Business Advice for Counsellors

5 Tips for Writing the Perfect New Client Email Response

By Simon Roberts @ Copy Champions

As a therapist or counsellor, writing the right email response to a potential new client is essential. This initial exchange sets the tone for your future therapeutic relationship and can make the difference between a one-time enquiry and a long-term counselling client.

To help you make the best first impression, here are five tips for writing a warm, informative, and engaging new client email response:

Woman smiles sat at her computer

1. Thank them for reaching out

The first step in creating a welcoming client email is to express your gratitude for their enquiry. Acknowledging the courage it takes to seek therapy and the effort they put into contacting you helps establish a positive, empathetic tone from the start. 

Begin with a sincere statement like, "Thank you so much for your email and for considering me as a potential therapist. I appreciate you taking the brave step of reaching out for support." 

Demonstrating your understanding and appreciation can help put them at ease and make them more receptive to the rest of your message.

Woman holds up a brown cardboard speech bubble stating "Empathy"

2. Validate their concerns

After thanking them, take a moment to reflect on the main concerns or challenges they mentioned in their initial email. This shows that you've read their message carefully and understand their needs. Validating their experiences helps them feel heard and understood, which is crucial for building trust and rapport. 

For instance, you might say something like, "I hear that you've been struggling with intense anxiety, and it's been taking a toll on your work performance and personal relationships. That must be really difficult to manage, and I'm glad you're reaching out for support." 

By mirroring their language and acknowledging their feelings, you create a sense of empathy and understanding that lays the foundation for a good future therapeutic relationship.

Office desk laid with a succulent plant, clock, keyboard, CV and pen.

3. Provide some helpful information

Once you've established a warm and empathetic tone, it's time to share some information about your qualifications, experience, and approach. This is your opportunity to demonstrate your expertise and show how you can help address their specific concerns. Briefly mention your relevant credentials, such as your professional qualifications, certifications and any specialised training you've completed. Describe your therapeutic style and the methods you typically use to help clients with similar issues. 

For example, you might say, "As a licensed cognitive-behavioural therapist with over 4 years of experience, I specialise in helping clients manage anxiety using evidence-based techniques like mindfulness, exposure therapy, and cognitive restructuring. I've found these approaches to be highly effective in reducing symptoms and improving overall well-being." If you have a website or social media profile with more detailed information, be sure to include a link so they can learn more about you and your practice.

Close up of a therapy planner

4. Invite them to a consultation

After providing some background information, it's important to end your email with a clear call-to-action. Invite the potential client to schedule an initial consultation, either by phone, video call or in person, depending on your preference and availability. This consultation is an opportunity for you both to ask questions, discuss expectations, and determine if you're a good fit to work together. Be sure to provide specific days and times when you're available and let them know how to book the appointment. If you offer a free brief consultation, mentioning this can be a great way to encourage them to take the next step. 

For instance, you could say, "I'd love to offer you a free 15-minute phone consultation so we can discuss your needs further and see if we're a good match. You can view my availability and schedule a time that works for you through my online booking system at [link]. If you have any trouble, just let me know and I'll be happy to assist you."

Close up of a female counsellor speaking with a couple in couples therapy

5. Sign off with warmth

Finally, close your email with a warm and professional sign-off that reflects your personality and therapeutic style. 

This is your last chance to leave a positive impression and encourage them to follow up. 

A simple but sincere closing like, "I look forward to hearing back from you and potentially working together. Please don't hesitate to reach out if you have any other questions. Warmly, [Your Name]" can make all the difference. 

By ending on a friendly and supportive note, you remind them that you're here to help and that you value the opportunity to connect with them further.

By following these five tips, you can write an email response that not only informs potential clients about your services but also makes them feel valued, understood, and motivated to take the next step in their therapy journey.

Remember, the goal is to establish a warm and professional tone, provide helpful information, and make it easy for them to book a consultation.

And if you need any help with your email marketing strategy, the team at Copy Champions is always here to support you.

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