The Only 6 Emails You’ll Need to Write As a Private Practice Therapist
Spending hours writing and rewriting emails to your current (or potential) clients is not a good use of your time!
You are a master at making people feel safe, seen, and heard. You deliver insight and coping tools that change people’s lives. You do not specialize in email correspondence.
So, we’ve taken the guesswork out of client emails for you.
Here are the only six email templates you’ll need in your therapy private practice.
Therapist introduction email to client
Hi (Insert Client Name),
Thanks so much for reaching out. It sounds like what you are going through would be a great fit for therapy, and I’d be happy to support you. I offer free, 15-minute consultation calls where you can learn a bit more about my practice. I'll ask a few questions about what's going on for you, and from there, we'll talk about the next steps of working together. If we're not a good fit for therapy, I'll be sure to connect you with the right support.
Looking forward to connecting soon,
YOUR NAME
How do I respond to late cancellations?
First, it’s important to have clear cancellation policies from the get-go.
We advise you to implement at least a 24-hour cancellation policy. Have clients sign an agreement with your intake paperwork and reiterate it to them during the intake session. If a cancellation happens, clients will probably understand the no-show policy and respect your boundaries if they are prepped about the policy beforehand.
Here’s a quick and easy response to a late cancellation email (based on a 24-hour cancellation policy).
How to respond when a client late cancels:
Hi (Insert Client Name),
Thanks so much for getting in touch and letting me know. As per my 24-hour cancellation policy, you will be charged the full fee for this session. I’d be happy to discuss this during our next session on ____.
Looking forward to connecting then,
YOUR NAME
How do you respond to a therapy inquiry email?
If you are wondering how to respond to a client seeking therapy, wonder no more! This email response is pretty straightforward.
If they are a good fit, respond and schedule a consult call.
If they aren’t a good fit, respond and, if appropriate, refer out.
Responding to a new client inquiry that’s a good fit
Hi (Insert Name),
Thanks so much for reaching out. I’d love to learn more about what you are looking for and tell you a bit more about my practice. You can schedule a consult call here*.
Looking forward to connecting soon,
YOUR NAME
*Link to the scheduling system. Julie recommends using Calendly for consult calls and Sessions Health for scheduling with clients. Why Calendly and not Simple Practice? Calendly links to Google Calendar and, in general, is just a lot easier to update than an EHR.
Consult calls are quick (generally 15 minutes), and with Calendly, you have more flexibility in when you offer them without needing to update constantly.
Responding to a new client inquiry that’s not a good fit
Hi (Insert Name),
Thanks so much for reaching out. It sounds like what you are going through is really challenging. I’m so proud of you for taking the first step to reach out for support. Unfortunately, I don’t work with ____ in my practice. If you are looking for someone who specializes in ____, I’d recommend reaching out to the following therapists in our community. They are wonderful and would surely be able to support you.
(List 2-3 referrals)
Wishing you the best of luck as you find the right fit,
YOUR NAME
Providing additional referrals is a personal preference and only a recommendation, not a requirement.
This is not only good customer service but also kind. If you have a solid referral list, it really won’t take that long to provide other therapists’ names.
Plus, you never know what this person will say to their friends/colleagues/family/google about your practice. While they might not be the right fit for you, someone else they know might be.
New client inquiry - practice is full
Option 1:
Hi (Insert Name),
Thanks so much for reaching out. Unfortunately, my practice is full, and I won’t be available until _______. If you would like to be added to my waitlist and contacted when a spot opens up, I’d be happy to connect then.
Take care,
YOUR NAME
Option 2:
Hi ____,
Thanks so much for reaching out. Unfortunately, my practice is full and I’m not accepting new clients at this time. Here are a few therapists with availability that would be excellent fits to work with you!
(List 2-3 therapists*)
Best,
YOUR NAME
*Again, great networking opportunity! Connect with other therapists and let them know you’ll be referring to them. Perhaps you have a peer consult group, and you rotate referrals of the group members. Community is key. How do you write a networking email?
Networking doesn’t have to be scary. As therapists, you already know how to connect, be curious, and make people feel warm and welcomed. Use these professional skills to reach out to your community. Here’s how to start:
What to say in an email for networking
Hi there,
I’m a therapist in private practice specializing in [INSERT SPECIALITY]. I’m looking for psychiatrist referrals for my clients and have heard great things about your practice. I’d love to connect and learn more about your services and the best way to send clients your way. You can schedule a virtual “coffee chat” with me here [LINK TO CALENDLY].
Looking forward to connecting with you soon,
[YOUR NAME]
Use these six email templates as a jumping-off point. If you’d like access to all these templates, plus more, you can download them using the link below.
Remember to include your practice policies, your scheduling system, and your tone of voice. Clients are reaching out to work with YOU, so use email as a warm starting point.
Copy and paste the responses into the appropriate emails once the texts are written in your tone of voice. Continue to update them and improve your system as your practice evolves with you.
Now, get out there and work your magic!
More notes on private practice:
Julie Goldberg is a licensed therapist and the founder of Third Nature Therapy. Her practice focuses on helping individuals better understand their inner world, befriend their nervous system (instead of working against it), and navigate changing relationships. She offers somatic therapy, EMDR intensives, and Ketamine-Assisted Psychotherapy in Brooklyn, NY.