Template 1: Session Recap with Action Items
When to send: Within 2 hours of the session ending. This is the most important email in the sequence. It turns a conversation into a document your client can reference for weeks.
Subject line: Your session recap + next steps
Hi [Client First Name],
Great session today. Here's a recap of what we covered and the action items we agreed on.
Key Topics:
- [Topic 1, e.g., "Reframing your approach to the VP conversation with your manager"]
- [Topic 2, e.g., "Building a visibility strategy for Q2"]
- [Topic 3, e.g., "Setting boundaries around weekend work requests"]
Action Items (before our next session):
- [Action item 1, e.g., "Draft talking points for your 1:1 with Sarah on Thursday"]
- [Action item 2, e.g., "Identify 3 cross-functional projects you can volunteer for"]
- [Action item 3, e.g., "Block 30 minutes each morning for deep work, starting Monday"]
Key Insight:
[One sentence capturing the biggest takeaway, e.g., "The pattern we identified around avoiding difficult conversations is showing up in multiple areas. Addressing it with Sarah first will build confidence for the larger leadership conversations ahead."]
Let me know if I missed anything or if you want to adjust any of these action items. I'll check in later this week to see how things are going.
Talk soon,
[Your Name]
Tips: Keep action items to 3 or fewer. The "Key Insight" section is what separates a great recap from a generic one. It shows you were truly listening.
If you use Talkspresso, the platform generates AI session summaries automatically after each call, including topics discussed, action items, and key takeaways. Use the AI summary as your starting point and add your own observations. This cuts follow-up prep time from 15 minutes to 2 or 3.
Template 2: The 48-Hour Check-In
When to send: 2 days after the session. Short and lightweight. You're not selling anything. You're showing that you care about their progress.
Subject line: Quick check-in
Hi [Client First Name],
Just checking in. How did [specific action item or situation, e.g., "the conversation with Sarah"] go?
No pressure to write a long response. Even a quick "it went well" or "I'm still working on it" is helpful so I know where you are.
Rooting for you.
[Your Name]
Tips: Reference a specific action item, not a generic "how's it going." Keep it to three or four sentences. This should feel like a text from a friend, not a formal report. Don't follow up again if they don't respond. One check-in is supportive. Two feels like nagging.
Template 3: Testimonial Request
When to send: 5 to 7 days after the session. The best time to ask is while the experience is still fresh. Wait too long and the specifics fade. Ask too early and it feels transactional.
Subject line: Quick favor (2 minutes)
Hi [Client First Name],
I really enjoyed our session [last week / on Tuesday / etc.]. [One sentence about their progress, e.g., "It sounds like the conversation with your manager went better than expected, which is great to hear."]
I have a small favor to ask. Would you be willing to share a few sentences about your coaching experience? Testimonials from real clients make a huge difference in helping me reach more people like you.
No pressure at all. A couple of sentences about:
- What you were dealing with before our session
- What was most helpful
- Any results or shifts you've noticed
...would be perfect.
[You can submit it here: TESTIMONIAL_LINK]
Thank you, and thanks again for the great work you're putting in.
[Your Name]
Tips: The subject line "Quick favor (2 minutes)" sets the expectation that this is low-effort. The bullet points eliminate the blank-page problem. Without guidance, most people write something generic like "Great coach!" The prompts steer them toward specific, useful feedback.
On Talkspresso, you can send testimonial requests directly to clients through the platform. They receive a simple form, and their response appears in your dashboard for you to approve and display on your profile. Only request testimonials from clients who had a clearly positive experience.
Template 4: Rebooking Nudge
When to send: 10 to 14 days after the session. By now the initial momentum is fading. New challenges have come up. This email reconnects the client with the value of coaching and makes it easy to book the next session.
Subject line: Ready for your next session?
Hi [Client First Name],
It's been about [two weeks / 10 days] since our last session, and I wanted to check in.
Last time, we focused on [main topic, e.g., "building your visibility strategy and preparing for the promotion conversation"]. I'm curious how things have been going since then.
A few things I'd love to dig into next time:
- [Suggested topic 1, e.g., "How the promotion conversation went and what to do next"]
- [Suggested topic 2, e.g., "Refining your Q2 goals based on what's happened since we last talked"]
- [Suggested topic 3, e.g., "Addressing any new challenges that have come up"]
Of course, we can talk about whatever is most pressing for you. Those are just starting points based on where we left off.
[Book your next session here: BOOKING_LINK]
Looking forward to it.
[Your Name]
Tips: Suggesting specific topics for the next session shows the client you have a plan for them. This is far more compelling than "want to book another call?" Always include your booking link directly in the email. Every extra step costs you conversions.
Template 5: Package Upsell
When to send: 21 to 28 days after the session, OR after the client has completed 2 to 3 individual sessions. This works best for clients who have already seen results and are clearly committed to their growth.
Subject line: An idea for accelerating your progress
Hi [Client First Name],
[Reference their progress, e.g., "Over our last couple of sessions, you've made real progress on your leadership presence and the team restructure. The feedback from your manager about the Q1 presentation was a great sign."]
I wanted to share something I've been thinking about. Based on where you are and where you want to go, I think a structured coaching package would help you get there faster than booking sessions one at a time.
Here's what it looks like:
[Package Name, e.g., "Leadership Acceleration Package"]
- [Number] sessions over [timeframe, e.g., "4 sessions over 8 weeks"]
- Session recap and action items after every call
- Email support between sessions for quick questions
- [Any additional benefits, e.g., "Priority scheduling" or "Access to my leadership resources library"]
- Investment: $[Package Price] (saves $[Savings Amount] compared to booking individually)
The benefit of a package is continuity. Instead of tackling whatever comes up session by session, we build a roadmap and work through it systematically. Clients who commit to packages consistently see bigger results because they stay in the process long enough for real change to take hold.
No pressure at all. If individual sessions are working well for you, that's great too. But if you're interested in going deeper, I'd love to talk about it.
[Book a session to discuss, or reply to this email: BOOKING_LINK]
[Your Name]
Tips: Lead with their results, not your offer. Include specific numbers: how many sessions, over what timeframe, and what the savings are compared to individual bookings. "4 sessions over 8 weeks, saving $200" is concrete and easy to evaluate. The "no pressure" line matters. Coaching is built on trust, and pushing a client into a bigger purchase can damage the relationship even if they buy.
On Talkspresso, you can create service packages with built-in session counts and pricing. Clients purchase the package through your booking page and schedule sessions against it.
Timing Guide: The Full Calendar View
Day 0 (Session Day)
- Deliver the coaching session
- Send Template 1 (Session Recap) within 2 hours
Day 2
- Send Template 2 (48-Hour Check-In)
Day 5-7
- Send Template 3 (Testimonial Request) if the session went well
Day 10-14
- Send Template 4 (Rebooking Nudge) if they haven't already rebooked
Day 21-28
- Send Template 5 (Package Upsell) if they've completed 2-3 sessions
Adjusting for Different Clients
- High-touch clients (executive coaching, premium pricing): Compress the timeline. Check in on day 1. Send the rebooking nudge on day 7.
- Package clients: Skip Templates 4 and 5. Focus on the recap and check-in after every session, and request a testimonial after session 3 or 4.
- Group session attendees: Send a simplified recap (no personalized action items). Skip Template 2. Request testimonials from the most engaged participants.
- Non-responders: Don't chase. Send the rebooking nudge on schedule and let it stand. Some people prefer to work through things on their own.
Making It Sustainable
Five manual emails after every session isn't realistic once you have more than a few clients. Here's how to keep it manageable.
Save the templates. Put them in your email drafts, a text expander, or Notion. For each client, you only fill in the bracketed sections. Total time per email: under 3 minutes.
Use AI-generated recaps. The session recap is the hardest email to write from memory. Talkspresso's AI session summaries give you a structured starting point (topics, action items, takeaways) that you can personalize in a couple of minutes instead of reconstructing the conversation from scratch.
Batch your follow-ups. If you have sessions on Tuesday and Thursday, block 15 minutes on Wednesday and Friday for emails. Batching is faster than context-switching after every session.
Track two numbers. Your rebooking rate (what percentage of clients book a second session) and your testimonial collection rate. Before implementing follow-ups, most coaches see 30-40% rebooking. With a solid sequence, 50-65% is achievable.
Start With Template 1 Today
You don't need all five templates running at once. Start with the session recap. Send it after your next coaching call. Once that's a habit, add the 48-hour check-in. Then the testimonial request. Build the sequence one email at a time.
The coaches who retain clients and grow through referrals aren't doing anything complicated. They're doing the simple things consistently: following up, staying present, and making it easy to keep working together.
Your next session is already on the calendar. The question is what happens after it ends.
See the full feature breakdown on Talkspresso for Coaches, or read our step-by-step guide for creators selling paid video calls.
Start your coaching practice on Talkspresso. AI session summaries, testimonial requests, and booking pages included.
