First-Touch Response
Email Template Preview
When you compose an email, you can start with a template, like this one:
[Subject line]: About your inquiry
Hi [Name],
Thank you for contacting [Practice Name]. We are pleased that you are considering our services for your mental health needs.
At [Practice Name], we aim to [describe your mission or approach to mental health care]. We specialize in [range of therapeutic approaches] to meet your unique needs.
We are currently taking on new clients. If you’re ready to make an appointment, use our booking form [website URL] or call us at [phone number].
Frequently Asked Questions:
- How long are the sessions? Standard therapy sessions typically last [duration].
- What are your fees and payment options? Our session fees are [fee amount], and we accept [list payment methods, e.g., credit/debit cards, checks, insurance plans]. If you have any questions about fees or insurance, please let us know, and we will be happy to assist you.
- What is your cancellation policy? We kindly ask for at least [X] hours' notice if you need to cancel or reschedule your appointment to avoid any cancellation fees. This allows us to offer the appointment slot to another client in need.
If you still have questions, don’t hesitate to call us or reply to this email.
We’re looking forward to working with you!
Sincerely,
[Name]
[Title]
[Address]
[Phone]
[Website]
Quick facts about this email
Who it's for:
- Therapists
- Counselors
- Psychologists
- Psychiatrists
- Behavioral health practices
Why use it:
- Respond quickly to new client inquiries
- Answer common questions in advance to reduce back-and-forth
- Encourage booking with clear next steps
- Build trust by outlining your approach, availability, and policies
When to use it:
- After receiving an inquiry
- In response to a referral
You don't have to rethink it each time.
You've already decided how to approach a sensitive topic, like reminders about an unpaid invoice.
You're saving time because you don't have to type everything all over.
You don't have to copy-paste from an old email and worry about accidentally including another client's personal details.
You don't have to save your templates separately in Google Docs or Word.
