Email Templates for a Computer Club

Email Templates for a Computer Club

Email for a computer club is not SMS and not push. Email is read when the client has time to consider — not when they need to act right now. Send emails when the content needs more explanation or when the action is planned for the future: a tournament announcement a week out, a birthday message, a rate change.

Email works well for three scenarios. Lifecycle communication: welcoming a new client, birthday message, reactivating someone who hasn’t visited in 45 days. Content clients will save: tournament schedule, how to register, why a rate is changing. Deferred marketing: a weekend promotion (send Thursday evening), a new service, a thank-you for a review.

Basic frequency rule: no more than once a week for the main client list. Exception — event sequences (registered for tournament → reminder the day before → results the next day). These feel like service, not spam.

About segmenting your client base for personalised campaigns → Client Segments. Overall marketing strategy and channel selection → Social Media Strategy for Computer Clubs.

Template 1 — Welcome Email for a New Client

Sent automatically 2–4 hours after first registration.

Subject: Welcome to {{club_name}} — here’s what to know

Preheader: How to book a seat, top up and join tournaments

Body:

Hi {{client_name}},

Thanks for choosing {{club_name}}. We’re glad to have you at the club. This email is a quick guide to getting the most out of everything we offer.

How to book a computer in advance. Call us at {{club_phone}} or message on Telegram {{club_telegram}}. Bookings are free — we hold your seat for 15 minutes after the booking time. If you’re running late — let the admin know and we’ll extend it.

How to top up and earn bonuses. Top up from {{min_bonus_topup}} and we’ll add {{bonus_pct}}% in bonuses to your account. Top up at the front desk with cash or card. Your balance doesn’t expire — top up once and spend it gradually.

Tournaments and events. We run tournaments on popular games every week. Registration is free, prizes are real — gaming peripherals, gaming time, merchandise. Schedule is posted in our Telegram channel {{club_telegram_channel}} — subscribe so you don’t miss anything.

Our Telegram channel. That’s where we announce promotions, tournaments and special offers. Subscribers hear about bonuses first. Join: {{club_telegram_channel}}

Any questions — get in touch, always happy to help. See you at the club!

{{club_name}}
{{club_address}}
{{club_phone}}

CTA: Book a seat today ({{booking_link}})

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Template 2 — Weekend Promotion

Sent Thursday evening (18:00–19:00) before a weekend promotion.

Subject: Saturday and Sunday — play 3 hours, pay for 2

Preheader: Offer runs this weekend only — book a seat in advance

Body:

Hi {{client_name}},

This Saturday and Sunday there’s a special offer running: play 3 hours — pay for 2. Valid from 10:00 to 18:00 both days. Great opportunity to try a new game or assemble a team for a long session.

How to redeem. Book a seat in advance by calling {{club_phone}} or messaging {{club_telegram}}. Tell the admin the code word “Weekend” at the desk — your third hour is free. Offer can’t be combined with other bonuses or discounts.

Also happening this weekend. Saturday at 15:00 we’re running a Valorant tournament — register at the club 30 minutes before start. Prize pool: gaming mouse, 10 hours of play, club merch. Free entry.

Seats are limited — weekends fill up fast. Book ahead to secure a convenient time slot.

See you at the club!

{{club_name}}
{{club_address}}
{{club_phone}}

CTA: Book a seat for the weekend ({{booking_link}})

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Template 3 — Client Birthday

Sent 3 days before the client’s birthday.

Subject: {{client_name}}, happy birthday — 3 hours on us!

Preheader: Come in any day within a week of your birthday and collect your gift

Body:

Hi {{client_name}},

Your birthday is in three days, and we’d love to make it a little better. We’re giving you 3 hours of gaming as a gift — come in any day within a week of your birthday and we’ll add them to your balance.

How to collect your gift. Show this email at the front desk or give us your phone number — we’ve already added the gift hours to your profile. They’re valid for 7 days after your birthday and expire if unused. Hours can’t be transferred to another person, but you can use them in parts — an hour today, two hours tomorrow.

Bring friends. Birthdays are better with company. If you bring a friend who’s never been to the club before — they’ll get 20% off their first 2 hours, and you’ll get an extra hour as a bonus. Stacks with your main gift.

Wishing you a great birthday and epic wins. Thanks for choosing {{club_name}}!

{{club_name}}
{{club_address}}
{{club_phone}}

CTA: Book a birthday seat ({{booking_link}})

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Template 4 — Winback for an Inactive Client

Sent to clients who haven’t visited in 45+ days.

Subject: We miss you, {{client_name}} — here are 2 hours on us

Preheader: Haven’t seen you in a while — come back and collect a bonus

Body:

Hi {{client_name}},

We noticed you haven’t been to {{club_name}} in a while — last visit was {{last_visit_date}}. We miss you and want to bring you back. We’re giving you 2 hours of gaming as a gift if you come in within two weeks.

What’s new since your last visit. We’ve upgraded the PC fleet — all machines now have RTX 4070, added 240Hz monitors. Launched a new tournament format on weekends — now you can win not just merch but real credit to your Steam account. And we finally sorted the ventilation — no more overheating in the hall even in summer.

How to collect the gift hours. Just come to the club within 14 days and give us your phone number at the desk. The admin will credit 2 hours to your balance immediately. Use them now or save for later — they don’t expire.

If you’ve decided to stop coming to our club or you’ve moved — that’s fine, no hard feelings. Just unsubscribe ({{unsubscribe_link}}) and we won’t bother you again.

{{club_name}}
{{club_address}}
{{club_phone}}

CTA: Book a seat and come back ({{booking_link}})

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Template 5 — Tournament Announcement

Sent 7 days before the tournament.

Subject: {{tournament_name}} tournament — registration is open

Preheader: {{tournament_date}} at {{tournament_time}}, prizes {{tournament_prizes}}, {{spots_left}} spots left

Body:

Hi {{client_name}},

On {{tournament_date}} at {{tournament_time}} we’re running a {{tournament_game}} tournament — {{tournament_name}}. Format {{tournament_format}}, free entry, real prizes. Registration is open now, {{spots_left}} of {{total_spots}} spots left.

Prize pool:
1st place — {{prize_1}}
2nd place — {{prize_2}}
3rd place — {{prize_3}}

Rules and format. The tournament runs in a {{tournament_format}} format. Team registration deadline: {{registration_deadline}}. All participants should arrive 30 minutes before start for check-in and equipment check. You can bring your own peripherals — or use ours.

How to register. Message {{club_telegram}} or call {{club_phone}}. You’ll need to provide your team roster (gamertags and phone numbers for all participants). Playing solo? Register anyway — we’ll match you with other solo players.

Stream and recording. The whole tournament will be streamed on our Twitch channel {{club_twitch}}. Post-tournament highlights go on our Telegram channel. If you want your game featured in the highlights — play well.

Thanks for entering. The more participants, the higher the intensity and the better the battles. Register and bring friends.

See you at the tournament!

{{club_name}}
{{club_address}}
{{club_phone}}

CTA: Register for the tournament ({{tournament_registration_link}})

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Template 6 — Tournament Results

Sent the day after the tournament to all registered participants.

Subject: {{tournament_name}} results — congratulations to the winners!

Preheader: Top 3, best moments, stream recording and photos

Body:

Hi {{client_name}},

Yesterday we ran the {{tournament_name}} — it was brilliant. Thanks to everyone who came, played and cheered. Here’s how it finished.

Final standings:
🥇 1st place — {{winner_1}} — {{prize_1}}
🥈 2nd place — {{winner_2}} — {{prize_2}}
🥉 3rd place — {{winner_3}} — {{prize_3}}

Full standings with all participants: {{tournament_results_link}}

Highlights and recording. Tournament highlights are on YouTube: {{tournament_video_link}}. Full stream recording on Twitch: {{tournament_stream_link}}. Photo album from the event: {{tournament_photos_link}} — save for the memories.

Next tournament. On {{next_tournament_date}} we’re running a {{next_tournament_game}} tournament. Format {{next_tournament_format}}, prize pool {{next_tournament_prize}}. Registration opens in a week — watch our Telegram channel {{club_telegram_channel}} for announcements.

Thanks again for taking part. If you’d like us to add a tournament for your favourite game — drop a comment or message an admin. We take suggestions when planning the calendar.

{{club_name}}
{{club_address}}
{{club_phone}}

CTA: Watch the tournament highlights ({{tournament_video_link}})

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Template 7 — Rate Change Notification

Sent 14 days before changes take effect.

Subject: Rate changes from {{new_tariff_date}} — what you need to know

Preheader: New prices, transition period, how to save

Body:

Hi {{client_name}},

From {{new_tariff_date}} we’re updating the rates at {{club_name}}. This is our first price change in {{years_since_last_change}}, and we want to explain why and how it affects you.

What’s changing. The hourly rate will increase from {{old_price}} to {{new_price}}. This is due to rising rental costs, equipment upgrades (all computers now have RTX 4070) and staff pay increases. We’ve held the old prices for {{years_since_last_change}} — keeping them without lowering quality is no longer possible.

Nothing changes for you until {{new_tariff_date}}. All hours on your balance purchased at the old price remain valid. If your balance currently shows 10 hours — it stays as 10 hours at the old price. Balance in currency is preserved too — you’ll spend it at the new rate, but the money doesn’t go anywhere.

How to save. If you’re planning to top up in the next month — do it before {{new_tariff_date}} and lock in hours at the old price. Top up from {{min_topup_for_bonus}} and earn {{bonus_pct}}% in bonuses — those bonuses are also calculated at the old rate. Balance and hours don’t expire, so you can buy now and spend over time.

Subscriptions and packages. All active subscriptions renew at the purchase price until they expire. A monthly subscription bought on the 15th May at the old price runs until 15th June under the old terms. New subscriptions from {{new_tariff_date}} will cost {{new_subscription_price}}.

We understand any price increase is unwelcome. Thanks for sticking with us — we’re continuing to invest in equipment and service so {{club_name}} stays the best club in the area.

Any questions — write and we’ll explain.

{{club_name}}
{{club_address}}
{{club_phone}}

CTA: Top up at the old price ({{topup_link}})

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Template 8 — Thank You for a Review

Sent within 24 hours of a client leaving a review on maps or social media.

Subject: Thanks for the review, {{client_name}} — here’s a bonus on us

Preheader: Your feedback matters — here’s 1 hour as a thank you

Body:

Hi {{client_name}},

Thanks for taking the time to leave a review about {{club_name}}. We read every single one and use them to get better. Your feedback genuinely helps — both for new clients choosing us, and for us understanding what to improve.

Bonus for your review. We’ve added 1 hour of gaming to your balance as a thank-you. The hour is already there — use it on your next visit. No expiry.

What we heard in your review. {{review_feedback_response}}. We’ve already {{action_taken}} and are planning {{future_action}} in the coming month. If you’d like to discuss the details or have anything to add — just reply to this email, the admin will see it.

Help friends find us. If you have friends looking for a good gaming club — show them your review or just tell them about us. For every friend you refer (who visits for the first time and mentions your name) we’ll give you +2 hours on your balance, and your friend gets 20% off their first 2 hours.

Thanks again. Reviews are the most honest feedback, and we appreciate you taking the time.

{{club_name}}
{{club_address}}
{{club_phone}}

CTA: Check your balance in your account ({{account_link}})

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How to Use These Templates

Replace all {{placeholders}} with your club’s real data before sending. Main variables:

• {{client_name}} — client name from profile
• {{club_name}} — your club’s name
• {{club_address}} — club address
• {{club_phone}} — booking phone
• {{club_telegram}} — Telegram contact handle (e.g. @yourclub_admin)
• {{club_telegram_channel}} — link to public club channel
• {{booking_link}} — booking form link
• {{tournament_name}}, {{tournament_date}}, {{tournament_game}} — tournament data
• {{promo_deadline}} — promotion deadline
• {{last_visit_date}} — client’s last visit date

IZI CRM automatically substitutes these variables when sending mass emails. If you’re using another email service — configure merge tags per that service’s documentation.

Test before sending. Send a test email to yourself and check: all variables substituted correctly, links work, text is readable on mobile. A typo in the subject or a broken CTA link destroys the effectiveness of an entire send.

Segment your list. Don’t send all emails to everyone. New clients — the welcome template. Inactive 45+ days — winback. Active regulars — tournament announcements and promotions. Correct segmentation increases open rates 2–3×.