Free template· 3 min read
First-session welcome email template
What to send after a new client books their first session. Reduces no-shows, sets expectations, and starts the relationship before you are ever in the room.
By Willow Practice Team
A short welcome email after the consultation but before the first session does three things: it confirms logistics, it reduces the small anxiety that produces no-shows, and it gently signals what kind of therapist you are.
Welcome email — fill-in template
Subject: Looking forward to our first session Hi [first name], I'm glad you reached out. This note is just to confirm a few details and answer the questions most people have before a first session. Logistics • Date and time: [date], [time], [time zone] • Location / link: [office address with parking notes, or telehealth link] • Length: 50 minutes • Fee: $[fee], due at the end of session — I'll send a card-on-file form to set up before then What to expect in our first session The first session is mostly listening. I will ask what brought you in now, a bit of background, and what you would want to be different by the time we wrap up our work. There is nothing you need to prepare or read in advance. Forms I have sent two short intake forms separately. They take about ten minutes. Please complete them before our first session if you can. Cancellation If something comes up, please let me know at least 24 hours in advance. After that I have to charge for the session — partly because I cannot fill the slot, and partly because that boundary is part of what makes the work sustainable for both of us. I'll see you on [day]. If anything else comes up before then, just reply here. Warmly, [Your name] [Credentials] [Practice name] [Phone] | [Website]
Why this works
Three things keep first-session no-show rates low: confirming time and place in writing, naming the cancellation policy without apology, and signaling that you are calm and prepared. This template does all three in under 200 words.
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