Twenty-five WhatsApp message templates for gyms and studios: the trial, the membership, the class booking and the lapsed member
A studio's WhatsApp is trials, class times, prices and "can I freeze my membership", most of it arriving while the front desk is teaching. These templates answer the lot and book the trial, which is the message that matters most.
Quick answer
Templates for enquiries (classes, schedule, pricing, beginner-friendly, what to bring), trials (offer, confirm, remind, after trial), memberships (options, sign-up steps, welcome, renewal, freeze, cancel), classes (book, full and waitlist, cancel, late cancellation policy), personal training (enquiry, book), and retention (lapsed check-in, milestone, referral). Trial confirmations should include what to wear and bring and where to go on arrival.
Before you use these
Enquiries
First reply
Welcome to [studio]. Are you looking for [classes / gym access / personal training], and have you trained before? I will point you to the right option and a trial.
Schedule
This week's schedule: [link]. Beginner-friendly classes are marked. Which day and time suits you?
Pricing
Memberships: [Plan A] RM [price] per month, [Plan B] RM [price]. Class packs: [N] classes RM [price], valid [period]. Drop-in RM [price]. No joining fee this month.
Beginner
Absolutely. [Class] is designed for beginners; the coach scales everything. Most people who start with us have never done it before.
What to bring
Comfortable clothes, a water bottle and a towel. Mats and equipment are provided. Arrive 10 minutes early for a quick intro.
Trials
Offer trial
Your first class is [free / RM amount]. I can book you into [class] on [day] at [time] or [day] at [time]. Which one?
Confirm trial
Booked: [class], [day, date] at [time]. Address: [address]. Come 10 minutes early and ask for [coach]. Wear [clothing] and bring water.
Trial reminder
See you tomorrow at [time] for [class]. Reply CHANGE if you need another time.
After trial
How was [class]? If you enjoyed it, the [plan] gets you [benefit] and the trial price is deducted if you join within 7 days.
Memberships
Sign-up steps
To join: 1) pick a plan, 2) fill in this form [link], 3) pay via [method]. Your access starts the same day.
Welcome
Welcome to [studio], [name]. Your membership runs from [date]. Book classes via [app or link]. Message here for anything at all.
Renewal
Your [plan] renews on [date] at RM [amount]. Nothing to do if you want to continue. To change plans, reply here.
Freeze
We can freeze your membership for [period] for [free / RM fee]. Tell me the start and end dates and I will set it.
Cancel
Sorry to see you go. Cancellation needs [notice] notice; your last day would be [date]. If it is about schedule or cost, tell me and we may have an option.
Classes
Book class
Booked: [class] on [day] at [time]. See you there.
Class full
[Class] at [time] is full. I have added you to the waitlist and will message you if a spot opens. [Alternative class] at [time] has space now.
Cancel booking
Cancelled your [class] on [day]. Your credit is returned.
Late cancellation
Cancellations less than [hours] before class use up the credit, as the spot cannot be refilled. I have noted this one; please cancel earlier next time if you can.
Personal training and retention
PT enquiry
Personal training is RM [price] per session or RM [price] for [N]. Tell me your goal and preferred days and I will match you with a coach for a free consult.
Lapsed member
Hi [name], we have not seen you in a few weeks. Everything okay? If it is schedule, the new [class] on [day] might suit. No pressure, just checking in.
Milestone
[Name], that was your [N]th class. Well done. Keep going.
Referral
Bring a friend for a free class any time. If they join, you both get [reward].
Every template here can be a taught answer or an instruction line in a ReplyKit agent, so trials get booked at 10pm and the waitlist runs itself without a person copying and pasting. The agent asks the questions in order, fills the lead card, and hands over when the template says a person should. Instructions are in how to write instructions.
The full setup, including class booking and the lapsed-member nudge, is in the gym and studio guide.
Frequently asked questions
How do I get more gym trial bookings from WhatsApp?
Offer two specific class times in the first reply, confirm with what to wear and bring, and remind the day before.
How should I reply to a freeze or cancellation request?
Give the terms plainly, offer an alternative once, and process it without friction.
Can I message lapsed members?
Existing members who gave their number, yes, occasionally and personally. Never in bulk.
Can an AI agent manage class bookings?
It can book into slots and manage a waitlist in ReplyKit. For a full class app with credits, keep the app and let the agent answer the questions.
What should a trial confirmation include?
Class, date, time, address, arrival instructions, what to wear and bring.
Trials booked while you coach
Schedule, prices and bookings handled by the agent. 7-day free trial.
Sources and further reading
- WhatsApp Business Messaging Policy · opt-in, opt-out and prohibited-use rules every business must follow
- Harvard Business Review, The Short Life of Online Sales Leads (Oldroyd, McElheran, Elkington, 2011) · firms that responded within an hour were about seven times more likely to qualify the lead
ReplyKit is an independent product and is not affiliated with or endorsed by Meta or WhatsApp. This article is general guidance for running a small business, not legal, financial or regulatory advice.