9 Email Templates for Coaches & Consultants [Download Included]

As a coach or consultant, I’ll bet you send emails around the clock. 

And I’ll also bet that you probably send the same types of emails over and over again to each new client. There’s the “intro email,” the nurturing sequence of emails after a sales call, and a steady flow of emails you send to your clients. 

If you’re writing each one from scratch, stop. Not only does it waste your time, but it forces you to reinvent the wheel each time you open your inbox. In this guide, I’ll share nine email templates you can use to help run your business on autopilot. 

You can steal the entire template pack, too, at the end of this post.

The Top 9 Emails Coaches and Consultants Send [With Templates]

The exact emails you send will depend on your business and unique client relationships. That said, having worked with many coaches and consultants over the years, I find the following emails cover most of your bases:

Read on as I share a template for each one, along with a few best practices when sending them.

Discovery/Intro Call Email

The “discovery/intro call” email is the email you send to prospective clients who book you through your website or are referred to you. You’ll send this email as an immediate response to welcome them, introduce yourself, and confirm the date/time to chat.

Welcome Email

Once you’ve closed a new client, now it’s time to welcome them to your coaching experience. 

While you should prepare them for what lies ahead during your sales process, it’s helpful to send them this email to provide an overview of your services and what they can expect. Make sure to include any helpful links or information they will need to get the most out of your services.

Think of this as the red carpet you roll out for each new client to kick things off on the right foot.

Pre-Session Email

Before a session with a client, I find it’s helpful to quickly confirm the agenda as well as give your client any action items they need to prepare. Remember, your client will depend on you to lead the way, so subtle things like these confirmation emails go a long way to making a strong impression.

Post-Session Email

Not only should you send an email before each session, but it’s also a good idea to follow up after. This allows you to confirm what you covered on the call and set the next steps for your client. 

It’s also a helpful and practical resource for your clients to ensure they make progress during your relationship. Feel free to share additional resources as well in these emails to add extra value.

Client No-Show Email

While you’ll do everything you can to be punctual for every call, your clients won’t always bring that same energy. 

Sometimes, life gets in the way, or people just plain forget, so take this as an opportunity to maintain a good working relationship while sticking to your policies for no-shows and late cancellations. This can be an uncomfortable experience for most coaches, so use this as an opportunity to step outside your comfort zone.

Progress Email

The better you can demonstrate the progress your clients make, the longer and more productive your client relationships will be. 

I recommend sending these monthly or quarterly, depending on the type of transformation you are trying to achieve with your clients. Feel free to tweak this one based on the type of service you offer. For these progress updates, I’ve seen coaches send a quick snippet in an email, create a PDF report in Canva, or even film a quick video with Loom.

Testimonial Email

If your clients are making progress and are happy with your services, then make sure to reach out periodically to ask for a testimonial or endorsement. Testimonials are a form of social proof. There is only so much you can say to convince prospective clients that you can deliver, but kind words from a past client can be enough to lower their defenses.

Testimonials can come in the form of a written quote on your website, a case study for a specific client, or a video if they are comfortable being on camera. Do not be shy when it comes to asking for these. I recommend rotating through your clients quarterly (so you don’t ask the same ones too many times in a row) and sending the following template:

Referral Email

Referrals are the No. 1 source of clients for most coaches and consultants, and it’s not hard to see why: there is little more than a personal introduction from a trusted friend to make the sales process easy. 

Like the testimonial email, do not be shy when asking for referrals. 

You can think of an incentive to offer (a free hour or month, for example) and make sure to ask for a direct email introduction rather than passively sharing your info. This puts you right in front of a new prospective client, which can help ensure you actually get to meet with them.

Renewal Email

Whether you operate on quarterly, semi-annually, or yearly contracts, there comes a time when you need to make sure your clients continue the relationship, and that starts with the “renewal email.” 

Your job as a coach is to keep those client relationships humming along; this ensures clients stick with you and helps stabilize your monthly revenue. Not to mention the fact that it costs 5-25x more to get a new customer than to keep an existing one. To help with that, send this renewal email. I recommend starting the conversation at least a month before your contract expires (though earlier does not hurt).

Download the Free Email Template Pack

You’ve got the email templates, so now it’s time to put them to work for your business!

Don’t leave without this special resource, though: 

I created a free pack with these email templates ready for you to copy and paste into your inbox or email tool of choice. Feel free to tweak and customize them as you need to match your brand and tone, and let those automation and time-saving benefits roll in. 

Click the button below to get your free email template pack.

Enjoy!