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In long-running or limited-seat programs, rotating members in and out of coaching seats helps more employees access development opportunities. Below are two plug-and-play templates to guide smooth transitions for both outgoing and incoming participants.
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Audience: Participants completing their time in the program
Purpose: Signal the conclusion of their coaching, offer closure, and encourage reflection
<aside> 📩 Subject: Wrapping Up Your Mento Coaching Journey
Hi [Name],
As a reminder, your Mento coaching engagement will wrap up on [Month, Date, Year].
Over your time in the program, you’ve had space to grow, reflect, and gain clarity — and we’re so glad you’ve been part of it. As you head into your final sessions, here are a few prompts to help you finish strong:
We’ll follow up with a short feedback survey in the coming weeks — your reflections help us improve and shape the future of the program.
Thanks again for being part of this experience — and feel free to reach out with any questions.
Best,
[Your Name]
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Audience: New participant taking over an open spot in the current cohort
Purpose: Welcome them into the program and set expectations for a fresh start
<aside> 📩 Subject: Welcome to Coaching – Let’s Get You Started
Hi [Name],
Welcome! I’m excited to let you know that you’ve been added to our coaching program, which will run through [Month, Year].
While you're stepping into an open seat mid-program, this is your coaching experience — we’ll treat it as a fresh start tailored to your growth and leadership goals.
✅ Here’s how to get started:
Once matched, you’ll meet with your coach for regular sessions (typically 45 minutes every other week).
If you have any questions or would like to discuss what you're hoping to get out of coaching, just reply here — I’m here to help support you along the way.
Looking forward to seeing what you’ll discover through this process!
Best,
[Your Name]
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