Ready-to-Use Templates
Copy these templates and customize them for your needs. Each includes HTML and plain text versions.
Thank you for visiting {{facilityName}}, {{familyContactName}}
A summary of what we discussed, answers to common questions, and your next step.
Welcome to {{facilityName}}, {{residentName}} — we're so glad you're here
Everything you need for a smooth first week: contacts, schedule, and how to stay connected.
{{residentName}}'s weekly update from {{facilityName}}
What {{residentName}} has been up to this week, upcoming activities, and a wellness snapshot.
{{residentName}}'s care plan review — {{reviewDate}}
Details about the upcoming care plan review, what will be discussed, and how to participate.
Best Practices
Follow up within 2 hours of a tour — families are evaluating multiple facilities
Use warm, compassionate language — avoid clinical or corporate tone
Include care team contact information so families always know who to call
Send regular activity updates even when there's nothing unusual to report
Offer remote participation options for care plan reviews
Always address the family member by name, not 'family of resident'
Common Mistakes
Waiting days to follow up after a facility tour
Using overly clinical language that feels cold or institutional
Not providing direct contact information for the care team
Sending generic facility newsletters instead of personalized resident updates
Forgetting to offer video call options for distant family members
Making care plan reviews feel like administrative requirements instead of collaborative conversations
Subject Line Examples
Timing & Performance
Personalization Tips
Choosing and entrusting a loved one's care to a facility is one of the most emotional decisions families face. Every email from your facility either builds trust or erodes it. These templates help you communicate with the warmth, transparency, and professionalism that families need at every stage of the journey.
The inquiry follow-up captures families during their most active research phase with a personal summary and clear next steps. The move-in welcome eases the transition with care team introductions, schedules, and a family portal link. Weekly activity updates keep distant family members connected with highlights, wellness snapshots, and caregiver notes that feel personal rather than institutional.
Care plan reviews are opportunities to deepen family trust through transparency. By notifying families in advance with clear agendas and remote participation options, you show that their involvement matters. Sequenzy automates the entire communication lifecycle so your staff can focus on what they do best — caring for residents.
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Frequently Asked Questions
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