How Should I Email My New Potential Clients or Patients?

Email Marketing, Amanda BrazelThis is a question I often hear from my clients as well other business owners that I speak to, so I thought I would take the time this week to introduce a nice script that you are more then welcome to use for your own.

Taking the time to write emails is time consuming and can lead to just sending over quick one liners, which does not lead to good marketing for your business. Therefore I recommend having a script that you can cut and paste.  With that said, I also believe you should ALWAYS personalize the email a bit to each person that emails you.

So, here is the script that I recently created for several clients. I hope you find it helpful. Feel free to take the mold and then make it your own for your specific business.



Thank you for reaching out to Chapel Hill Psychotherapy.

We are happy to give you more information about our practice as well as schedule an appointment should you decide to do so.

First and foremost you will find that our therapists are caring, down to earth and very comfortable to work with.

All of our patients are seen on time and we have scheduling availabilities on Saturdays if you are unable to be seen during regular business hours.

Our waiting room is very homey, comfortable and has complimentary beverages for you to enjoy before your session. There is even a space for your child to play in the event you need to bring him or her with you.

Like many private practices we are out-of-network, which means that when you come to see your therapist you pay the amount due at your appointment. From there if you like, we will provide you with a claim for your insurance carrier and depending upon your benefits you may receive a partial reimbursement for your appointment. Again there are many factors that play into your reimbursement for services. We suggest that you educate yourself on what your plan is. Many times you must meet a deductible before benefits are activated.

The initial appointment is a full hour and your investment is $150. From there you may want to continue with a one-hour appointment for $165 or you can choose a 45-minute appointment for $125. The choice is up to you.

Our specialties are in:

  • Grief
  • Anxiety
  • Addiction
  • Depression
  • Couples Therapy
  • Relationship Issues
  • Behavioral Concerns
  • Premarital Counseling
  • Binge Eating Disorder
  • Trauma, Abuse, & PTSD
  • Psychoeducational Assessment
  • Alcohol and Substance Use Treatment

Our first available one-hour appointment is on _________________________ or I have some other times at __________________________ and ________________________.  Please let me know which time works best for you.

We are also always open to speaking on the phone before you come in or to schedule your appointment. Please feel free to contact us at our Durham office at 919-555-5555 or our Cary office at 919-555-5555. If you’d like to speak on the phone first, please feel free to let us know some times that work best for you, so our therapist is available to speak with you.

Thank you again for reaching out to Chapel Hill Psychotherapy. We’d love the opportunity to work with you. What would be a good time for you to begin?

***A few key points…always remember to HIGHLIGHT YOUR BENEFITS of working with you and end your email with a question. (They will feel like they need to answer you.) 

If you have any questions about your specific business, please feel free to reach out to me. I am always here to help.


Cheers, Love and Success,

Amanda Brazel


Amanda Brazel | Digital Media Marketing Done For You