textcuts

Session reminder texts for coaches and trainers: 13 templates

A client who forgets their session costs you an hour you cannot sell twice. A reminder that sounds like a robot gets ignored, and one that sounds like you gets a thumbs up. These 13 messages cover the day before, the morning of, the late arrival, the weather problem and the change of plan, all in a friendly tone. 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.

Before the session

Day before

Essential
Hi {{name}}, see you tomorrow for your session. Wear something comfortable and bring water. Reply with a thumbs up so I know you're on.

When to send: The afternoon before.

Why it works: A thumbs up is the easiest reply a busy person can send.

Day before with the details

Pro
Hi {{name}}, you're booked for {{day}} at {{time}}. Same place as usual. Text me if anything changes.

When to send: When your clients like to see the day and time in writing.

Why it works: It puts the booking in their chat history, where they will look for it.

First session tomorrow

Essential
{{name}}, tomorrow is your first session. Nothing to prepare, just come as you are. Tell me about any sore spot or injury when you arrive and we'll plan around it.

When to send: The day before a first session.

Why it works: It calms the nerves of someone new and invites them to tell you what you need to know.

Please confirm

Essential
Hi {{name}}, can you confirm for tomorrow? A quick yes or no is plenty. If it's a no, I'll find you another slot this week.

When to send: When you want a clear answer before you hold the slot.

Why it works: It makes a no easy to say, which is better than a silent no show.

Weather call

Hey {{name}}, the forecast looks rough for tomorrow. We can still go ahead outside, or move indoors. Which do you prefer?

When to send: When the weather might change an outdoor session.

Why it works: You offer two options, so the client decides instead of just cancelling.

On the day

Morning of

Essential
Morning {{name}}. Today's the day. I've got a good plan for you, so just show up and I'll handle the rest.

When to send: The morning of the session.

Why it works: It builds a little anticipation and takes the thinking off the client.

Two hours before

Hello {{name}}, your session starts in about two hours. Eat something light if you haven't yet, and drink some water before you come.

When to send: Two hours before.

Why it works: Practical and short, it helps them arrive ready.

Online link

Your link for today's call is here: {{link}}. Find a spot with some floor space, and keep water nearby. I'll be in the room five minutes early.

When to send: Before an online session.

Why it works: The link sits in the chat, so nobody has to dig through email.

Class spot saved

Hi {{name}}, your spot in tomorrow's class is saved. Arrive ten minutes early so we can start on time. Tell me if you can't make it so I can offer the space.

When to send: The day before a group class.

Why it works: It states the arrival time and asks for early notice in one friendly breath.

Running late

Essential
No stress, {{name}}. If you're running late, text me. We'll shorten the warm up and still get the main work done.

When to send: When a client is late or writes that they will be.

Why it works: It removes the guilt, so they come instead of skipping.

When plans change

I need to move it

{{name}}, I need to move our session by an hour. Sorry for the change. Does that still work, or would another day be easier?

When to send: When you must shift a session.

Why it works: You own the change and give them a choice.

I am unwell

Hi {{name}}, I'm not well today and I don't want to pass anything on. Can we move our session to later this week? I'll pick a time that suits you.

When to send: When you are sick and need to postpone.

Why it works: Clients respect honesty, and it shows you protect them.

After the session

Essential
Good work today, {{name}}. Drink water, stretch a little tonight, and tell me tomorrow how it feels.

When to send: Within an hour of finishing.

Why it works: It closes the session warmly and opens a reason for the client to write back.

When to send each message

WhenMessageNote
The afternoon beforeDay beforeAlways, one line.
Evening before a first sessionFirst session tomorrowCalms nerves.
Morning ofMorning ofKeep it short.
Two hours beforeTwo hours beforeOptional for early starters.
When the weather turnsWeather callOffer two choices.
When a client writes they are lateRunning lateReply right away.
Within an hour of finishingAfter the sessionThe warm close.

Do not say

  • Shaming a late client ("this is the third time").

    Instead: Say you saved the slot and ask what would help them arrive on time.

  • Promising results from the next session ("you'll see a big change by Friday").

    Instead: Say what you will work on and that results vary from person to person.

    Source

  • Texting a long block of rules before every session.

    Instead: One line about what to bring is enough.

  • Cancelling by text at the last minute without an offer.

    Instead: Propose a new time in the same message.

  • Medical advice in a reminder ("take painkillers before we start").

    Instead: Tell them to ask their doctor if they have a health question.

    Source

  • Sending reminders to people who asked you to stop.

    Instead: Honor a stop request straight away and note it on their file.

Add these 13 templates to your keyboard Add the 6 essentials

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

Frequently asked questions

How long before a session should I send a reminder?

Most coaches send one the afternoon before and a short one the morning of. Add a two hour message only for clients who tend to run late. More than that starts to feel like nagging.

Do these work on the free plan?

Yes, mostly. 12 of the 13 templates use a single blank, which fills in from the keyboard on the free plan. The other 1 use two or more blanks, so filling every blank from the keyboard needs Pro. 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.

What do I say when a client keeps forgetting?

Ask once, kindly, what would help: a different time slot, a calendar invite, or a longer lead time. The "Please confirm" template makes a no easy to say.

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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