Ready-to-Use Templates
Copy these templates and customize them for your needs. Each includes HTML and plain text versions.
Welcome to {{practiceName}} — next steps before your first session
Your intake is complete. Here's what to expect at your first appointment.
Reminder: Your session is tomorrow at {{sessionTime}}
A gentle reminder about your appointment at {{practiceName}}.
A resource I thought might help — {{resourceTitle}}
{{therapistName}} shared something that relates to what you've been working on.
Checking in, {{firstName}}
Just a quick note from {{therapistName}} — no pressure, just checking in.
Best Practices
Never reference session content, diagnoses, or treatment details in any email
Sign emails from the therapist's name to maintain the personal therapeutic relationship
Include a confidentiality notice in the footer of every email
Keep re-engagement emails pressure-free — therapy requires client agency
Use warm, empathetic language that reflects how you communicate in session
Include the practice phone number for clients who prefer to call
Common Mistakes
Including any details about what was discussed in sessions — HIPAA violation risk
Being pushy in re-engagement emails — clients must feel in control of their therapy
Using overly clinical language that feels cold or detached
Sending too many follow-up emails to inactive clients
Including the practice street address in emails if clients prefer privacy about where they go for therapy
Subject Line Examples
Timing & Performance
Personalization Tips
The Sensitivity That Therapy Emails Require
Therapy email communication sits at the intersection of healthcare compliance and emotional intelligence. Every email must be HIPAA-compliant while also reflecting the warmth and trust of the therapeutic relationship. The key principle: keep administrative content in emails and therapeutic content in sessions.
Why One Re-engagement Email Is Enough
In most industries, a multi-email re-engagement sequence makes sense. In therapy, it doesn't. Clients who step away from therapy are making a personal decision that deserves respect. A single gentle check-in says "I'm here for you" without saying "You should be here." If they're ready to come back, that one email is all they need.
Building Trust Before the First Session
The intake welcome email does more than share logistics — it sets the tone for the entire therapeutic relationship. By explaining what to expect, acknowledging the courage it takes to start therapy, and using warm language, you reduce first-session anxiety and establish yourself as a safe, supportive presence before the client ever walks through your door.
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Sequenzy helps SaaS founders create automated email sequences that convert. From onboarding to retention - all in one platform.
Frequently Asked Questions
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