and have a great day!

Committed to your success,

Coach Cabral, CSCS, CPT, NS
Voted “2011 Personal Trainer of the Year”
Health Contributor for MTV, Men’s Health, NutritionData, Maxim, Dietcom, Gather, SELF


Filling Open Times

* I have ALL of my CPTs send out an email like this to individual clients the Thursday or Friday before the following week – This is one of SECRETS we use to doing close to 12,000 sessions a month and each CPT doing 135+ sessions a month.

* You can also do this in person (which I do), but some of my CPTs feel more comfortable sending an email. I would also switch up whom you send it to on a weekly basis giving everyone an opportunity every month or so.

* We typically choose the client based on times available that are close to their existing scheduled session times and during the first week of a new program for them, so that we can add ONE extra workout to take on their own.

* This is the ULTIMATE WAY to never have a down week!!! (The exclamation points are to show you how much of a game changer this ONE technique can be for your business)

* Keep in mind this is a SYSTEM and must be practiced every week to make it a habit amongst your team.

* G-A-M-E  C-H-A-N-G-E-R

Hi Wayne,

I hope your week has been going well.

I know we typically train Tuesdays and Thursday, but I wanted to let you know that I had an opening come up just for next week at 8:45am on Friday and thought of you.

I was wondering if you’d like to get in a 3rd session next week to go over a brand new workout you could then take on your own and do at your gym another time a week. This way here you have 3 new workouts each week to keep your metabolism elevated through metabolic resistance training workouts. I think it will help you move one step closer to your goals.

It’s completely up to you, but I thought I would at least offer it to you first. If you could let me know either way that would be much appreciated, so that I can offer the time to someone else if it didn’t work for you.

Have a great day and I’ll see you next week!

Committed to your success,

Coach Cabral, CSCS, CPT, NS
Voted “2011 Personal Trainer of the Year”
Health Contributor for MTV, Men’s Health, NutritionData, Maxim, Dietcom, Gather, SELF

Filling Open Times Notes:

Does the “filling opening times” email template make sense? Also do you understand how to use it?

If not I will create a separate post on it, since it’s so important… I have 8 CPTs that all use this method to add about another 5 sessions a week. That’s another 40 sessions per week.

That equals another 160 sessions per month!!!

That’s about another $14,000-$15,000 in revenue per MONTH!!!

Simple, but oh so powerful…

If we didn’t use this system my CPTs would make less money per month, our clients would be missing out on more assistance, and the studio would have let 15K slip through the cracks…

Everyone’s always looking for the flashy, sexy get rich tips, or the social media tricks, and that’s why they’re always struggling. Don’t fall into that trap – this is how you get wealthy and create consistent income.

Implement this tip tomorrow with you and your team!


* Do you see how simple, friendly, BUT effective these emails can be? And, now that you have the tempaltes you can just copy and paste and make the appropriate edits for your own clients.

* Get to work sending out at least 1 per day!


* More Posts to Come by S3 Member popular request!


Comment on this Content

  • Jason Zawodniak

    Quick question, who do you recommend in regards to domain/business email hosting. We’ve used ProMail and now GoDaddy. Both of their email services have been terrible.

    Thank you!

  • Kris Stokes

    Stephen, I’m not sure which post this would most relate to so I just decided to ask my question here. Is there a software program you use or would recommend for giving clients a copy of their workouts? I give my clients a copy of their workout to have a home for the days I do not see them. I currently use BIO EX software and over the years have uploaded pictures of myself doing the exercises, descriptions, etc. of the exercises I give to my clients. I was just wondering if there was anything better that you’ve found on the market for this type of application.

    • Hi Kris,

      Great question and personally I send a PDF of their current workout program created in excel (as shown on this S3 member’s area). It’s just easier this way…

      However, there is a great program called PumpOne. I remember when they were first starting out 10 years ago.. now they allow you to private label your own workout printouts, etc. We don’t use them, but when I roll out a new online training program I may use them.

      Hope this helps!

  • More personal client email templates are on the way – stay tuned!