Following on from the first email I send to a new enquiry
How I Follow Up
Once a client replies to your initial email and completes the initial contact form (see the template in the above post), the next step is following up with a detailed and informative email that covers the logistics of working together. As therapists, it's important to create a smooth and professional client onboarding experience that sets clear expectations, reduces any anxiety, and helps clients feel comfortable and prepared.
Here’s a step-by-step breakdown of how I handle the follow-up email, which you can adapt for your own practice:
1. Provide Appointment Options
To make scheduling simple, I offer the client a few appointment times to choose from. I’ve found that offering a range of options reduces back-and-forth emails and allows clients to feel more in control of their scheduling. This is especially helpful for busy clients
2. Outline Session Duration
I make sure clients know exactly how long their sessions will be. This gives them a chance to plan around their other commitments and avoid any misunderstandings about timeframes.
3. Link to a ‘What to Expect’ Blog Post
First sessions can be nerve-wracking for new clients, so I like to link to a blog post I’ve written about what to expect during the first therapy session Blog Post - What to Expect in your First Therapy Session. This not only helps ease their concerns but also shows that I’m thinking about their comfort and preparedness from the beginning.
4. Go Over Cancellation Policies
Setting boundaries early is key to a smooth therapeutic relationship. I always make sure to repeat my cancellation policy, even if I’ve mentioned it in the initial email. This ensures that clients understand the importance of providing notice and prevents misunderstandings later. Copy and paste the cancellation policy below in this post.
5. Give Pricing Reminder
It’s helpful to remind clients of your pricing structure to avoid any confusion when it comes to payment. Transparency in your rates reinforces trust and shows that you run a professional and organised practice. If you are like me and hate talking about money this is a great way to minimise money conversations. Need more support around pricing - Read this ……
By sending a follow-up email that covers these points, you set the tone for a professional and structured therapy experience. Clients appreciate the clarity and professionalism, which helps foster trust from the start.
Template Letter: Follow-Up Email for Therapists (Available Under Paywall)
Below is a copy-and-paste email template that you can use after a client completes your initial contact form. Feel free to customize this to suit your practice! Subscribe here to gain access
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