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Email template to freeze your gym membership

You are going to be away for a few months, you are injured or pregnant, or money is tight for a while, and you do not want to cancel and lose your rate. A freeze, sometimes called a hold or a pause, stops your monthly dues for a set period while keeping your membership on the books. Most gyms allow it, usually for one to six months, and many charge a small monthly freeze fee instead of the full dues.

The reason to do this by email rather than at the front desk is that freeze requests are the thing gyms lose most often. Members are told "you're all set," the dues keep coming, and there is nothing to show what was agreed. An email with the start date, the end date, and the fee is a record you can hold them to.

Before you send

  • Your membership number and the name and email on the account. Find the member number on your key tag, the app, or a past statement.
  • Your contract or the gym's freeze policy. Look for the maximum freeze length, whether a reason is required, any freeze fee, and how much notice they need before your billing date.
  • The exact start and end dates you want. Pick a start date before your next billing date, or you will pay one more month.
  • If the freeze is medical, a note from your doctor. Many gyms waive the freeze fee for a medical hold if you provide one.
  • Whether your contract auto-extends by the length of the freeze. Some do, which matters if you are on a fixed-term contract and plan to cancel at the end.
Subject Freeze request for membership #[member number] 
Hi [gym name] membership team,

I'm [your name], member #[member number], billed to [the email or card ending in last four digits]. I'd like to freeze my membership starting [start date] and resuming on [end date], which is [number] months.

The reason is [travel for work / a medical issue / a temporary financial situation]. [If medical: I've attached a note from my doctor.]

Could you please confirm in writing:

- The freeze start and end dates
- The freeze fee per month, if any, and when it will be charged
- That regular dues will not be billed during the freeze
- Whether the freeze changes my contract end date

If you need a form filled out, please send it and I'll return it the same day. I'd like this in place before my next billing date on [billing date], so a reply by [date] would be a big help.

Thanks,
[Your name]
[Your phone number]

Everything in brackets is yours to fill in. Keep the rest as it is or change the tone to match how you write.

After you send

  • Expect a reply within a few business days with a confirmation or a form to sign. Keep that reply. If the answer is "just come in and we'll do it," ask them to confirm by email once it is done.
  • Watch your next statement. If full dues are charged after the freeze start date, forward your confirmation email and ask for a refund of that charge, not just a credit.
  • Put the end date in your calendar. Dues resume automatically, and if you need longer, ask for an extension a couple of weeks before the freeze ends.
  • If the gym says freezes are not allowed and your contract says otherwise, quote the contract clause back to them. If the contract truly does not allow it, canceling and rejoining later may be cheaper than paying dues you will not use.

Or don't send it yourself

Forward the job to myagent@standinfor.me and let StandIn run the whole thread.

StandIn is an email assistant that handles conversations with businesses for you. You write it one email saying what you need. It writes to the business, waits for the answer, follows up when they go quiet, pushes back on the number when it should, and brings the results back to your inbox for you to decide. You don't need to install an app or sign up. The first email you send is already the start of the task.

Hand this to StandIn opens an email to myagent@standinfor.me with the job already written out

To myagent@standinfor.me Subject Freeze my gym membership for a few months 
Hi StandIn,

I'd like you to get my gym membership frozen and get the terms confirmed in writing.

The gym: [name, location, and the membership email or contact if I have it].
My account: [my name on the account and member number].
The freeze: [start date, end date, and the reason].
Doctor's note: [attached / not needed].
What my contract says about freezes: [the policy if I know it, or "not sure, please ask"].

Please send the request, handle any form they need, make sure the start date lands before my next billing date, and send me the written confirmation with the fee and dates.

Thanks,
[Your name]

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