Welcome Email to New Clients
Email Template Preview
When you compose an email, you can start with a template, like this one:
[Subject line]: Preparing for your first session
Hi [Client’s Name],
We are delighted to welcome you to [Practice Name]. Your first therapy session is scheduled for [date] at [time], and we want to ensure you feel prepared and comfortable as you begin this important journey with us.
Before your appointment, we need to know more about you and your reasons for working with us. Please consider any important goals, events, and dates to discuss beforehand.
I am attaching our intake form(s). Please complete these forms before your session to make the most out of your appointment. This information also helps us better understand your history and current situation.
Our office address is [address], and parking is available [description]. We're also conveniently close to public transit routes [X, X, X].
We recommend arriving 10-15 minutes early to complete any remaining paperwork and to settle in before your session begins.
If you need to reschedule or cancel, please call us at [phone number] at least [X] hours before your appointment to avoid a fee of $[X].
We accept payment by [X], [X], [X], and also take [X insurance].
If you have any questions, don't hesitate to reach out or visit our website [website URL] for additional information about our practice and services.
We are here to support you every step of the way and look forward to working with you. We are honored to be a part of your mental health journey.
Sincerely,
[Name]
[Title]
[Address]
[Phone]
[Website]
[Attachment: Intake forms]
Quick facts about this email
Who it's for:
- Therapists
- Counselors
- Psychologists
- Psychiatrists
- Behavioral health practices
Why use it:
- Save admin work by having clients fill out intake forms in advance
- Reduce no-shows and last-minute confusion
- Help clients feel confident and prepared before their first session
- Save time by answering common questions in advance
When to use it:
- After a new client books an appointment
- Before their first visit or telehealth session
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.
