Re: How to Improve Written Communication.

Types Of Correspondence
Effective written communication affects all aspects of your fitness career, including “your ability to successfully connect with your staff, educate your clients about important fitness concepts and make a positive first impression on prospective customers,” according to Amanda Vogel, MA, writer and owner of Active Voice, a writing, editing and consulting service for fitness professionals, based in Vancouver, British Columbia.

Honing excellent writing skills doesn’t apply only to the marketing materials you commonly think of, such as articles, newsletters, brochures, fliers and website copy. Effective written communication also applies to more routine, business-related correspondence, including the documents described below.

Welcome Letters to New Clients and Participants. The sale of a fitness program doesn’t stop when your clients register for your program or class. A welcome letter that thanks them for their business and summarizes how your exercise program will help meet their fitness goals shows that you’re a professional and their decision to work with you was a smart one.

Requests for Medical Clearance. When you have clients or class participants with health issues that require medical approval, there are insurance and legal policies that require you to obtain that approval in writing. While it’s common practice to use the one-size-fits-all medical clearance form, a more effective approach would be to include, along with the form, a well-written cover letter that explains who you are, your credentials and how you plan to approach your client’s (their patient’s) exercise program.

Internal Organizational Memos. Whether you own a studio or work for a fitness facility, you may have to write correspondence to your subordinates, superiors or co-workers. The purpose could be as simple as introducing new fitness staff or as complex as giving the details about a major change in your company’s pricing structure.

Instructions. Instructional correspondence helps the reader complete a task. You may need to write exercise instructions for your clients, equipment operation instructions for club members, procedures on how to complete a transaction for staff, or posters with instructions about what steps to take in an emergency.

Incident Reports. Unfortunately, the nature of the fitness business exposes you to the possibility of experiencing a health- or safety-related episode with clients, class participants or staff. For an Incident Report as for a Request for Medical Clearance, you most likely will use a standard form; however, most forms require a written statement, either within the form or attached to it, describing the details of what occurred and when, who was involved and where it happened.