Email 5: Preparing for the First Session – Sending Measures and Setting Up for Success
On the day of the first session, I send the final preparation email to the new client ensuring they feel prepared and confident as they begin their therapy journey. This email helps establish a clear structure, sets expectations and encourages the client to spend some time reflecting by completing the clinical measures. Fostering an organised, professional environment that allows both you and your client to get the most out of the first therapy session.
What the Final Email Include?
Measures or Forms: If you use assessment tools, intake questionnaires, or standard forms like GAD-7 or PHQ-9, this is the time to send them. These measures help you gauge where the client is emotionally or mentally and provide a baseline for your work together. By sending them in advance, you ensure that valuable session time can be spent on the therapeutic conversation rather than paperwork. Copy the measures and scoring below.
Session Prep: Include a reminder about the session time, location (whether in-person or online), and any technical information like how to log in if the session is virtual. This ensures the client knows exactly what to expect and can focus on the session itself rather than logistical details.
Encouragement: A personal touch goes a long way. Including a short, positive note of encouragement helps reassure the client that they are taking an important and brave step toward improving their mental health. This can alleviate any nervousness and show them they are supported from the start.
The Benefits of Following the Onboarding Process
This final email ties up the intake process in a clear, professional, and supportive way. It sets the tone for the relationship, ensuring both you and the client feel prepared and organised. By establishing this structure early, you demonstrate reliability and professionalism while also providing the client with reassurance that they are in good hands.
Structuring these emails thoughtfully helps you:
Build trust from the outset
Establish clear boundaries and expectations
Ensure clients are prepared, reducing time spent on administrative matters during sessions
Promote client engagement and commitment to the therapeutic process
As you develop your own approach to onboarding clients, consider using these emails as a framework for communicating effectively and smoothly.
