Customer Relationship Building with EZFacility

The Perfect Gym Welcome Email Template

« Blog | Written by Kathryn Dressler | | (1) Comments

It may seem like a given, but it’s important to do something to welcome new gym members as soon as they commit to joining your gym. Sending a welcome email is one of the easiest ways to provide new members with all the essential information they need, and it gives you the opportunity to reassure them that joining your facility was the right choice.

If you’re currently using a gym management software like ours, you can easily create a new member email template and manage membership communication seamlessly. But if you’re still managing membership information and sending emails manually that’s okay, too, and we’re here to help.

So, what should you say in your email to welcome new gym members? Below is a sample gym welcome template you can use—feel free to copy and paste it as-is, or tweak it to add your own flair.

Gym Welcome Template


Welcome to the [FACILITY NAME] family!

By joining us, you’ve already taken the first step on your fitness journey and we couldn’t be happier to walk with you on the path to achieve your health and fitness goals!

Get started by collecting your [MEMBER ID CARD/KEY FOB] from the front desk, at which time you can also schedule an introductory session where we’ll review your goals and outline a plan together that best suits your needs. And, if you’d like, we’d be more than happy to do a guided walk through of our facility and show you how to use all of the equipment.

To check our hours of operation, view class schedules or to learn more about our facility’s offerings, click here [WEBSITE URL]. If you have any questions, don’t hesitate to give us a call at [PHONE NUMBER] or simply reply to this email and we’ll get back to you right away.

Congratulations on taking the first step of your fitness journey—you should be very proud of yourself, and we’re excited to be a part of it!

We can’t wait to see what you achieve!


Or, if you’d prefer to write your own gym welcome template, we recommend including these key points:

  • Thank them for joining and choosing your facility
  • Offer reassurance they made the right choice
  • Provide information about next steps and how to get started
  • Include a link to your website where they can find practical information
  • Include contact information if they have any questions

How to Improve Customer Relationship Building

Ideally you should send more than one welcome email to establish a solid relationship and maintain ongoing communication, so you may want to consider creating a series of introductory emails. Plus, some members may need that little extra nudge in their inbox every so often to keep them motivated.

Below is an outline of emails we recommend including in your welcome series:

  • Welcome new gym members / introductory email: Outlined above.
  • Reminder email: Send a reminder email within one week of the introductory email to encourage members to visit your facility as soon as possible.
  • Value add email: Send a value add email within one week of the reminder email. This should include a mix of fun, educational and promotional material like healthy recipes, How To’s, or tips and tricks. You should also use this opportunity to encourage members to subscribe to your blog, newsletter, and social channels.
  • Upsell email: Send an upsell email within one week of the value add email. This should include a special deal or discount on paid services like personal training or specialty classes.
  • Milestone email: Send a milestone email one month after the member joins to congratulate them on making it to that point, and to encourage them to keep up the good work.

Remember—a little can go a long way when it comes to positive reinforcement and member relations. This type of ongoing communication will not only assist with trust building and customer relationship building, it will also help reduce the likelihood of buyer’s remorse that oftentimes leads to membership cancellations.

To learn more about how our all-in-one, cloud-based SaaS solution can improve your customer relationship building and make membership management easy, click here.

One thought on “The Perfect Gym Welcome Email Template

  1. Your post on a gym welcome email template is a helpful resource for gym owners and managers looking to create a warm and inviting onboarding experience for new members. The template you provide, along with the thoughtful tips on personalization and engagement, reflects a commitment to making individuals feel valued from the start.

    The emphasis on setting clear expectations, highlighting amenities, and encouraging members to reach out with any questions fosters a positive and communicative environment. It’s evident that you understand the importance of the initial welcome in shaping the overall member experience.

    Thanks for sharing this practical and considerate approach to welcoming new gym members. Your post is sure to guide gym owners in creating meaningful connections with their members right from the beginning. Here’s to fostering a sense of belonging and excitement for everyone who walks through the gym doors!

Leave a Reply

Your email address will not be published. Required fields are marked *