15+ Helpful Email Templates for Personal Trainers [2023]

Updated: January 19th, 2023

The fitness world is currently a multi-million dollar industry that keeps growing day by day. One of the jobs that you can get in the fitness industry is a personal trainer.

Trying to find your first client as a personal trainer that you can help build muscle or lose weight? You’ve come to the right place. Let me introduce you to compelling email templates that you can immediately use.

Here are 15+ free personal trainer templates to use in 2022 that will save you time and help you with your email marketing efforts.

Preparation Inquiry Email Template

title=Are You Prepared For Your First Workout Day? Hi [client’s first name]

We’re excited for your first personal training session with [trainer’s name] and we hope you are too.

If you’re not already a member of [name of gym], we’d like to take this opportunity to welcome you to the family. If you are a member, we’d like to express how happy we are that you’re taking your fitness seriously by signing up with one of our incredible trainers.

Regardless of your fitness level, here’s a few tips to get you ready for your personal training sessions:

  1. Get those 8 hours of sleep so you can come to your session rested and ready for action! (Trust us, working out on poor sleep really sucks)
  2. Hydrate, hydrate, hydrate. Before and after your workout. We can’t stress enough the importance of hydration
  3. Have a good pre-workout snack. If you’ve got a morning session planned, keep it light yet meaningful. It shouldn't be your largest meal of the day.
  4. Don't be shy—your trainer is there to help you. Talk to them about your fitness goals and how you're feeling before/during/after your session. They can give you tips on nutrition, or help you modify a workout if it's too difficult or you have no energy.

If you need to change or cancel a session, you can do so by visiting [website URL] or get in touch with us directly at [xxx-xxx-xxxx] or [email address].

We hope you’re as excited as we are for your first session!




First Day Client Feedback Email Template

title=How's your first-day experience? Hey [client’s first name]

We just wanted to check in and see how your first session with [name of personal trainer/class] went? Did you have a good workout or has your spirit been crushed?

In all seriousness, we hope you’re feeling good and ready for more. We’d also love to hear your feedback and how we can help you reach your health and fitness goals.

Now hydrate, stretch it out, and rest up. We’ll see you bright and early!



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-> Retail pharmacy tips

Follow-Up On A Missing Client Email Template

title=Hi, have you seen [name of client]? Hey, we are looking for [name of client] as it is been a very long time since our last interaction and we have not seen or heard from her since.

We really want to help her in achieving her fitness goals and guide her through the journey towards becoming fit.

Jokes apart, we really looked forward to seeing you with us but it is okay- we are always here to welcome you, no matter how long you make us wait. Just don’t make your fitness goals and health wait. Sign-up today and become a part of our family.

If there are any doubts or questions, please feel free to contact us and visit us. We got you!

Hoping to hear from you soon.




Client Assistance Email Template

title=Need some tips? Hey [Name],

Thanks so much for registering, I’m [Name] the head spin instructor over here. If you need anything at all whether it’s fitness tips, nutrition advice or if you want to suggest improvements to the way we do things over here, I’m your gal.

If you’re not much of an email person, feel free to hit me up on Facebook or Instagram.

See you in the studio soon!



Post-Workout Email Template

title=How's your workout? Hi [NAME]

Great work in [CLASS] – you crushed it!

We would love to hear your feedback and how we can help you hit your fitness goals.

Keep up the amazing work!



Workout Reminder Email Template

title=You Have a Scheduled Workout For Tomorrow Hey [FIRST NAME]

Don’t forget your [CLASS] on [DATE] at [TIME].

We can’t wait to see you there!

If you need to cancel, simply click [LINK].



Email Template For A Client Who Misses a Session

title=We Missed Your Presence Hey [client’s first name],

We missed you at the gym today, especially [trainer’s name]. He/she was lonely, sitting by the weight rack, dreaming of helping you get one step closer towards your goals.

In all seriousness, we hope everything is alright. We understand that fitness is mental as well as physical, so if you’re just having a bad day, that’s ok. We’ve been there too, and we’re here if you need us. Remember, you can reach us at [website URL], call us at [xxx-xxx-xxxx], or email us at [email] in the event that you need to cancel or reschedule a session.

We hope to see you bright-eyed and bushy-tailed at your next session! In the meantime, let us know if there’s anything we can do to help. We're here for you.



Winning a Client Back Email Template

title=We Want You Back Hey [client’s first name],

It’s been a long time. Too long, if you ask us! We miss seeing you around the gym and [personal trainer’s name] just isn’t the same without you. We hope that you’re doing well and living your best life. But wherever you are in this great big world, we want you back!

We understand how easy it is to fall out of a fitness routine and how hard it is to get back into one! But a body in motion stays in motion, and we’re here to help you get your routine back. So don’t be a stranger, and reactivate your account with us on our website [website URL], or call us at [xxx-xxx-xxxx]. Or, at the risk of sounding too needy, email us at [email address].

We look forward to seeing you around the gym.




Free Gift For Your Client Email Template

title=A Token of Appreciation Hey [Name],

Thanks so much for registering with us, I look forward to putting a face to the name in our studio soon!

To say thank you for joining the family, and as part of our plastic-free initiative, I’d love to send you one of our water bottles completely free of charge.

What address shall I send it to?



Client Referral Email Template

title=Bring Friends and Get Rewarded Hey [Name],

Thanks so much for registering, I’m [Name] the head spin instructor over here. I appreciate that trying out a new studio for the first time by yourself can be a bit of a daunting process.

So for your first session, I’m sending over a golden ticket your way which means you can bring along a friend for free!


Workouts are always more fun with friends.

See you in the studio soon!



Follow Up Email Template For Special Offers and Promotions

title=A Special Offer You Should Not Miss! Hi [NAME]

We’re thrilled that you signed up for [CLASS].

Did you know that we offer a range of products to make your fitness experience even better? Visit [WEBSITE LINK] to browse our products today.

Keep up the amazing work!



Missed Client's Call Email Template

title=We did not mean to miss your call Hey [client’s first name],

Sorry, we missed your call, we couldn’t hear the phone ring over all of our clients screaming about accomplishing their goals.

We try to make ourselves as available as possible, but sometimes we’re stretched a little thin.

In addition to this email, you probably have missed calls from us. That’s how much we care! We’ll keep trying to get in touch with you. In the meantime, you can try calling us again at [xxx-xxx-xxxx], emailing us back at [email address], or visiting our website at [website URL].

We won’t rest until we’ve gotten a hold of you.




Getting To Know Your Client Email Template

title=What's your workout goals? Hey [Name],

Thanks so much for registering.

I was just getting in touch to find out a bit more about you and your fitness goals. The more we know about our class members, the better workouts me and my team can deliver.

So what are the reasons that you decided to join us and what can we help you with?

Speak soon, [Name]


Workout Session Discount Invitation Email Template

title=A Discount You Should Not Miss! Hey [Name],

Thanks for registering!

As a special welcome gift I’d love to offer you 50% off your first class. [BOOK YOUR CLASS HERE]

This welcome offer expires in 24hrs so hurry!

See you in the studio soon!

[Name] Headspin instructor


Workout Streaming Invitation Email Template

title=We'll Be Having Our Workout Stream! Hey [FIRST NAME]

It’s [NAME] from [GYM NAME] – [INSTRUCTOR NAME] will be hosting a one-off stream on [DATE].

You do not want to miss this!

Click here [LINK] to book your spot.

See you there,



Appreciation Email Template For New Members

title=Welcome Message For New Members Hey [[ New Member Name ]],

Welcome to the [[ Business Name ]] family!

Thanks for joining us – we’re very excited to have you on board.

You can get started by booking your induction training session [[ Link ]]. You can find our class timetable, opening times, and any updates on our [[ Website Link ]].

If you have any questions, please don’t hesitate to ask. You can simply give us a call on [[ Number ]] or reply to this email.

We can’t wait to see what you’re going to achieve!

[[ Name ]]


25 Personal Trainers Email Subject Lines You Can Use

Here's a list of 25 popular email subject lines you can use for your personal training career.

  • The 14 BEST ab exercises (I dare you to try)
  • Looking for a personal trainer?
  • Let's get together and workout!
  • Are probiotics actually good for you?
  • One of my favorite 5-minute meals
  • 2 NEW recipes for the ultimate 6-pack abs
  • Do this. Burn 983% more fat (seriously)
  • 2-Minute Morning “Miracle” Routine?
  • The CHEAPEST “diet” on the planet (do this once a week)
  • The at-home secret fix for optimal health
  • SCARY facts about the foods you’re eating (new research)
  • Gym not your thing? Local trainer will come to you.
  • Do you want to make the biggest impact on your diet this weekend?
  • Why you can't learn on your own
  • You're not happy about your body, now what?
  • Need fitness advice?
  • Where's Your Gym Bag?
  • You're Doing It Wrong...
  • So you want to be a personal trainer?
  • The new workout for today's on-the-go clients
  • We Have a Fitness Problem...
  • Our bootcamp is the most intense. Are you ready?
  • How to get ready for the gym in few minutes
  • Results You Can See in a Week From $17 per Class
  • Want to save time and get results in the gym?


Below we detail the most common questions as it relates to personal trainer and fitness for your next email campaign.

How to satisfy your clients as a personal trainer?

  • Always be on time
  • Address the issues of your clients
  • Be polite and friendly but still professional

How to get more clients?

  • Sell your services on social media sites and community site
  • Do your best on your job and your clients will refer you
  • Utilize the word of mouth by advertising your services to your friends and relatives

How to become a more efficient personal trainer?

  • Strive to learn more about your job
  • Love your job and do it passionately
  • Treat your clients with utmost care


As a personal trainer or gym owner, you can actually win the hearts of your clients and even acquire more clients by emailing them. However, it could be really time-consuming to make them all by yourself. So it would be great if you will just use the email templates that we have suggested for you. This will make things easier and better for you as it will help your career or business in the long run.

Pat Walls,  Founder of Starter Story
Want to find more ideas that make money?

Hey! 👋 I'm Pat Walls, the founder of Starter Story.

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meet the author
Ankita Ghosh

I'm Ankita Ghosh and I am working with Starter Story as a content creator for more than a year. I write content around various business-related topics with the goal of helping small businesses launch and grow.

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