Done-For-You New Client Email Templates

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S3 Members Private Content

 

You asked for it and now you’ve got it! You now have full and exclusive access to my highest converting email templates for scheduling new lead consultations, follow-ups, welcome emails, “tire-kickers,” pricing requests, hagglers, and more! These are literally the same proven emails I copy, paste, and personalize every day in my business and now they’re yours as part of your Smart Studio Systems Membership! This was going to be a whole separate product for sale since without the proper email formats and wording you could see a 50%+ swing one way or the other depending on what and how you’re saying it… but I’ve decided to just include everything with your S3 Area-Exclusive License!

You will be the only one in town cutting, pasting, and personalizing these emails to current and prospective clients.

I’m not going to get too wordy on the value of using these since it’s taken me 8 years of trial and error and consistently testing to come out with CLEAR CUT WINNERS.

Believe me when I tell you that I test hundreds of things in my business, but you will ONLY ever see the ones that not only work, but are unbelievable at converting new clients and creating current client renewals. The reason I say that is because a lot of the items I’ve tested over the past 12 years have worked, but that doesn’t mean I think you should invest in them. I only want to give you the absolute winners because after all you only have so much time and money to implement marketing, advertising, branding, and systems in your business.

So without further adieu here’s how to use each email template.

1. I will put in bold type WHAT the email is to be used for

2. The email will end with the next bolded headline, or notes on when I use it. it will says “NOTE,” which denotes that you should NOT copy that part to send to your clients (I feel I have to write this based on previous experiences ; )

3. I will not write in my signature, but this is how I write it at the end of each email:

I look forward to seeing you in the studio soon!

Coach Cabral, CSCS, CPT, NS
Founder of Stephen Cabral Studio
Health contributor for MTV, Men’s Health, MAXIM, Women’s Day, SELF, Gather
http://StephenCabralStudio.com

Business Name
Address Line #1
City, State, Zip
email
phone

4. I will use a red font for the writing that you should change – although you can customize as much of it as you would like.

5. Begin to notice how I word all of my emails and marketing pieces. If you’re looking for it you’ll probably catch how I use “exclusivity” and making them feel like they are “applying” rather than us automatically accepting their money and them as a client… this works amazingly well when done RIGHT.

6. That’s it and like all S3 Material please keep these emails private and for your area-exclusive use only!

* Lastly, and maybe most importantly it is crucial to understand that we now live in a world of texting and abbreviated sentences. Therefore, when you write and email in a professional manner (as shown below), people respect that and instantly understand the professionalism of your program- especially is they have contacted multiple personal trainers that may not have written them such a professional response.

 

1st Email to New Lead/Prospect:

Hi Kevin,

Thank you for the email and interest in Stephen Cabral Studio and
our Personal Trainer Boston award winning personal training programs.

We’d be happy to speak with you more about your muscle building/definition
goals and how we’ve been successful helping our clients transform their
bodies through our exclusive body transformation programs!

Since we opened we have quickly gained a reputation for helping our clients
get in amazing shape through our exclusive body transformation programs.
It all starts with an initial consultation where we really focus on what you are
looking to achieve and then write a custom program based on your exact
needs.

All of our personal training packages are all inclusive. They incorporate
full nutritional programs, meal plans, weekly check-ins, monthly progress
reports, off-day workouts, fat loss intervals and lifestyle support tips.

Our state-of-the-art studio is limited to only 3-4 client training sessions
at a time so that there is never any waiting for equipment or finding room
to move.

The first step to becoming a client of Stephen Cabral Studio is to come in
for your complimentary fitness consultation. This a 45-60 minute meeting
with one of our nationally certified fitness professionals where you will
discuss goal setting to postural alignment to program design. This meeting
allows us to see if you are truly interested in achieving great results and
to have a better idea of what type of program will best meet your needs. It
is also a good time for you to take a look around the studio and get to meet
at least one of our fitness professionals.

After seeing your email I’d like to set you up with Mark Anderson, NASM-CPT,
whom I believe would be great for you to meet with.

He is available this week at the times listed below:

Wednesday: 4:30pm, 5:15pm, 7:45pm

Friday: 2:30pm, 4:30pm

Saturday: 10:00am, 12:00pm

Please let me know what day and time will work and I will reserve that 45-minute
time slot for you. If none of them work we can look to see if there may be an
opening next week that may work for you.
I look forward to seeing you in the studio and please feel free to email or
call me with any questions!

– INSERT SIGNATURE
Success Story:
“I have made more progress with Steve and his team than I have on my own or
with other trainers in the last 10 years. I have lost over 12 lbs, 3 inches off my
waist, and decreased my body fat. Steve and his team are fun to work with and
at the same time very motivational.”

Mark Anxil

 

2nd Email to New Lead/Prospect:

(Use this email on 3rd day after 1st email and phone call on 2nd day)

 

Hi XXXXXX,

I don’t believe we’ve heard back from you and I just wanted to follow up and make sure you were able to set up a time with one of my team members at Stephen Cabral Studio for your complimentary SCS Fitness Assessment.

I also wanted to see if I could answer any other questions for you on our award winning private training programs.

If you haven’t been able to connect with one of our fitness professionals, we’d be happy to speak with you more about proper exercise, nutrition, lifestyle, and goal setting in order to reach your goals. We can also find a time to take you through our full SCS assessment protocols and provide you with our feedback and professional recommendations on how to improve your core strength, flexibility, and postural alignment, in addition to your set goals.

Let me know if you have any other questions and feel free to let me know some days and time frames that will work well for you or if I can reserve one of the times below:

Wednesday: 4:30pm, 5:15pm, 7:45pm

Friday: 2:30pm, 4:30pm

Saturday: 10:00am, 12:00pm

Have a great day and we look forward to welcoming you into the Stephen Cabral Studio community soon!

– YOUR SIGN OFF

 

Confirmation Email for Confirmed Consultation

Hi Monica,

I’m glad that time works for you this coming Wednesday at Stephen Cabral Studio.

The complimentary fitness consultation will last between 45-60 minutes and will cover baseline health and workout history, your health & fitness goals, fitness assessments, and your nutrition. This session will also include some actual exercises for you to complete, as well as certain postural analysis movements, but overall it won’t be that intense for the 1st session.

I will have Chris Carreiro, one of our top NASM fitness professionals, reserve 1:30pm this coming Wednesday to meet with you.

Have a great day and let me know if you have any other questions!

– INSERT SIGNATURE

 

NOTE: Be sure to see how I phrased it to show that we are “reserving” a time for them. This should help with “no shows”  and also to show off your professionalism in the way that you write the email. Lastly, I also tell them again what they should be looking forward to during this consultation – this again builds excitement and portrays the professionalism of your program.

 

Follow Up Email to Lead that Does NOT Show Up To Scheduled Consultation

Hi Kara,

I just wanted to follow up with you.

I know you were scheduled to meet with Phil Cimino, ACSM-CPT, last Saturday and weren’t able to make that session. I wanted to see if you had any additional questions or comments about our professional private training programs or the studio that I could answer personally.

As the #1 body transformation studio in Boston we’re here to help you in anyway we can, so just let us know if there’s anything else you need on our part. Also, just let us know if there is an afternoon or evening time that would work for you this week so that we can reserve a time for your complimentary SCS Fitness Consultation.

Have a great day and we look forward to welcoming you into the Stephen Cabral Studio community soon!

– INSERT SIGNATURE

 

NOTE: This should rarely need to be used. We call to confirm each session the day before (the CPT does) their consultation. If they aren’t there we leave a message confirming the time.

 

Last Email to Lead

(Use this on the 5th day after using the previous 2 emails and calling on alternate days)

Hi XXXXXX,

I don’t believe I’ve heard back from you and I just wanted to follow up and make sure you were able to set up a time with one of my team members at Stephen Cabral Studio for your complimentary SCS Fitness Assessment.

I also wanted to see if I could answer any other questions for you on our award winning private training programs.

If you haven’t been able to connect with one of our fitness professionals, we’d be happy to speak with you more about proper exercise, nutrition, lifestyle, and goal setting in order to reach your goals. We can also find a time to take you through our full SCS assessment protocols and provide you with our feedback and professional recommendations on how to improve your core strength, flexibility, and postural alignment, in addition to your set goals.

Let me know if you have any other questions and feel free to let me know some days and time frames that will work well for you to come in for your initial session.

Have a great day and we look forward to welcoming you into the Stephen Cabral Studio community soon!

– INSERT SIGNATURE

 

NOTE: We send this email to a lead after we have already followed our system of emailing, calling, emailing, calling – this is the email we send on the 5th day. If you have no idea what I’m talking about please see the S3 post on this ; )

 

Pricing Request Email

Hi Cat,

Thank you for the email and interest in our award winning personal training programs!

Our exclusive 12 week professional personal training programs include everything that you will need to reach your goals and we do not charge for add-on services or monthly membership fees.

Our Exclusive SCS Training Program includes:

  • CustomizedNutrition Plan
  • Fat Burning Intervals
  • Off-day Workouts
  • Sample Meal Plans
  • Accountability Check Ins
  • Progress Reports
  • Unlimited Phone and Email Support
  • Proper Form, Safety, and Intensity
  • Individualized Body Transformation Training Routines

Here is how the monthly breakdown would look like for a 12 week private training package:

1x/week training = $356/mo
2x/week training = $712/mo
3x/week training = $1,068/mo

You can find additional details and our client success stories at http://www.StephenCabralStudio.com

Stephen Cabral Studio is located at XXXX Address in the South End right across the street from the Cyclorama and on the same block as B&G Oyster. There is metered parking from 5:00am to 5:00pm every day. There is also a parking garage located at 505 Tremont under Atelier 505.

If you’d like you can let me know what days and times will work best for you and we can set you up with you complimentary SCS fitness consultation to give you more details about the program and about how we can customize a program to meet your needs and goals.

We look forward to speaking with you soon!

– INSERT SIGNATURE

 

NOTE: A lot of people don’t believe in sharing their prices online or when someone calls. They prefer to have them come in first. Our philosophy is that we NEVER waste our time on anyone that can’t afford our services. It doesn’t mean we don’t want to help them, but if they can’t afford our session price why get their hopes up and then have them haggle over price. Instead, we refer them to our online training which is less expensive. However, this rarely happens since we pride ourselves on having a price that meets most everyone’s needs (ie. Our 30-minute sessions were added as a more affordable option).

 

Client Did Not Sign Up at Comp:

(Send this the day after a client did not sign up for a personal training package at their comp session)

Hi XXXXX,

I just wanted to follow up with you.

I know you met with XXXX CPT yesterday and I wanted to see if you had any additional questions or comments about our professional training programs or the studio that I could answer personally.

As the #1 body transformation studio in Boston we’re here to help you in anyway we can, so just let us know if there’s anything else you need on our part. If you didnt feel XXX CPT was the right fit for you, I’d be happy to set up another complimentary consultation/meeting with another one of our National Academy of Sports Medicine certified fitness professionals

Likewise, if there’s another time you’re looking for that would work better with your schedule we will do our best to accommodate you. As I said, if you have nay questions, don’t hesitate to email or call me personally.
Have a great day and we look forward to welcoming you into the Stephen Cabral Studio community soon!

– SIGN OFF

 

Turn Away New Personal Clients

Hi XXXXX,

Thank you for the email and interest in our award winning private training programs.

Currently, I personally only have one session time available on Tuesdays at 11:15am. However, I have personally hired and trained the top fitness professionals in Boston and I highly recommend them as a strong alternative to working with me. You will still be using my custom nutrition program and body transformation program designs, but they have the expertise to customize it for you (After meeting with you and listening to your goals, etc).

Plus, I am always available by phone and email to personally answer any questions you may have as you’re progressing through your individualized program.

I’m also happy to speak with you more about our programs or set you up with a complimentary SCS Fitness Consultation to answer all your questions, go through our full assessment protocol, and have you see our studio. If you just email me back with some good days and time frames I will be sure to get back to you and reserve an initial consultation time that works well for you.

Have a great day and I look forward to seeing you in the studio soon!

 

– INSERT SIGNATURE

 

NOTE: I have not been able to take on any new clients in many years, so this is the email template I send out to those leads specifically wanting to train with me. I do also follow up with them and let them know I am always available by email to answers any questions as they begin their training with us at the studio – this seems to smooth over the transition and it works out great, since they do see me in the studio and I get to check in with them.

 

 

**** More Email Templates to Come!*****

 

 

 

Comments

Comment on this Content

  • Robert DeLeon

    Do you happen to have a template for a potential client that you met outside of business hours? For example, I met someone while golfing and as he was leaving he gave me his business card and mentioned possibly training (this was while we were parting ways so I wasn’t able to expand more on it). Or would you just use the New Lead/Prospect template above?

    Thank you,
    Robert

    • Hi Robert,

      Welcome aboard and great question!

      Keep it simple and just send him the new client lead template with one extra line in the beginning letting him know it’s personalized for him. Just mention something about it was great meeting him golfing the other day and you hope he found some of those water balls ; )

  • Jonas Deffes

    Which is your most converting package?
    1x/week training = $356/mo
    2x/week training = $712/mo
    3x/week training = $1,068/mo

    thanks jonas

    • Hi Jonas,

      Good question and we sell about 50% of our packages at 2x a week with an equal amount of 1x and 3x a week.

      A fraction of our packages are sold as 2-3 sessions only for someone to get set up with our nutrition and exercise program and then take it on their own. Those are sold at $100 per session (anything under 12 sessions sold).

      We do also sell some 4-5x a week packages, but those account for only a handful of total clients. We actually don’t prefer selling those unless the client is training at an off-peak time since if we lose that client we have huge holes in a CPT’s schedule…

      Hope this helps!

  • I hope you enjoy these new email templates as part of your Smart Studio Systems Membership License and feel free to let me know if there are additional email templates that you’d like to see!