textcuts

New client welcome texts for coaches and trainers: 13 templates

A new client has just said yes, and the next few days decide whether they feel looked after or left alone. A clear welcome saves you a dozen questions and tells them they chose well. These 13 messages cover the welcome, the intake form, directions, the first session and the habits you set for how you work together. Copy any of them, or add all 13 to your keyboard and send them from iMessage, WhatsApp, Instagram or any other app in one tap.

Add these 13 templates to your keyboard Add the 6 essentials

Works in WhatsApp, iMessage, Instagram, Messenger and every other app.

Words in {{double braces}} are blanks. In the textcuts keyboard you fill them with one tap, and the names you used recently come back.

Right after they sign up

The welcome

Essential
Welcome, {{name}}. I'm glad you chose to work with me. Over the next day I'll send you a short form and your first session details.

When to send: The moment they book.

Why it works: It confirms the decision and tells them what happens next.

Intake form

Essential
Hi {{name}}, before we start, please fill in the short intake form. It covers your goals, your schedule and anything I should know about injuries or health. It takes about five minutes.

When to send: Within a day of booking.

Why it works: It explains why you ask, so the answers are honest.

Form reminder

Hi {{name}}, just checking you got my welcome message and the form. No rush, but I'd like to have it before we meet.

When to send: Two days after sending the form.

Why it works: A gentle reminder, with a reason.

How we will talk

Essential
Hi {{name}}, a few notes on how we'll work. Text me here for quick questions. I reply within a day, and not after nine at night.

When to send: With the welcome pack.

Why it works: Clear limits at the start prevent resentment later.

Payment note

Hi {{name}}, a reminder that payment for the first package is due before the second session. Message me if you'd like to split it.

When to send: Before the second session.

Why it works: It asks for money plainly and offers a way out of a tight spot.

Before the first session

Where to find us

Hey, the studio is at {{address}}. There's a buzzer by the door. Press it and I'll let you in.

When to send: The day before.

Why it works: Directions in the chat are easier than directions in an email.

What to bring

Essential
{{name}}, for your first session bring water, a towel and shoes you can move in. Everything else we'll sort out together.

When to send: The day before.

Why it works: Short and practical.

Goals question

Essential
{{name}}, one thing to think about before we meet: what would make you say these three months were worth it? Send me a line or two.

When to send: Two days before.

Why it works: It gets their real goal in their own words.

Looking forward

Looking forward to tomorrow, {{name}}. Come as you are. We'll start gently and see how it feels.

When to send: The evening before.

Why it works: It lowers the pressure of a first session.

Photo and notes consent

Hello {{name}}, I sometimes take progress notes or photos. I only do it with your say so, and nothing is shared. Tell me if you'd rather skip it.

When to send: Before the first session.

Why it works: It sets the privacy rule before it is needed.

After it starts

After session one

Essential
Great first session, {{name}}. You did more than you think. Take it easy tonight and tell me how you feel tomorrow.

When to send: Right after the first session.

Why it works: It sends them home feeling good and asks for a reply.

First homework

Hi {{name}}, here's your first bit of homework: a ten minute walk and the stretches we practised. Nothing more this week.

When to send: The day after.

Why it works: Small homework is done homework.

Bring a friend

{{name}}, if training feels easier with company, you're welcome to bring a friend to one session. Just let me know in advance.

When to send: After a few sessions.

Why it works: It gives them a way to stay motivated and brings you a warm introduction.

When to send each message

WhenMessageNote
Right after they bookThe welcomeSame hour.
Within a dayIntake formSend the form.
With the welcomeHow we will talkSet the limits.
Two days laterForm reminderOne reminder.
The day beforeWhat to bringShort list.
Evening beforeLooking forwardLower the pressure.
After session oneAfter session oneWithin the hour.
The next dayFirst homeworkSmall homework.

Do not say

  • Promising what they will achieve ("you'll be in the best shape of your life").

    Instead: Say what you will do together and that results vary.

    Source

  • Asking for medical details in a chat.

    Instead: Use the intake form, and tell them it stays private.

  • Sending a wall of rules.

    Instead: Three lines about how you work is enough.

  • Posting the client's photo or story online without permission.

    Instead: Ask first, in writing, and accept a no.

    Source

  • Pushing a bigger package in the welcome message.

    Instead: Welcome now, talk about options later.

  • Messaging late at night, then expecting them to reply.

    Instead: State your reply hours and keep to them.

Add these 13 templates to your keyboard Add the 6 essentials

Works in WhatsApp, iMessage, Instagram, Messenger and every other app.

Frequently asked questions

What should a welcome message to a new client include?

Thanks, what happens next, the form, and how you will communicate. Directions and what to bring can come the day before the first session.

Do these work on the free plan?

Yes, mostly. 13 of the 13 templates use a single blank, which fills in from the keyboard on the free plan. Free holds 8 textcuts and 1 folder, so the six essentials fit comfortably. Importing all of them also works, because imports are never blocked and nothing is deleted.

Should I ask about injuries in a text?

Ask in the intake form, which is more private, and say in your text that you will use the answers to plan around them. Tell clients to ask a doctor about anything medical.

Can I send these on WhatsApp and Instagram?

Yes. textcuts is a keyboard, so the templates work in every app where you type, including iMessage, WhatsApp, Instagram, Messenger and SMS.

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