10 best email coaching templates (Copy & use)

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As a coach, loyal and happy clients are one of the greatest factors that keep you in business. But the market is constantly growing, which then translates into more competition. That means you need more effort to gain or retain your clients now than before. 

To stand out, one of the most crucial things you must always pay attention to is how you communicate. Constant and effective communication in this field proves that you care, especially if you have not built a name for yourself in your coaching niche.

However, constant communication can get expensive very quickly, which is where email communication comes in. Emails are one of the most affordable and efficient communication channels, sometimes costing nothing or as little as $9-$25 per month–if you use an email service provider. 

But what type of coaching email do you send when? And how do you know your email is appropriate? We’ve got you covered. This article covers 10 key coaching emails you can send with free editable email templates. Let’s dive right in!

Related: What is email coaching?

1. Confirmation email

A confirmation email is sent right after a potential client has booked a coaching session with you. Its primary purpose is to ensure clients are aware of upcoming sessions. 

The email also helps professional coaches to confirm client details and provide reassurance. This is useful to reduce confusion amongst clients and prevent missed appointments.

When writing your confirmation email, start by expressing gratitude and excitement about working with the client. Then, provide essential details like the coach’s name, date, time, and location (if applicable) of the coaching session.

Next, set the expectations and goals for the coaching process. It’s also important that you highlight the key benefits your coaching clients stand to gain by working with you. However, avoid divulging too much information, either about yourself or coaching techniques. Try to keep your email content concise. 

Here is a great coaching email template to confirm a coaching appointment:

Email subject line: It’s a date! We can’t wait to work with you.

Email body:

Hi [Client’s Name],

Welcome to our coaching community; we are thrilled to embark on this transformative fitness journey together. Your coaching sessions with [name of coach] will start on [date and day] at [time], and we look forward to meeting you at [location].

Thank you for choosing us to guide and support you through your [client’s desired service] journey. Congratulations on taking the first big step, and welcome to the growing family of [Number of Clients] satisfied clients!

[Add an image from one of your previous coaching sessions]

Throughout your coaching journey, anticipate lots of benefits that will keep you motivated and inspired. Our commitment is to surpass your expectations through valuable insights and a personalized approach to help you achieve your goals.

Please don’t hesitate to reach out if you require any assistance or need to reschedule your first coaching session. We are here to support you every step of the way.

Looking forward to our upcoming session and all the positive impact we’ll create together!

Best regards,

[Signature].

👉 Learn how Wenzes Wegener, a life mentor and coach, grew her business using GetResponse marketing tools, including newsletters, autoresponders, and landing pages. And if you’re a fresh coach looking to get your business off the ground, check out our guide to starting your online coaching business.

2. Introduction email

Building a relationship with your clients should start way before their first coaching session, which is why an introduction email is essential. 

As the name suggests, the email lets you introduce yourself and your services to new coaching clients.

When your clients feel they know you, they are more likely to trust you enough to be open with you during your sessions and listen to your advice. 

So, ensure you provide a brief but insightful introduction about yourself. Share your name, background, and what inspired you to become a coach or to open your coaching business. Also, highlight key aspects of your experience and expertise.

See our introduction email template below:

Subject line:  Meet your guiding star: Get to know [company/coach name]

Email body:

Dear [Client’s name],

I am delighted to warmly welcome you as you embark on your coaching journey with [your coaching practice]. My name is [your name], and I am honored to be your coach.

My journey in coaching over the past [X years] has been deeply rooted in a passion for helping individuals overcome challenges, unleash their potential, and achieve lasting results. 

The journey you are about to undertake is a unique and personalized experience designed to support you in achieving your professional goals. I am genuinely excited to work with you and contribute to your growth and success.

As we start our coaching sessions, I want you to know this is a collaborative partnership. Your thoughts, aspirations, and concerns will drive our discussions. We will navigate the path toward your desired outcomes together.

Here at [your coaching practice], we are committed to providing a supportive and empowering environment. Whether you seek personal development, business coaching, or career coaching services, your goals are our priority. I am confident that our partnership will yield meaningful insights and positive transformations.

To kick off our coaching journey, I invite you to reflect on your aspirations and any specific topics you’d like to explore during our sessions. Your input will help us have a very productive conversation that aligns with your objectives.

If there are any questions or thoughts you’d like to share before our first session, please feel free to reach out. I am here to ensure your coaching experience is enriching and fulfilling.

Once again, welcome to [your coaching practice].

Regards,

[Signature]

3. Pre-session email

Remember we mentioned not to overwhelm potential clients with too much information about the sessions in the confirmation email? Well, this is the perfect email to communicate the details. 

The pre-session email helps you explain what the client can expect from the upcoming session. So, briefly outline what the client can expect regarding the session’s structure and any specific coaching tools or techniques that might be used. 

Also, highlight any necessary preparations or activities the client should undertake before the session.

The idea is to build excitement and anticipation for the upcoming coaching session. So, use positive and engaging language to convey your enthusiasm for the session and the progress you anticipate to make together.

Here’s a template of how the ideal pre-session email should look like:

Subject line: We can’t wait to see you, [client’s name]

Email body:

Hey there,

As we approach our first meeting, I wanted to take a moment to ensure you feel prepared and comfortable for our time together. Our sessions are tailored to your personal needs, and I am here to address any topics or challenges that are important to you. So, please let me know if there are specific areas you’d like to focus on during our first session.

Before our session, here are a few things to prepare for to ensure you get the most out of it.

Take a moment to reflect on the goals and aspirations you hope to achieve through our coaching sessions. What specific outcomes are you aiming for, and how can our discussions contribute to your journey?

Allocate at least 15 minutes before the session to clear your mind. This dedicated time will help you enter the session with a focused and receptive mindset, ensuring we can delve deep into your goals right from the start.

Approach our session with an open and curious mindset. This is a safe space for exploration and self-discovery; your openness will contribute to a more meaningful coaching experience.

By preparing in advance, we can maximize our session time, allowing us to concentrate fully on your goals and vision. This will ensure a more effective and impactful coaching experience.

We are excited about the journey ahead and look forward to working closely with you to achieve your goals. If you have any questions or specific topics you’d like to address during our first session, feel free to let us know.

Looking forward to a collaborative and transformative session!

Warm regards,

[Signature]

4. Post-session email

The purpose of the post-session email is to continue the communication and support between the coach and the client after a coaching session.

The best idea is to send this email on the same day as the session when the experience is still fresh in the client’s mind.

Considering it’s a post-session email, you must start by acknowledging the recipient for taking the time and following through. Your email should also reinforce the progress made during the session and offer encouragement. 

Positive reinforcements acknowledge their efforts and encourage a positive mindset towards your coaching services.

You can use our post-session email template below as a guide:

Email subject line: Reflecting on our coaching session

Email body:

Hi [Client’s name],

It was a pleasure working with you, and I wanted to take a moment to express my gratitude for your openness and commitment to the coaching process.

Take some time to reflect on our session. Consider the key takeaways and how the topics we discussed resonate with your current situation. Your reflections will contribute to our ongoing discussions and the progression of your coaching journey.

I hope to build on the foundation we’ve established today. If there are specific areas you’d like to delve deeper into or new topics you’d like to explore, please feel free to share your thoughts. Your input will guide the direction of our sessions.

Your feedback is also invaluable, so let me know if there are areas where you feel we can enhance the experience. Your satisfaction and progress are my top priorities.

Our next session is scheduled for [date and time]. I look forward to our continued collaboration and supporting you on your journey towards achieving [Goal of the coaching sessions].

Regards,

[Signature]

5. Follow-up email

A follow-up email comes right after you’ve made contact with the client. It is meant to ensure they are still interested in your coaching services and keep you on their mind. 

For instance, you can send a follow-up email if you responded to prospective life coaching clients’ inquiries but they have yet to book a session or consultation.

Your email will start by reminding recipients about their interest in your coaching services. Then, proceed to inquire whether a specific reason or concern led to their hesitation in booking a session.

Here’s a great template you can follow:

Subject line: Your coaching journey awaits! Let’s address your concerns

Email body:

Hi [Client’s name],

We noticed that you’ve shown interest in our personal training sessions and career growth consultations but haven’t yet taken the next step to make a booking. 

We understand that choosing a life coach is a crucial decision, and we want to ensure you have all the information you need to make an informed choice. We would love to address any doubts or concerns holding you back.

We also recognize that previous experiences may have created hesitation, and we want to assure you that our personalized approach is tailored to meet your unique needs.

Please feel free to reach out with any questions, concerns, or clarifications you may have. We’re here to provide the information you need to make a decision that feels right for you.

Hoping to connect with you soon!

Regards,

[Signature]

6. Progress email

Progress coaching emails are non-negotiable if you want to retain a long-term relationship with your clients. A progress email is sent to clients to update them on their coaching journey and achievements.

Therefore, the email is typically some sort of structured review of the client’s achievements, milestones, and developments since the beginning of the coaching sessions. Your progress email can be sent between a series of coaching sessions, say after every three or four sessions. 

Check out this template example.

Subject line: Progress review: How are we doing?

Email body:

Hi [Client’s name],

We trust this email finds you well and in good spirits. We hope your [number of sessions] sessions with us have been uplifting and fulfilling. We always aim to provide valuable insights and tools to empower positive changes in your life. 

Did you find the discussions and techniques helpful? We hope you left each session motivated and charged to implement the tips discussed.

We value your input and would love to hear your thoughts on the sessions so far. Please share any feedback or suggestions you may have. Your insights help us tailor our approach to best meet your needs.

We are excited about the next leg of our journey together. The upcoming sessions promise to be double the fun and even more insightful. 

See you on the next one!

Regards,

[Signature]

7. Client no-show email

This can be a hard email to send since you’re probably frustrated by the no-shows. But you must remain calm and professional to encourage your clients to attend the next session. 

If it’s a recurring case, you are free to be direct about how disrupting a no-show without prior notice is for your business and the client’s coaching journey. 

Additionally, you can warn that there will be a fine charged in the future to encourage rescheduling or cancellations in advance. 

Here’s a template to craft an excellent client no-show email. 

Subject line: Missed coaching session: Let’s reschedule and stay on track

Email body:

Hi [Client’s name],

It appears we missed the opportunity to connect for your coaching session as scheduled. [Coach/personal trainer name] was prepared to discuss [topic] with you during the session. We recognize that life can get busy, and sometimes schedules can become challenging to manage.

However, attending scheduled sessions is crucial for your personal growth and the optimal utilization of our coaching resources. 

To ensure the efficiency of our sessions and to accommodate the needs of all our clients, we kindly request that you notify us at least a day in advance. This helps us manage our schedule effectively and offer the session slot to other clients if needed.

As per our policy, there will be a fee deduction for missed sessions in the future. 

We will reschedule your missed session to [date and time]. If this timing poses any challenges, please reach out, and we’ll work together to find an alternative that suits you.

Best regards,

[Signature]

8. Prospect no-show session email

This email is similar to the client no-show email we discussed above. However, this specific one is sent to a potential lead or client who made a booking but failed to show up for the session.

While you can be more firm with your repeat clients, it is not advisable with this group. They are still new, meaning you’re yet to establish a strong relationship that can endure an email reprimand. So, remain gentle, motivational, and accommodating. 

Here’s a great prospect no-show session email template 

Subject line: Missed opportunity: Let’s reschedule

Email body:

Hi [Prospect Name],

I trust this message finds you well. It seems we missed the chance to connect for our scheduled session today. I was looking forward to discussing [topic] with you and providing valuable insights tailored to your needs.

While I understand that unforeseen circumstances can arise, I want to reassure you that your goals and aspirations remain a priority to us. 

So, let’s not let this moment slip away. I invite you to reschedule our session at a time that works best for you. Your convenience is important, so please share your preferred date and time, and we’ll make it happen.

Please let me know if there are any specific concerns or questions you’d like to address before our rescheduled session. Looking forward to reconnecting with you soon.

Best regards,

[Signature]

9. Client testimonial request

Your clients remain one of your best marketing tools. Around 72% of consumers will take action only after they’ve read a positive review, which shows why a client testimonial request is essential.

The request’s main purpose is to collect client feedback regarding their experience with the coaching services. As you already know, testimonials are powerful endorsements that can be used in marketing materials on the coaching website and other promotional channels.

So, when writing your request, start by expressing your joy in working with the client. Then, make your request relatable by reminding them how difficult it can be to find the perfect coaching fit. 

Remember, you can guide them on the type of content to cover or include in their testimonial. 

Don’t forget to thank them in advance. Doing this might just encourage more recipients to participate. 

Check out this email template for inspiration:

Subject line: Care to share your transformative experience?

Email body:

Hi [Client name],

Working with you over the past [number] months has been a wonderful journey. Witnessing your incredible growth and the success of your business has been so amazing. I am truly grateful for the opportunity to be part of your transformative experience.

As we both know, selecting the right coach is a significant decision, and your journey can offer valuable insights to others considering similar choices. Your perspective is invaluable, which is why I’m requesting a testimonial about your experience working with me.

A great testimonial typically includes:

Your initial challenges: What were your challenges or struggles before deciding to work with me?

Results achieved: Share specific results or positive changes you’ve experienced due to our collaboration.

Future aspirations: What goals or plans do you have as we continue working together?

Additionally, including your name and a headshot adds a personal touch to your testimonial.

Check out some of the testimonials from other clients on my website [URL].

Your contribution means a lot, and I look forward to continuing our successful collaboration. Thank you in advance for considering this request.

Warm regards,

[Signature]

10. Membership expiration

You will always need a membership expiration email as long as your coaching business operates under a subscription model. This email notifies a client that their coaching contract is expiring.

As such, your membership expiration email should include the specific expiration date. Also, thank the clients for sticking with you throughout the membership period.

You should also reinforce the value and impact of the coaching relationship by highlighting some of the membership benefits.

Then, provide information on how they can renew the membership. You can include a link to your subscription plans and instructions on how the client should proceed. 

Besides that, you can offer your clients relevant incentives, like discounts or exclusive resources that encourage more clients to extend their membership.

Follow this template to write a great membership expiration email:

Subject line: Renew your membership now and get X discount

Email body:

Hi [Name],

Your membership with [Company name] is set to expire on [expiration date]. We trust you’ve been enjoying the vast benefits of your membership, including [list some key benefits]. 

Your commitment to [Your Company] has contributed to our vibrant community, and we value your presence.

The good news is you still have time, and the renewal process is a breeze. Simply click the link below, choose the subscription that aligns with your needs, and follow the prompts to ensure uninterrupted access to all the perks.

[Link]

There’s more! If you renew your membership by [renewal deadline], you stand a chance to enjoy up to [discount offering].

If you have any questions about your membership, benefits, or the renewal process, reply to this email or call us at [your contact number]. We appreciate your support and look forward to having you with us for another fantastic [membership period]!

Warm regards,

[Signature]

There you have it. Those are the 10 essential coaching email templates you need. Now that you have the copy, you’ll need a great design to match. We have over 150 predesigned, customizable, and mobile-optimized email marketing templates that match your business goal. Check these out to save time and resources in your coaching email marketing campaigns. 

Some of the free email templates you’ll find inside GetResponse

Time to grow your coaching business

Effective communication is the cornerstone of a successful coach-client relationship, and emails are one of the best channels to achieve it. As we’ve discussed above, there are 10 key coaching emails every coach must send to clients. 

They include confirmation, introduction, pre-session, post-session, follow-up, progress, client no-show, prospect no-show, client testimonial requests, and membership expiration emails. These emails help coaches streamline their interactions with clients across various scenarios.

You don’t have to start writing these coaching emails from scratch. You can use the carefully crafted coaching email templates included in the article. But remember to spice them up with your unique style and personalize them to resonate with each client. All the best!


Michal Leszczynski
Michal Leszczynski
Meet Michal Leszczynski, Head of Content Marketing and Partnerships at GetResponse. With 10+ years of experience, Michal is a seasoned expert in all things online marketing. He’s a prolific writer, skilled webinar host, and engaging public speaker. Outside of business hours, Michal shares his wealth of knowledge as an Email Marketing lecturer at Kozminski University in Warsaw. You can reach out and connect with Michal on LinkedIn.