A gym's WhatsApp is mostly the same twenty conversations on repeat. Somebody asks the fees. Somebody books a trial and does not show up. Somebody's membership runs out and nobody notices for three weeks.
Here are the messages for each of those moments. Replace the bits in brackets and use them as they are, or adapt the tone to your gym. The structure is the part that matters.
Replies to fee and joining enquiries
The most common first message a gym gets is some version of "Hi, fees?" or "What is the monthly charge?". Answer it. The person is comparing several gyms, and "please call us" sends them to the one that replied in writing.
1. Reply to "fees?"
Hi! Thanks for messaging [Gym name], [area]. Our plans start at ₹[price]/month, and quarterly and yearly plans work out cheaper. Your first session is free. Would you like to try it this week?
2. When they ask about a specific program (personal training, yoga, Zumba)
Hi [Name]! Personal training at [Gym name] is ₹[price] for 12 sessions with a certified coach, including a diet plan and a monthly body-composition check. Want to start with a free trial session so you can meet the trainer?
3. Late-night enquiry, if nobody is around to reply
Thanks for messaging [Gym name]! We are closed right now and will reply by [7am] tomorrow. Meanwhile, here is our price list. Are you looking to lose weight, build muscle or just stay fit?
The question at the end matters. A reply that ends in a full stop gets no answer. One that ends in a question the person can answer in three words keeps the conversation going. Our greeting message examples explain why.
Free trial confirmations and reminders
4. Trial booked
Your free trial is booked, [Name]! 📅 [Day, date] at [time] 📍 [Gym name, address]. Bring sports shoes, a towel and a water bottle. Your trainer will meet you at the front desk. Reply here if you need to change the time.
5. Reminder the evening before
Hi [Name], see you tomorrow at [time] for your free trial at [Gym name]! Your trainer has planned a [beginner] session focused on [weight loss]. Need a different time? Just reply and we will move it.
6. Reminder two hours before
Hi [Name], your free trial starts at [time] today 💪 Here is the location: [Maps link]. See you soon!
7. They did not show up
Hi [Name], we missed you this morning! No problem, it happens. Want to pick another time this week? We have [slot 1] and [slot 2] open.
Messages 5 and 7 do most of the work of reducing no-shows. Use the goal they told you in the reminder: a session that sounds planned for them is harder to skip than a generic "reminder: trial tomorrow".
Follow-ups after the trial
Most trial members decide within two or three days. Send these on the same day, around day 3, and around day 7, and stop the moment they reply.
8. Same day, after the trial
Hi [Name], great to have you in today! How are you feeling? Based on your goal of [losing weight], our [plan name] would suit you best. Shall I share the details?
9. Day 2 or 3
Hi [Name], just checking in after your trial at [Gym name]. If you join by [Sunday], your joining fee is waived. Any questions I can help with?
10. Day 7, the last one
Hi [Name], I will not keep messaging, I promise! If you ever want to start, reply "JOIN" and we will set you up. Wishing you the best with your fitness either way 🙂
That last message gets more replies than you would expect, precisely because it is honest about being the last one.
Fee due and membership renewal reminders
11. Seven days before expiry
Hi [Name], your [quarterly] membership at [Gym name] ends on [date]. To keep training without a break, you can renew at the front desk or reply here and we will send you the payment details.
12. On the day it expires
Hi [Name], your membership at [Gym name] ends today. Reply RENEW and we will send the payment link so your access continues tomorrow.
13. Monthly fee due (for monthly plans)
Hi [Name], your monthly fee of ₹[amount] at [Gym name] is due on [date]. You can pay by UPI here: [link], or at the front desk.
Win-back messages for members who stopped coming
Someone who has not checked in for two or three weeks is about to not renew. Reach them before the expiry date, not after.
14. Hasn't come in for two weeks
Hi [Name], we have not seen you at [Gym name] for a couple of weeks. Everything okay? If your timings have changed, we can suggest a class that fits, from [6am] to [10pm].
15. Membership ended a month ago
Hi [Name], it has been a while! If you are thinking about getting back to training, you can come in for a free session this week, no commitment. Want me to book a slot?
16. Referral, once they are a regular
Hi [Name], it has been [3 months] since you joined [Gym name] 💪 If a friend wants to start, send them our way: they get a free week and you get [a free month / a free PT session].
Sending these: phone app or WhatsApp Business Platform?
You can send every one of these by hand from the free WhatsApp Business app, with quick replies and labels. That works for a few enquiries a day.
It breaks down on three things. Reminders and follow-ups depend on someone remembering to send them on the right day. The chats live on one phone, so when that person is off or leaves, the history goes with them. And there is no way to stop the follow-up sequence automatically when someone replies.
On the WhatsApp Business Platform, messages 4 to 13 can go out on their own at the right time, the sequence stops as soon as the person replies, and the whole team works from one shared inbox. Messages you start outside the 24-hour window, like reminders and follow-ups, have to be pre-approved templates. Messages 1 to 3 are replies inside a chat the customer started, so they are free. Our post on WhatsApp automation for gyms walks through the whole flow.
Try it yourself
Our demo gym sends messages like these automatically. Message it, ask about fees and book a trial to see the whole sequence from the member's side.
See these running on WhatsAppBefore you send any of these
- Only message people who gave you their number for this. Someone who enquired, booked a trial or joined has. A list bought or copied from somewhere has not, and messaging it gets numbers reported and blocked.
- One message, one purpose. A reminder that also pitches a protein shake and a new batch reads like spam.
- Do not promise a reply time you cannot keep. "We reply within an hour" followed by silence until the next day is worse than saying "by 7am tomorrow".
Questions people ask
How do I reply to a gym fees enquiry on WhatsApp?
Answer the price directly, offer a free trial, and end with a question. For example: "Hi! Thanks for messaging Iron Yard, Kondapur. Our plans start at Rs 2,999 a month, and quarterly and yearly plans work out cheaper. Your first session is free. Would you like to try it this week?" Replies that only say "please call us" lose people who are comparing gyms.
What should a gym membership renewal reminder say?
The member's name, the gym, the plan, the exact expiry date, and one easy way to renew, such as replying RENEW for a payment link. Send it about seven days before expiry and again on the day. Keep offers out of it so it stays a cheaper utility message.
When should a gym follow up after a free trial?
The same day, around day 2 or 3, and a final message around day 7. Stop as soon as the person replies. Most people decide within the first two or three days after a trial.
Can I send gym fee reminders automatically on WhatsApp?
Yes, through the WhatsApp Business Platform using pre-approved templates. The free WhatsApp Business app cannot schedule messages, so reminders there depend on someone sending them by hand.
How much does it cost to send gym reminders on WhatsApp in India?
A utility template such as a plain fee or renewal reminder costs about Rs 0.115 per message, and a marketing template such as an offer costs about Rs 0.86, both plus GST. Replies inside 24 hours of a customer messaging you are free.
Stop typing these by hand
Kredoo sends the right message at the right time, stops when the person replies, and keeps every chat in one inbox your team shares. Try the demo gym first.
See these running on WhatsApp