While most coworking operators focus primarily on marketing-focused email campaigns (after all, these are incredibly powerful), non-marketing emails are equally valuable.

Rather than soliciting new member sign-ups, these non-marketing emails help ensure members feel valued, enhance their experience, and support retention. 

Best of all, these emails can easily be automated to put your efforts on autopilot. 

Why Non-Marketing Emails Matter

Non-marketing emails create meaningful touchpoints throughout the member lifecycle, enhancing the experience and reinforcing their connection to your coworking space. These emails can:

• Build Member Loyalty: They make members feel valued and supported.
• Streamline Communication: Automating non-marketing emails ensures that no member slips through the cracks, no matter how busy your space gets.
• Improve Retention: By maintaining a consistent, personalized relationship, members are more likely to stay long-term.

4 Types of Non-Marketing Automated Emails You Should Be Sending

So, what types of non-marketing emails can help boost your business? To get you started, we’ve listed three ideas below—complete with templates you can use to get started. 

1. Member Onboarding Email

The onboarding process is one of the most important touchpoints for a new member. And a single, well-crafted onboarding email can set the stage for a positive experience, making sure new members feel welcome and informed from day one. 

This is a one-time email that provides everything they need to get started without overwhelming them with unnecessary details.

What to Include in a One-Off Onboarding Email

Your onboarding email should be a personal, welcoming message that includes all the essential information your new member needs to hit the ground running. 

This email can also provide recommendations and insights that showcase your local knowledge and help enhance your new member’s overall workday experience. 

It can include things like: 

• WiFi Instructions: Clear steps on how to connect to the internet.
• Building Access: Any keycodes, access cards, or times of availability they need to know.
• Technology and Apps: Instructions for using booking systems, community apps, or any other software specific to your space.
• Amenities Access: Information about kitchen facilities, lounges, or shared areas.
• Meeting Room Booking: How to reserve meeting rooms or conference spaces.
• Printer/Scanner Access: Steps to use printers, scanners, or other office tech.
• Hours of Operation: When the space is open or if 24/7 access is available.
• House Rules: Any guidelines for noise, guests, or shared space etiquette.
• Nearby Restaurants and Coffee Shops: Recommendations for places to grab coffee or lunch nearby.
• Parking and Transit: Information on parking options and nearby transit routes.

Example Onboarding Email

Here’s an example of how you might structure the onboarding email:

Subject: Welcome to [Your Coworking Space]—Here’s Everything You Need to Get Started!

Body: 

Hi [Name],

Welcome to [Your Coworking Space]—we’re so excited to have you as part of our community! We can’t wait for you to experience everything our space has to offer, and we’re here to make your transition as smooth as possible.

Below, you’ll find all the key information you need to get started:

• WiFi: Connect to the network "[Network Name]" using the password "[Password]."
• Building Access: You’ll need the keycard provided at reception to enter the building. Our space is open 24/7 for members, so feel free to work on your schedule!
• Booking Meeting Rooms: Need a private space for a meeting? You can reserve rooms through our [App Name] app. Just log in and book at your convenience.
• Printers & Scanners: You can find the printer and scanner on the second floor, near the lounge area. Instructions for setup are posted next to the machines.
• Amenities: Make yourself at home in our shared kitchen—free coffee and tea are available all day. Don’t forget to check out our lounge for breaks or casual meetings.
• Nearby Eats: If you’re looking for a quick bite, we recommend [Restaurant 1], [Restaurant 2], or [Coffee Shop] just around the corner.
• Parking & Transit: We offer parking in the lot behind the building. If you’re taking public transit, [Transit Option] stops right nearby.

If you have any questions or need help, feel free to reach out to our community manager at [Contact Info].

We’re thrilled to have you with us, and we can’t wait to see you around the space!

Best,

[Your Name]

Why It Works

This onboarding email strikes the perfect balance between being welcoming and informative. It gives new members everything they need in one place without overwhelming them with unnecessary details. The tone is friendly and personal, making the member feel valued while the content ensures they can get started without any confusion.

How to Set This Email Up

In your CRM or email marketing platform, you can implement this email as a sequence and then set a trigger that distributes the email as soon as the contact’s status changes (for example, from “Open Lead” to “Closed Lead,” “Converted Lead,” or “Member”). This will depend on how your pipeline is set up. 

2. Google Reviews & Testimonials Solicitation: Building Credibility

After a member has settled into your coworking space, soliciting reviews and testimonials is an effective way to build social proof that you can use in a variety of ways. 

Google Reviews, in particular, are vital for improving your local SEO and attracting new members. 

Automating review requests ensures that this important task doesn’t get lost in the shuffle.

How to Automate Review Requests

There are a few different ways you can automate this email.

Post-Onboarding Review Request 

After a new member has had time to settle in—say, 30 days or so—send them a polite request for a Google Review. 

This not only helps you gather feedback but also boosts your visibility for local searches.

Example Review Request Email

Here’s an example of how you might structure this email.

Subject Line: Are You Enjoying Your Experience at [SPACE]?

Body: 

Hi [Name],

We hope you’re enjoying your time at [Your Coworking Space]! 

Now that you’ve been here for a little while, we’d love to hear your feedback. 

If you have one minute to spare, would you be willing to leave us a quick review on Google? 

Your thoughts help us improve and allow others to find the perfect workspace. You can leave your review here: [Insert GMB Link].

Thanks so much for being a part of our community!

Best,

[Your Name]

Post-Meeting/Event Review Request 

For members or visitors who’ve booked a meeting room or event space, send a follow-up email to ask for a review. Ideally, this would be 24 to 48 hours after the fact. 

Example Post-Meeting/Event Review Request Email

Here’s an example of how you might structure this email.

Subject Line: How Was Your Gathering at [SPACE]?

Body: 

Hi [Name],

Thanks for hosting your [meeting/event] at [Your Coworking Space]! 

We hope everything went smoothly. If you have a moment, we’d love for you to share your experience with us on Google—your feedback helps us continue improving. 

You can leave a review here: [Insert GMB Link].

Thank you for your time, and we look forward to seeing you again!

Best,

[Your Name]

How to Set These Emails Up

In your CRM or email marketing platform, you can set up simple triggers that distribute emails at the appropriate moments. 

3. Member Feedback Surveys: Gaining Insights for Continuous Improvement

Automated feedback surveys help you gather insights into what’s working well and what could be improved. 

Regularly checking in with your members, whether through post-onboarding surveys or quarterly satisfaction surveys, helps ensure that you’re constantly evolving and meeting their needs.

The simplest place to start is with a quarterly satisfaction survey. 

Checking in with members periodically helps ensure they remain satisfied with the space and allows you to address any issues early on. It also gives you a temperature check on what you can think about improving over time or what your members love most about your space (and that you can market to prospective members down the line.

Example Member Feedback Survey Email

Here’s an example of how you might structure this email.

Subject Line: Will you share your feedback with us? 

Body Copy: 

Hi [NAME],

First and foremost, thank you for being a [SPACE] member.

Every quarter, we reach out to get your thoughts, feedback, and opinions on what we’re doing right, what we could do better, and how we can make your experience even better. 

Do you have 90 seconds to spare to complete our Member Feedback Survey [hyperlink to your survey]? If so, we’d be incredibly grateful. 

Thanks again,

[Your Name]

How to Set This Email Up

The good news is that the automation element of this email is very easy to set up. You simply set it up as a template and schedule it to deploy every 90 days.

However, in order to make this work well, you need a bit of a system in place to:

1. Make it simple and streamlined for members so that they’ll actually do it
2. Organized and efficient so you can track, review, and utilize the data you receive

Here’s how we do it at Talemaker.

We set up a Google Form that has a variety of member engagement-focused questions. We’ll save you the time of making one up—here’s a template you can use. Just make sure to select “Make a Copy” and save this form to your own Google Drive.

Under the “Responses” tab, we link our clients’ form to Google Sheets so that all responses automatically populate into one centralized location.

This way, you can send out your engagement survey and it will be easy for your members and simple for you as well. 

4. Personalized Touchpoints

These are a bit trickier to execute because they rely on you having a solid amount of information about each of your members—whether it’s information you picked up during sign-up or things your attentive community management team has noticed and flagged in your CRM.

However, if you can pull them off, automated emails with personalized touches can be massively impactful.

Think about things like:

• Birthdays, anniversaries, or other milestones
• Membership anniversaries
• Seasonal well-wishes and timely notes

Non-marketing emails are the backbone of member relationships in coworking spaces. From a well-crafted onboarding email to automated feedback requests and milestone celebrations, these emails help create a positive, lasting impression on your members.

By automating these touchpoints, you ensure that every member feels supported and valued without adding to your workload.

Now that you’ve mastered non-marketing emails, it’s time to dive deeper into lead nurturing, welcome series, and re-engagement campaigns. These advanced techniques will ensure your emails guide leads through every stage of the funnel.

Want to dive deeper into email marketing? Download our free course: Email Marketing Fundamentals for Coworking Spaces.

Or, if you're looking for help in using email marketing to grow your coworking business, book a free consultation with us today.