Member Engagement Protocols_Commonly Used Language

Last updated on Dec 18, 2025

Welcome Email

Welcome to health coaching! My name is ________, and I will be your health coach. Coaching is new to many, and you may have questions about the process. Please do not hesitate to let me know if you do. 

I have attached a short bio so that you will know a bit about me as I get to know you.  As your health coach, I am here to provide you with support, information and access to any resources that you feel will be helpful. Together we can chart your course of action and brainstorm through any challenges you may face, as you work toward your vision with health and well-being.

Include if Scheduler Appointment (and you are sending early)

Using the scheduler, you requested November 16, 2025, at 1:30 PM CST for an email coaching session. Rather than wait until then, I am sending the first email today and look forward to hearing from you. If you’d rather wait until the 16th to begin your sessions, no problem, just let me know and I will resend then.”

Include if Scheduler Appointment

EMAIL REQUESTS “Using the scheduler, you requested this day and time for an email coaching session. Moving forward, you no longer need to use the scheduler. Once you reply to my email, I will send the next session within 3-5 business days.” 

PHONE REQUESTS “Using the scheduler, you requested _____________ for a phone/video coaching session. Moving forward, you no longer need to use the scheduler. We will schedule our next session when we speak.”

Sample Language for Coaches Leaving Marquee

I hope this message finds you well! I wanted to personally let you know that I’ll be stepping away from my role as health coach, with my last day being July 30, 2025. It’s been a true pleasure to support you on your journey, and I’m incredibly proud of the progress you’ve made. While I’ll be moving on, your wellness goals are still a priority to our team.

(Version 1 for No Incentive) To ensure you continue receiving the support you deserve, you’ll have the opportunity to be matched with another health coach on our team. If you're interested in continuing, please let me know by 7/25/2025 and we will begin the transition.

(Version 2/ all others) To ensure you continue receiving the support you deserve, you will be matched with another health coach on our team. Your new coach will reach out shortly.

Thank you again for allowing me to be part of your journey. Wishing you continued success and health!

Sample Language for Coaches Going on Leave

I will be on maternity leave in a few weeks and will return (DATE). If you would like to work with another coach during my absence, please let me know by (DATE).

You may also choose to pause coaching until I return. If you prefer that option, let me know and I will reach out upon my return.

After (whatever date was given), you’re welcome to email coaching@mywellportal.com or call 800.882.2109 to reenroll in coaching.

Sample Language for Closing a Case after Program Requirements have been met

Congratulations! Your response to Session ___satisfied the requirements of your ___ program (i.e. RAS, My Rewards, etc.). You have access to unlimited health coaching, and I am happy to continue working with you. Please let me know by “date” if you are interested in continuing to participate in health coaching.

Wisconsin Laborers Post-Completion Email

Hi [Participant Name],

Congratulations on completing your health coaching program! Your hard work has paid off, and we’re excited to share that your $150 reward gift card will be ready for selection one week from today.

When it’s time to choose your gift card, simply follow these steps:

Log in to the MemberXG portal or visit liunawisconsin.org/benefits
Click on Marquee Health
Click on Rewards
Choose your gift card from the drop-down menu
Enjoy your gift card!

If you have any questions or need help along the way, feel free to reach out. I’m always here to support you!

Best,

Language Used When Additional Outreach is Needed for Coaches Having Left Marquee.

Hi Member,

I’m reaching out on behalf of your wellness program regarding your participation in health coaching. I understand your previous coach reached out to let you know that they were stepping away from the company, and we haven’t yet heard if you’d like to continue with coaching. If you’re interested in continuing with coaching, I’m happy to connect you with another coach to continue supporting your goals. If you feel you’re in a good place right now, I can close your case with the option to re-enroll in the future. To ensure a smooth transition, please reply to this email by (DATE) to let me know how you would like to proceed.

Options include:

Completing your coaching program and closing your case.
Collaborating with another Health Coach to continue coaching.

Which option would you prefer?

If I don’t receive a response by (DATE), I will close out your case for the time being.

Thank you for understanding! Please know whichever option you choose, I wish you continued success on your wellness journey.

Member Deactivation (no engagement)

Hi Member,

I hope that all is well. Since you enrolled in health coaching in (month) I have sent several emails with no response. I would still love to hear from you and begin your coaching journey, however if I do not receive a response to this email by (2 weeks out), I will deactivate your program. After that date, you are welcome to reenroll by calling 800.882.8109 or emailing coaching@mywllportal.com.

Best,

Member Deactivation (engagement ceased)

Hi Member,

I hope that all is well and that you are making progress with your wellness goals! Since you have not responded to my emails recently, I thought I would reach out to see if you remain interested in health coaching. If so, great, I look forward to hearing from you! If I do not hear back by (2 weeks out), I will deactivate your program. After that date, you are welcome to reenroll by calling 800.882.8109 or emailing coaching@mywllportal.com.

I wish you continued success!