15 Martial Arts Email Templates To Turn Your Prospects into Sales

New email alert on mobile device

Email is critical to the sales follow-up process and can help you book more appointments and increase your membership sales. However, writing effective emails can be time-consuming.

Use my 15 martial arts email templates and follow these best practices to optimize your email communications in no time.

Tip #1: Respond Quickly

  • Send an email within 10-20 minutes of receiving an inquiry to triple the likelihood that your prospect will schedule a visit (Source: Velocify).
  • Be the first of your competitors to follow up, and you’ll get 50% of the business (Source: Velocify).

How to do it: Use a martial arts software solution to automate your follow-up for web-based leads.

Tip #2: Personalize Your Emails

  • Personalized messages improve conversions by 10% (Source: Aberdeen).
  • Address your prospect by name in your emails.
  • Tailor your message to the specific reasons your prospect is interested in your facility.

How to do it: Start with our set of email templates, which gives you examples of messages for youth Martial Arts students, adults who want to lose weight and adults interested in self-defense classes.

Tip #3: Follow Up Multiple Times

  • If your first email goes unanswered, your second one still has a 21% chance of being opened. After that, there’s still a 25% chance that one of your emails will be read.
  • Unfortunately, 70% of sales emails stop after the first attempt (Source: Yesware). Don’t throw in the towel early; instead, try to outlast your competition.
  • Sending 4-6 emails is optimal when trying to get a response from a prospect (Source: Velocify).

How to do it: Create an “email flow” in your martial arts marketing software to automatically send a series of emails based on your prospect’s interests.

Start improving your email follow up today to convert more prospects into members.

About the author: Erik Charles Russell has been in the Martial Arts and Fitness industry more than 25 years. He owns Premier Martial Arts and Fitness in Watertown, NY. In 2015, he published a book based on his successes called “The Art of Selling Memberships.” The book became an international best seller — hitting number one in three categories in the U.S., Australia, and Germany on Amazon.com.

Download 15 Email Templates to Drive Trials and Sales.

Creating Effective Follow-Up Emails for Fitness Business Leads

Computer typing writing

A lead fills out a form on your website for more information on one of your fitness programs.

You need to follow up. That includes sending follow-up emails. But with literally hundreds of emails in a lead’s email inbox, how can you make it so that your email doesn’t get deleted as soon as it’s received? How can you improve the chance that the lead will take the next step to visit your facility or take a class?

Here’s a don’t-do list that can help when crafting your follow-up emails:

1. Don’t write subject lines like an advertisement.

Avoid spammy email subject lines like How to lose 30 lbs. and keep it off.

The email subject line is the first thing that a lead sees. It should be relevant to the lead’s interest. For example, if a lead requested information on your Fitness kickboxing program, send an email with the subject line: “Membership options for Fitness Kickboxing with |LS|YOUR BUSINESS NAME|RS|.”

Making the subject line relevant to the request will increase the likelihood that the email will be read and get you that much closer to converting the lead to a membership.

2. Don’t send canned, mass emails.

Continue with relevancy by making the email content about what the lead requested. Sticking with the Fitness Kickboxing example, include information on the program, the schedule, directions to your facility and other related content.

Member Solutions Member Manger Software- Email Marketing Template

3. Don’t leave your lead hanging without a next step to take.

Every email that you send out should include a call-to-action— words that urge the lead to take immediate action. Common calls to action include Call Now and Sign Up Today. If you are including a link to your class schedule, you could include the call-to-action Sign up for a class today.

4. Don’t leave out your email and phone number.

All emails to your leads should have some sort of personalization to it including a way for leads to reach you. Some people prefer to pick up the phone. Others like email. Everyone is different. Include multiple contact methods within your emails. It will greatly improve the interaction between your fitness business and potential members.

5. Don’t shy away from lending your expertise.

You want to be known as the leader in your neighborhood, so tell everyone who will listen what you know. If you have an instructional fitness video, an article you’ve written on diet and exercise, any how-to materials at all, include them in your emails. Doing so will showcase your expertise and get the people that inquired about your programs inspired to take action.

Bottom line: Keep your follow-up emails relevant to the lead’s interest and provide ways for them to easily take the next step and get a hold of you. Doing so will get your leads in the door much quicker.

What kind of follow-up emails work for you? Tell us about it below.

After the Birthday Party: A Follow-Up Formula that Turns Leads Into Students

Birthday party event registration and planning

The #1 and #2 reasons for offering any event at your school are retention and new memberships. In last week’s post, I provided tips to help you get your birthday party program off the ground.

In this post, I’ll cover our follow-up system in detail to help you gain those new potential memberships that can result from hosting birthday parties. Keep in mind that you can use this system as a base for follow-up for any of your events—not just birthday parties—with a few minor changes.

Step 1

At the end of the party, all of the guests are handed a VIP pass, which entitles them to one free introductory lesson with the owner of the studio (me). They must call or email me for an appointment. I had 1,000 cards printed for less than $50 through VistaPrint.

Step 2

After each party, I upload all of the event registrations to an Excel file and enter all hard copy information into the same file. I then save it and tag it as “GB attended an event” (GB for Giroux Bros.) and put into my martial arts management software offered through Member Solutions.

As soon as this information is transferred, they receive an automated, personalized email from me that looks something like this:

Hi Mary,

I see that your child attended an event at the studio this weekend, and I heard that all the kids had a blast!

The instructors should have handed you a VIP Pass for a free introductory lesson. I wanted to follow up to see if you were interested in scheduling one with me this week or next.

I will give you a call in a few days as well to set one up for you.

Thanks, and I look forward to meeting you and your family soon!

Sincerely,

Steve Giroux

Owner | 7th Degree Black Belt

Step 3

I take 10 or 15 minutes to enter all the leads into my cell phone and mark them accordingly to have quick access to the information when I call. An example is Bday217 | Mary | Joey and Lexi 7 and 8.

Mary is the mother listed with the child or childrens names and ages.

To help with my own time management, I make these calls during my commute. I’ve had the most success reaching people during the late morning to early afternoon timeframe while the kids are in school.

If I don’t reach them live, I leave a voicemail. I only call them once unless a call back is requested.

At the end of the week, another automated email is sent, which looks something like this:

Hi Mary,

I’ve been trying to reach you. I wanted to see if you were interested in coming in for your free trial lesson. I still have a few spots available next week. If you are interested, please give me a call.

Thanks, and I look forward to hearing from you soon!

Sincerely,

Steve Giroux

Owner | 7th Degree Black Belt

Step 4

Although these leads are warm, remember that they haven’t specifically asked for any information. They’ve simply attended an event at our studio and hopefully had a great time.

If my initial attempts haven’t sparked a response, I put them into my drip system.

Within the member management software, I tag them as Children Program Prospects 2015. They will receive a series of seven informational emails, automatically-timed, three weeks from one another as a result. The emails are in a newsletter format and discuss topics such as listening skills, bullying, ADD, and ADHD to name a few. I also include these prospects in my direct mail campaigns that I launch three to four times a year.

I hope this information has been helpful. If anyone has questions on hosting birthday parties in your martial arts school or setting up a lead follow-up program, please don’t hesitate to ask. As always, I’m happy to help.

About the author: Steve Giroux has been training in martial arts for 30 years and is a 7th Degree Black Belt in Chun Kuk Do. In 1999, he graduated from Bentley College with a Bachelor of Science Degree in Accountancy with a minor concentration in Law. After founding his studio in January of 1999, Steve has successfully grown revenues over the years after starting at only $7,000 in his first year. You can contact Steve via email at Steve@GirouxBrosMartialArts.com.

10 Ways to Boost Online Registrations (And Use Event Manager Software Like a Champ)

Woman using saved searches feature of Event Manager software to track registrations on laptop. Close view over shoulder of wooden desk with coffee.

The more registrations you get for your events, the more opportunity you create to grow your business, camp, sports league or organization.

But how do you get the ball rolling? How do you get more registrations for your events?

Online tools like Event Manager online registration software automate and organize event registration — and process and secure event payments. What you might not know is that the software also comes with a set of controls and features to drive demand and increase registrations.

So here’s a rundown. 10 ways to speed up online event registrations and use Event Manager software like a champ.

TIP #1: Activate social media networking buttons on your registration pages.

Nothing is more powerful than a recommendation or endorsement from a friend or colleague. By activating the Twitter and Facebook buttons on your Event Manager registration pages, you make it easy for your event to be shared with others.

How to do it: Go to the Admin tab and check the box next to Display social networking links on your forms.

TIP #2: Add an events listing link to your website.

Event Manager includes a registration homepage — or event listing — of all your active and publicly available registration pages. Include it on your website to show everyone what’s going on at your facility.

How to do it: Go to the Admin tab. Copy the link under the Website Integration section. Add the link to a page, or multiple pages, on your website. Active events can be viewed in a list, calendar and map format.


TIP #3: Send emails to past participants.
Your past participants are likely to attend other events you hold. And sending an email about your upcoming event is the most direct way to communicate.

Start by selecting your email list within Event Manager. The list can be as broad or as specific as you’d like. Say you run an annual tournament … you could choose to include all past tournament participants in your list or just last year’s. It’s your call.

Once the list is pulled, an email to the group can be sent through Event Manager.

How to do it: Go to the Reporting tab. Select a form or forms, click the OK button, then click the Update Registrant List button to generate the list.

Next, click the Email button, write your email and click the Send Email button as shown.

TIP #4: Drill down into your data.

What do your past registrants have in common? Are there business opportunities you’re missing?

The Reporting tab in Event Manager gives you the option to select on event forms and custom fields — specific data that you’ve collected on registrants such as age, location, T-shirt size. By diving deep into your data, you can identify trends and commonalities among your registrants. Then you can take the next step by sending targeted communications to those select groups.

How to do it: Go to the Reporting tab. Select your event forms and/or custom fields, click the OK button, then click the Update Registrant List button. From there, you can either download the list into Excel or email the group directly from Event Manager.

TIP #5: Set early-bird pricing with an expiration date.

A savings incentive tied to an expiration date is a great way to generate early sign-ups.

How to do it: Select a form. Go to the Pricing tab. Click Yes next to Is your pricing based on registration date?

Enter the cutoff date, then enter the event registration fee before your cutoff date and the event registration fee on or after your cutoff date.

TIP #6: Set up and distribute promo codes.

Sending a promo code to a select group of prospective registrants promotes exclusivity and will ultimately increase event registrations. In Event Manager, you have the option of creating dollar and/or percentage discount codes that registrants can apply when signing up for your event.

How to do it: Select a form. Go to the Pricing tab. Check the box next to Enable promotional code discounts? Enter a code, then enter a dollar or percentage discount as shown.

TIP #7: Set a seating capacity.

Scarcity increases demand and compels people to take action right away, rather than waiting. Put a limit on the number of spots available at your event — and communicate the limited availability in your marketing messages.

How to do it: Choose your event form within Event Manager. Go to the Advanced tab. Enter your seating limit next to Maximum form capacity. Once the limit is met, the registration form will close on its own.

TIP #8: Utilize the confirmation screen message and confirmation email to promote future events.

When an event registration is completed, a confirmation message appears on the screen, and a confirmation email is sent to the registrant. These are two ideal spots to highlight future events or membership specials.

How to do it: Select a form. Click on the Marketing tab. Click the Customize button next to Email Notification to update the confirmation email. Click the Customize button next to Registration Confirmation Screen to update the confirmation screen message.

TIP #9: Follow up on abandoned registrations.

You’re in the process of ordering a product online. Your phone rings. You get distracted. You don’t complete the order. It’s a common occurrence.

Event Manager gives you a tool to track pending and abandoned registrations, so you can reach out to prospects and members sooner, and turn them into event participants.

How to do it: Go to the Reporting tab. Select pending or abandoned in the Status dropdown box. Click the Update Registrant List button to generate the list.

TIP #10: Track what’s working so you can do more of it.

See a flurry of sign-ups once posting about your event on Facebook? Notice a group of registrations come in after sending your members an email?

Be sure of the source. In Event Manager, you can add tracking code to the link to know where each registration came from and what marketing channels are working.

How to do it: Before adding your registration link to a Facebook post, an email or on the web, add &ref_id=UNIQUE SOURCE NAME to the end of your Event Manager registration link. See example.

All registrations that come in from the link will be tagged accordingly with your source name in your Event Manager registration data.

Events strengthen retention, and at the same time, generate leads.

Apply these tips when using Event Manager to get your event seats filled — and create more opportunities for your business grow.

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15 Email Templates to Boost Fitness Sales

15 Fitness Email Templates photo

Email marketing can make or break your fitness membership sales process. Great emails increase membership sales while bad emails will send your hard-earned leads into the hands of a competitor. Getting it right means responding quickly, writing intriguing subject lines, and personalizing messages to your leads’ wants and needs.

These 15 email templates respond to the most common reasons people are interested in joining a gym. Use them along with the recommendations below to improve your email response rate and to drive more trials and sales to your fitness business.

6 Fitness Email Best Practices

1. Automate your emails: Leads are 900 percent times more likely to contact you again if you respond to their first inquiry within five minutes. That percentage drops if you wait ten minutes. Why does such a quick turnaround matter? Because 78 percent of customers buy from the first business that responds.

Of course, you and your staff can’t monitor new leads around the clock—so speeding up your response time means you’ll need to automate your responses. Fitness center software like Member Manager can send emails immediately after a new lead expresses interest. The dramatic drop in response time will decrease the likelihood of leads considering or bouncing to a competitor.

Member Solutions Member Manger Software- Email Marketing Template

2. Get their attention: Email inboxes are selective, competitive spaces. Subject lines are the first text that recipients see when choosing which emails they open. What you’ll see in our email templates is casual, emotive language that speaks directly to the goas that leads want to achieve.

Are they looking to lose weight? Achieve peak physical condition? Improve their health? It’s more likely that a person interested in your gym will open an email with a subject line that connects with him or her than generic phrases like “Following Up” or “Checking In”.

3. Personalize your emails: You’ll notice that these emails don’t focus on your gym. Rather, they focus on the reader. Don’t waste prospects’ time by telling them about your state-of-the-art equipment or your modern facility. Save that for when they come in for a trial membership or a first-time appointment. When they filled out your lead form, they had a specific goal in mind. In these emails, you’ll tell them how you can help them lose weight, build muscle, gain confidence, or meet new people.

Put yourself in your prospect’s shoes. Imagine what they want to hear. Remind them why they contacted you in the first place. Express empathy for their current position, and acknowledge how difficult it is to make a change. Explain how your services are different than what they’ve experienced at other fitness centers. Use positive and negative emotions to motivate leads to follow through on their original request.

4. Show proof: 78% of consumers read online reviews before making a purchase decision and need to read at least 10 reviews before trusting a business. Share a testimonial in your emails to leave a positive first impression and to satisfy the need for social proof. Edit your email templates to add quotes, photos, videos, or links to Yelp and Facebook.

5. Tell them what to do next: Emails to prospective gym members need a clear call-to-action that tells them what to do next. Should they call to start a free trial? Check out your online schedule to try a group class? Explain the next steps, and provide a convenient contact method. To create urgency, try including a limited time offer or bonus training session if they contact you quickly.

6. Don’t give up: 80 percent of sales require five follow-ups to close a deal. Sending this many emails manually is a tedious task. You can use your fitness center software to create an email flow to automatically communicate with new leads every few days.

Email Template on Laptop

How to Use Your Fitness Email Templates

These email templates are built in five-part flows to include testimonials, video links, personalization, and time-sensitive calls-to-action. Personally, I set up my software to send one email per day for five days. Afterward, I add unresponsive leads to my newsletter list so I can continue marketing to them. Once a lead has expressed a genuine interest in my services, I don’t give up until I hear from them or they unsubscribe.

Once you’ve downloaded your new email templates, tailor each message to your business by changing the contact information, testimonials, and website links. If you’re a Member Solutions client, you can upload these emails to your Member Manager software to create automated lead flows.

Want help with email templates or automation? Contact the Member Solutions team today.

About the author: Erik Charles Russell has been in the martial arts and fitness industry for more than 25 years. He owns Premier Martial Arts and Fitness in Watertown, NY. In 2015, he published a book based on his successes called The Art of Selling Memberships. The book became an international bestseller—hitting number one in three categories in the U.S., Australia, and Germany on Amazon.com

 

Download 15 Email Templates to Drive Trials and Sales.