For independent gym owners, boutique studio operators, gym entrepreneurs, and personal trainers, closing a gym can feel like admitting defeat. But the reality is far more nuanced. Sometimes, closing your doors is a strategic decision—whether due to market changes, lease issues, financial constraints, or a shift in life priorities.
Several years ago, I was contracted by a company that had 12 gym locations they needed to close in a major metro area. Their top priority? Discretion. They didn’t want a media spectacle. No bad press. No panic among members. No disruption to other business ventures they had in play.
So we developed a systematic, professional approach to wind things down quietly, respectfully, and responsibly.
Here’s the step-by-step playbook we used to close those 12 gyms effectively—with dignity and minimal disruption.
Phase 1: Strategic Planning — Before the First Word Is Spoken
1. Start With a Confidential Exit Strategy
We began with tight confidentiality. Only essential personnel were brought into the loop at first—typically ownership, regional managers, and legal counsel.
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No rumors. No leaks.
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A plan was developed for each location, including member counts, staffing, lease obligations, vendor contracts, and equipment ownership.
Pro Tip: Use NDAs (Non-Disclosure Agreements) if needed to maintain confidentiality early on.
2. Map Out a Location-by-Location Timeline
Rather than shut down all 12 at once, we created a rolling timeline—a staggered plan where one location closed per week.
This:
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Prevented overwhelm
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Gave members and staff more time to react
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Allowed us to test messaging and operations at each step
Phase 2: Internal Communication — Tell Staff First, With Empathy and Clarity
3. Hold One-on-One or Small Group Meetings
No mass email. No signs on the wall. Every employee deserved a personal conversation.
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Be honest. Be respectful. Acknowledge their contributions.
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Offer what support you can (references, severance if available, career help, job placements at other gyms).
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Provide written instructions on timelines, final pay, benefits, and expectations.
Pro Tip: Train your managers to deliver these conversations professionally—don’t let emotion or panic take over.
Phase 3: Member Communication — Graceful, Clear, and Controlled
4. Notify Members With a Carefully Worded Letter or Email
Here’s what our messaging always included:
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A sincere thank-you
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A clear date of closure
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Instructions on billing (especially how to stop auto-pay)
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Refund info, if applicable
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Options for transitioning to other locations (if available)
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A phone number or email for questions
Key: Keep the tone grateful and respectful, not apologetic or defensive. Focus on the journey you’ve shared and the value you’ve tried to deliver.
Phase 4: Operational Shutdown — The Logistics of Closing Right
5. Stop the Billing Process Immediately
Nothing will create more anger than a member being billed after your gym is closed. We:
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Stopped EFTs 30 days out
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Refunded any pre-paid services
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Provided billing receipts on request
6. Handle Equipment, Leases, and Vendors
This was a big one with 12 locations.
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Sell or liquidate equipment: We listed online, contacted brokers, and sold to other gyms.
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Negotiate lease terminations: Some landlords worked with us, others didn’t. But early communication gave us leverage.
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Cancel vendor contracts: Water delivery, towel service, cleaning crews, supplements—every auto-renew needed to be stopped.
Phase 5: The Final Days — Exiting With Dignity
7. Keep the Doors Open Until the Final Day
One of the worst things you can do is shut the doors prematurely and leave members with no closure. We always:
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Staffed the club until the last day
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Kept the facility clean and operational
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Maintained professionalism throughout
8. Have a Presence On-Site
In every club we closed, someone from leadership was present. Not just front desk or floor staff.
This:
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Showed respect
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Helped diffuse tension
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Allowed us to answer questions directly
Phase 6: Post-Closure — Tie Up Loose Ends
9. Send a Final Thank-You
We sent a final communication to all former members and staff:
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Thanking them
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Reiterating how to get in touch
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Providing links to surveys or next steps (especially if owners were pivoting to something new)
10. Guard Your Online Reputation
We monitored review sites and social media closely.
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If negative comments came in, we replied calmly and professionally.
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If people posted support or thanks, we acknowledged it publicly.
Why? Because your brand doesn’t end just because your doors do.
Lessons From Closing 12 Locations
Here’s what I learned firsthand:
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Appreciation goes a long way—with staff, members, and vendors.
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Communication is everything. Silence breeds fear. Transparency builds trust.
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You can close with integrity. It doesn’t have to be a scandal. It doesn’t have to be messy.
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Every ending is the start of something new.
For that company, closing 12 gyms opened the door for a rebrand, a digital fitness platform, and new capital allocation.
Final Thoughts
If you’re facing the difficult decision of closing your gym, you are not alone—and you are not a failure. Businesses have lifecycles. Owners change priorities. Markets evolve.
The key is to handle the exit like a pro: respectfully, strategically, and with empathy.
If you need help with your gym closure—whether it’s shutting down one location or a dozen—I’ve walked that road. I can help you do it the right way.
Because in the fitness industry, our reputation doesn’t stop at the last sale.
It carries forward—with every member, every employee, and every decision we make.
Need help building systems, improving your facility, or turning around your gym business? Contact Jim here.
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Meet Jim Thomas
Jim Thomas is the Founder and President of Fitness Management USA, Inc., a premier management consulting, turnaround, financing, and brokerage firm specializing in the leisure services industry. With over 25 years of hands-on experience owning, operating, and managing fitness facilities of all sizes, Jim is an outsourced CEO, turnaround expert, and author who delivers actionable strategies that drive results. Whether it’s improving gym sales, fostering teamwork, or refining marketing approaches, Jim has the expertise to help your business thrive. Learn more by visiting his website or YouTube channel
