A good coach can attract, retain and maintain client relationships with email. While coaching sessions are the key to maintaining that high-value, high-touch client relationship, emails are your coaching arsenal’s most underrated and under-utilized tool.
Hiring a life coach or personal coach is often an incredibly personal decision for your clients, so building trust and relationships with your audience over time are essential. In life coaching, effective emailing is more about turning prospects into paying clients and less about quickly amassing followers. If you want to boost your sales, grow your business, or find new clients, you will need to consider using email marketing.
Through emails, you can engage with your clients at the right time and motivate them to get your services. It isn't all about marketing alone though. Emails are also the lifeblood of your communication with existing clients.They help remind your clients of upcoming sessions, they are powerful reinforcement mechanisms of coaching lessons you delivered during the session, and they can help re-engage a client who has started to drift or miss coaching sessions.
If you decide to use emails, you should really think of using templates instead of crafting new emails from scratch every time. This will give you consistent branding and allow you to test which emails are the best at generating new clients, reducing no-shows, getting you paid the fastest, or developing your clients to reach their goals the quickest.
Wondering how you'll write an email template? Here are a few ideas for crafting coaching email template to save you time and effort in sending emails by providing a repeatable, proven process that all the pros use.
The 6 Most Important Coaching Email Templates You Will Use In Your Coaching Relationship
1. The Confirmation Email
Once your client has agreed to engage in coaching, sending a confirmation email will help you set the expectations and goals for the coaching process. Remember, this is a high-level email. It is not meant to level set on what you'll be covering during each session.
Subject Line: We are so excited to begin working together!
Hi [Client’s name]
Thank you for signing up for our coaching sessions, we are excited to have you on board with us! Your coaching with [Name of Coach] will begin on [date and day with time], and we are entitled to see you at [name of location].
Also, we appreciate that you chose us to get the support and guidance you need. We are proud that you have taken the first and most important step in your coaching journey to get help in accelerating your career or overcoming personal challenges. We are happy to welcome you to the ranks of over [Number of clients] satisfied cients! [Client Name]. You will receive plenty of benefits that keep you motivated throughout the journey, and we will ensure we exceed your expectations.
If you need help with rescheduling your first life coaching session please feel free to reach out. We are more than happy to help you. Hope to see you in the coming session!
2. The Follow-Up Email
After establishing contact with your client, it is important to follow up to ensure they are still interested in your coaching services. Your clients’ inboxes may be cluttered, and creating a gentle cadence of reminders without going overboard is key. This follow-up email will help you stay in touch with your potential client and ensure that you stay top of mind. Write a coach email template to ensure you choose a motivational tone to compel clients to contact you.
Subject Line: Reminding you to subscribe to our coaching services.
Hi (client’s name)
We are glad that you reached out to us to get help. However, we noticed that you still didn’t sign up for the personal training sessions or career growth consultations. Do you have any doubts or concerns? We would love to resolve your concerns and guide you more about our sessions.
We know that choosing a life coach is a bit challenging, especially if you have had a bad experience with it in past. There might be several factors that you need to consider to make an informed decision. We understand why you are skeptical about not subscribing to our coaching services immediately. You can contact us to get further information and learn how we can make a difference in your life.
Once you start getting sessions, we will guide you in different areas of your life. We understand each human being is different, and so will their goals. Therefore, we customize coaching based on our client’s needs and requirements. So, don’t worry, and let’s join us to eliminate the career stress and challenges of personal life.
Hoping to see you soon!
3. The Initial Contact Email
The first step in the coaching process is establishing contact with your client. This initial contact email will help you introduce yourself and your coaching services to your potential client.
Subject Line: (company’s name) details and our services
Hi [Client’s name]
Hope you are doing well.
Thank you so much for contacting [company name or coach's name]. We are a team of life coaches with [X] years of experience providing insight to individuals just like you so that with the right skills and knowledge you can achieve your personal or professional goals. We've helped [Number of clients] in business administration, building communication skills, dealing with personal issues, building strong relationships with clients, family, and friends, and finding opportunities to grow personally and professionally and we're confident we can do the same for you!
We have been helping our clients since [the year of your company’s inception]. Our techniques are simple and effective like [give a teaser of your coaching offerings], are easy to practice and will deliver promising results.
At [Coaching company name], we offer a wide range of services like productivity and focus improvement, time management, stress management, prioritization skills, collaboration and teamwork skills, self-esteem, and self-compensation development. So, if you are ready to get the promotion you deserve, work for your relationships, or boost your business sales, you know where to find us.
Hoping to meet you soon!
4. The Progress Email
Keeping track of your client’s progress throughout the coaching process is essential. This progress email will help you review the progress of your client. The coach email template below will help you get perfect feedback.
Subject Line: [Name of the client] rate your progress with the [number of the session, e.g. 1st, 2nd, 3rd..] coaching session
Hi [client’s name] ,
[I/We] hope you are having a great day. [I/We] sincerely hope your session was uplifting and fulfilling. Did you enjoy your [number of sessions] session with us? We hope you left our session fully motivated and charged to practice the tips and techniques discussed during our time together. Also [I/we] hope you are enjoying the small positive incremental changes that are happening in your life.
We hope to see you again in the next session, which will be more insightful and fun. We are together on this amazing and fruitful journey to become our best selves. Please don’t hold yourself from sharing feedback or any improvements you want us to keep in mind for these sessions. We would love to hear you out and help you as much as possible.
4. The Pre-session Email
Use this email template to communicate what the client should expect in terms of session content. Ensure you spell out what needs to be completed beforehand and what they should think of as they join your session to derive the most value from each coaching session.
Subject Line: We are looking forward to meeting you for our coaching session.
Hi [Client’s name]
Thank you so much for committing to last self-improvement; we are super excited to help you move forward and succeed in your goals. Your first session will be with [coach’s name], who will help you clarify your goals, come up with strategies to improve your life, and identify obstacles that are holding you back. But before that, you need to prepare the following things to derive the most out of your first session.
Make a list of your personal goals so that you don’t forget any one of your objectives to sign up for sessions. Prepare yourself to listen to new ideas, be open to sharing life struggles, and sit with family, clients, or coworkers to understand your communication challenges to discuss later with the coach.
Clearing your mind before you get your first lesson will help give important details to your coach in the beginning. Many of our clients block off at least 15 minutes before a session to get in the right frame of mind. Feel free to give this a try as well. This way, we will have an entire focus on your goals and vision instead of spending time talking about things at too high of a level.
Be ready to get the absolute most out of your time!
5. The Post-Session Email
This email template should be sent the same day after the session with your client. It should include reinforcement of themes covered and any key learning from the coaching session.
Subject Line: A quick follow up from our coaching session.
Hi [Client’s name]
We hope this email finds you well. We noticed you recently took part in a coaching session with [Coach name]. Please give us feedback about your experience.
Hopefully, you have learned many things in the life coaching session, [use a relevant example of something you discussed like a new career path to choose/ways to connect with people/tips for finding motivation/etc] even if you can’t see a path to the best version of you yet.
Also, we have discussed many tips and techniques to thrive and grow as a [human being / businessman / mother / father / boss / etc]. Some simple tricks that I have asked you to practice are: [list down the methods you teach your clients in the last session].
We hope to continue to deliver effective ways to excel in your work and improve your social life as the sessions continue. The journey to achieve your goal may look long, but it’s worth investing time into it.
Eagerly anticipating for our next session! Don’t forget to be on time!
6. The Client No-Show Session Email
When a client doesn’t show up, it disrupts the flow of your business, coaching goals, and in some cases (depending upon your pricing structure), your revenue! Be courteous but direct with your clients, and explain how detrimental missing sessions can be for you and them.
If your package structure allows, be upfront in stating that a fee will be incurred and, in the future, make sure to cancel the appointment in advance to give others a chance to benefit.
Subject Line: We notice that you missed your life coaching session.
Hi [client’s name]
It looks like we missed each other today. It's unfortunate that you didn't show up to a very important session without a cancellation. [Coach/Trainer’s name] was planning to discuss [topic] with you today. This is not good for both of us. Not attending sessions will waste the money and time you have invested all these weeks. You will stay behind on your timeline, which will keep you from achieving your goal.
Missing out on a session affects not only you but also [company name]. We have scheduled the day for you instead of giving it to other clients, causing us to lose our time with you and other potential clients. We want to notify you that we will deduct fees for your absence next time, according to our policy. You are also obliged to notify us a day before the session if you have other commitments for the day so that we can cancel your appointment. Hope you will not miss our next session.
We are rescheduling your missed session, moving it to [date and time]. If you have any problem with the rescheduling, feel free to contact us!
We hope to see you this time!
Having a set of coach email templates in your tool belt will be significantly more beneficial for you than writing them from scratch.
You only need to change the client’s name and a few other details every time you email your client. With emails, you can ensure your client’s progress and make amendments to your techniques along the way to satisfy your audience. Email templates also reduce the risk of errors or mistakes in emails.
Make sure to benefit from the tools available, like Bonsai, which offers numerous business templates like coach email templates and invoices to cut down some of your work. We deliver plenty of services like project management and financial management to help you grow in your industry. So, don’t wait and try our business management software and services!