The Perfect New Member Welcome Letter for Gyms and Martial Arts Schools

The Perfect New Member Welcome Letter for Gyms and Martial Arts Schools

If you are reading this article, congratulations are in order. The most difficult task of your marketing efforts is to find, and eventually convert, your new members. This is not the end, but rather, the beginning of a long-lasting relationship with the client if they choose to stay at your facility. With over 50% of new members quitting within the first 6 months, there are steps you can take to ensure that this attrition is minimized as much as possible.

One of the simplest, yet most effective methods is to provide a welcome letter to your new member, especially a hand-written personalized note. This not only shows that you care, but increases the likelihood that the new member feels accepted, and may even be open to an upsell, such as personal fitness packages. In this article, we will talk about welcoming new members, and provide a sample template for your use.

How Do You Welcome a New Club Member

How Do You Welcome a New Club Member

When welcoming a new member, it is important to follow certain steps to properly assure the client that their decision to sign up and stay with you will be rewarding. Members are made and lost within the first few interactions, so it is common to identify new members within your gym management system so that your front office and gym staff know they should be extra helpful and available for questions. Prior to meeting any staff, the first interaction that the client has with your gym is through the welcome package that you provide them.

Further below, we have prepared a sample template for you to use in your next email or mail campaign to send to your new members. The key points of this letter must always be followed at a minimum so that the clients who register with you receive instant gratification upon signing up. You can create your own letter as well, using the following steps as a guideline:

  • The member must be thanked for choosing you.
  • The member must be reassured immediately to prevent buyer’s remorse if there is no contact.
  • Provide next steps, such as when to come to get set up with their equipment and tour.
  • Links to where they can learn more, such as your website and Google reviews.
  • The best contact information if they have any questions.

How Do You Write a New Member a Welcome Letter

How Do You Write a New Member a Welcome Letter

When distributing your welcome letter, this can be done both manually by handwritten note or through email. If you are a gym that has many new and existing members, it can be extremely difficult to send these emails out on time without a dedicated task force within your team to deliver these messages in a timely manner. The best solution is to try Spark Membership, which is the #1 gym management software. Spark offers automated email messaging, mailing, staff coordination, scheduling, class reminders, and much more, all at the convenience of your smartphone. Try it now for just $1.

Below is a sample new member welcome letter that you can use to reinforce your member’s decision to join your facility.


Welcome to the [NAME OF FACILITY] family/group!

By making this positive decision to join, you have already taken the initial step on your fitness journey, and we are extremely grateful you chose us. We are happy to walk with you on the path to achieving your personal health and fitness goals!

You can get started by collecting your [MEMBERSHIP CARD/KEY FOB] from the front desk. At that time, we are happy to provide an introductory session to review your goals and create a customized plan that best suits your needs. If you have not yet seen the facility prior to signing up, we are more than willing to give you a tour of our facility to better coordinate your workouts, including the personal training room for more customizable options.

Our hours of operations can change depending on certain events and holidays. This is a friendly reminder to always check class schedules prior to attending your workout. To learn more about our facility’s offerings and scheduled classes, click here [WEBSITE URL]. If you have any questions, please don’t hesitate to give us a call: [PHONE NUMBER] or simply reply to this email (or insert your best email if it is sent from a no-reply mailbox) and we’ll endeavor to get back to you within the next business hours.

We want to congratulate you on taking the first step in your fitness journey—you should be very proud of yourself, and we’re excited to be your gym of choice to achieve this!

See you soon!


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