Free text message templates for UK coaches

Hi, it's [Your name] from [Business]. Sorry I missed you, I'm in a session. What can I help with? I'll reply by [time].

Hi [Name], [Your name] at [Business] here. Thanks for writing. Would a call at [time] work, or do you prefer text?

Hi [Name], it's [Your name]. Thanks for your message on [LinkedIn or email]. Happy to talk. Would a 20-minute call this week suit you?

Hi [Name], your message has reached [Business]. I'm away from my desk and I'll reply by [time] tomorrow. Please note this isn't a crisis line.

Keep the last line if you coach individuals. Add the support numbers from the "Client in distress" template if your work touches on wellbeing.

Hi [Name], thanks for asking. My next free start date is [date]. If that's too far off, I'd understand. Shall I hold a place, or suggest another coach?

Offering another coach earns goodwill and referrals back.

Hi [Name], thanks for telling me about this. I don't think coaching with me is what you need right now. [Name of service] may be a better place to start.

Use this when someone needs a therapist, a solicitor or a debt adviser. Ring them if you can. If you're worried about their safety, use "Client in distress" instead.

Hi [Name], I can do a free 20-minute call on [day] at [time] or [day] at [time]. Which suits you?

Hi [Name], here's my diary. Pick any time that suits you for a free 20-minute call: [Link]. Fees start at £[amount], so you know before we talk.

Sharing your fee first saves both of you a wasted call.

All booked, [Name]. We'll talk on [day] at [time] on [video link or phone]. Reply here if you need to change it.

Hi [Name], looking forward to talking tomorrow at [time]. The link is in your email. Reply here if you need to move it.

Hi [Name], [Sponsor name] suggested we speak. It's a chance for you to decide if I'm the right coach, with no obligation. Does [day] at [time] suit you?

Make clear the choice is theirs. A coachee who feels sent rarely gets much from it.

Hi [Name], I was on the call at [time] and didn't see you. No problem at all. Would you like to rebook? Here's my diary: [Link]

Send it once. Assume something came up.

Hi [Name], your proposal is in your email from [Business]. It sets out what we talked about and the fee. Any questions, just reply here.

Hi [Name], [Your name] here. Did the proposal make sense? Happy to answer questions or change anything.

A nudge on a proposal they asked for sits close to the marketing line. Two at most, about the proposal only, and none after a no.

Hi [Name], I'll take it the timing isn't right, and close the proposal so it's not hanging over you. If that changes, just reply.

It tells them where they stand. Then stop.

Hi [Name], any news from [Sponsor or HR]? Happy to send them a one-page summary if that would help.

Thanks [Name]. Your agreement and right to cancel are in your email. If you'd like to start within 14 days, reply to that email to ask me to.

For a consumer who buys remotely, give the cancellation information before they agree. Our fees guide explains the 14-day rule.

Hi [Name], it's [Your name] from [Business]. To hold your start date of [date], please pay £[amount] here: [Link]. Any problems, just reply.

Hi [Name], your coaching agreement is still waiting for a signature. It's in your email from [Business]. Could you sign it before [date]? Then we're set.

Hi [Name], please could you fill in the short form in your email before we start? It takes 10 minutes and helps us use the first session well.

Hi [Name], could you send me the purchase order number for [Client company]? I need it before I can invoice. Thanks.

Hi [Name], your [questionnaire] link is in your email. It closes on [date]. Your answers go to me only, as we agreed.

Only say this if it's true for the tool you use.

Hi [Name], see you tomorrow at [time]. The link is the same as usual. Reply here if you need to change it.

In a Cochrane review of healthcare studies, text reminders took attendance to 78.6% from 67.8% with no reminder. That's health appointments, not coaching, but it's a cheap habit.

Hi [Name], I'm sorry, I'm running about [minutes] minutes late. I'll be with you as soon as I can, and we'll keep your full time.

Hi [Name], I'm really sorry but I need to move [day]'s session. Could you do [day] at [time] instead?

Hi [Name], I missed you at [time]. I hope all's well. Would you like to rebook? Just reply here.

Mention any missed-session fee separately, and only if your agreement allows it.

I can't give crisis support by text. If you're in danger, ring 999 now. Samaritans are free, day or night, on 116 123.

For someone who says by text that they might harm themselves. If you believe they're in immediate danger, ring 999 yourself. Other official routes: text SHOUT to 85258, NHS 111 (in Scotland, its mental health hub), and in Northern Ireland Lifeline on 0808 808 8000. The numbers come from NHS and Samaritans guidance. The wording's only my starting point, so have your own version approved by a qualified person before you use it, and follow your referral plan.

Thanks for working with me, [Name]. Would you leave an honest review? It really helps a small practice: [Link]. No pressure. Reply STOP and I won't ask again.

Ask every client in the same way. Don't offer a discount or reward. This is a grey area, so keep the opt-out. Plenty of clients want coaching kept private, so take silence as an answer.

Hi [Name], no pressure at all, but if you get a minute I'd value an honest review: [Link]. Reply STOP and I won't ask again.

One reminder at most.

Hi [Name], would you be happy for me to use your comment on my website, as [first name, role, or anonymously]? I'll send you the exact wording first.

Keep their reply. The CAP Code says you must hold proof that a testimonial's genuine, plus contact details. Don't quote health or earnings results.

Hi [Name], your invoice from [Your name] at [Business] is in your email, for £[amount]. The payment link is [Link]. Thank you.

Hi [Name], a quick note from [Your name] at [Business]: £[amount] falls due on [date]. The payment link is [Link]

Hi [Name], it's [Your name] from [Business]. Your invoice for £[amount] was due on [date]. If you've paid, thank you. If not, please pay here: [Link]

Stay polite. If an organisation pays you, chase the accounts contact, not the coachee.

[Business]: Hi [Name], it's been three months since we finished. I offer a review session for past clients. Reply YES for dates. Reply STOP to opt out.

[Business]: Hi [Name], I'm running a [topic] group from [date] with [number] places. Reply YES for details. Reply STOP to opt out.

Keep the topic general if it could embarrass someone.

[Business]: Hi [Name], I have 2 coaching places free from [month]. If the time's right now, reply YES. Reply STOP to opt out.

Only say "2 places" if it's true. Fake scarcity is a problem. In 2025 the ASA ruled a fitness business coach's 48-hour free offer misleading.