How to Email a Therapist For The 1st Time (+ Templates)
When it comes to seeking therapy, the very first step of reaching out can often be the most daunting. This is especially true when it comes to emailing a therapist for the first time. You may be unsure of what to say, how to say it, or even if you should reach out in the first place. As a therapist, I understand reaching out to strangers you might soon be talking to about deeply personal things can be difficult. But with a little bit of guidance and preparation, you can confidently send that first email and take the first step towards improving your mental health.
Before you start drafting your email, it's important to do some research on potential therapists. Look for someone who specializes in the type of therapy you're interested in, and make sure they're licensed and have good reviews. Once you've found a therapist you're interested in working with, it's time to craft that first email.
Be Confident the Therapist is a Good Match
When emailing a therapist for the first time, it's important to be fairly confident that they’re a good match for you. You’ll want to have a pretty good idea that you’ll feel comfortable with them, and that they can provide the support and guidance you need. But don’t feel like you need to be 100% sure at this point - that’s what the consultation call is for.
To determine if a therapist is a good match for you, take some time to research their background and qualifications. Look for information about their education, training, and experience, as well as any areas of specialization they may have. You can often find this information on their website or online profiles.
It's also a good idea to read reviews or testimonials from their past clients to get a sense of their experience working with the therapist. Keep in mind that everyone's needs and preferences are different, so a therapist who works well for one person may not be the best fit for you.
Remember that it's okay to take your time and shop around for a therapist who feels like the right fit for you. Don't be afraid to ask questions or seek out multiple options until you find someone who feels like the best fit.
If you’re a resident of California or Florida and are looking for an online therapist who genuinely cares, consider booking a free, no-commitment consultation call with me, Laura Jasen, LPCC, LMHC!
Salutations & Greetings
When emailing a therapist for the first time, it's important to start with a proper salutation and greeting. This sets the tone for the rest of the email and can help establish a professional relationship.
Here are some tips to keep in mind:
Address the therapist by their professional title and last name. For example, "Dear Dr. Smith," or "Hi Ms. Johnson,".
If you're not sure of their professional title, you can use "Dear [First Name] [Last Name],".
Keep the greeting respectful and professional. Avoid using slang, overly casual language, slang, abbreviations, or emojis in your email.
If you've met the therapist before, you can reference the meeting in your greeting. For example, "It was great meeting you at the conference last month. I wanted to follow up with you regarding therapy services."
Remember to proofread your email before sending it to ensure that your salutation and greeting are error-free and appropriate for the situation.
Introducing Yourself, Providing Context, & Getting to the Point
When writing your first email to a therapist, it's important to introduce yourself and provide some context about why you're seeking therapy. This can help the therapist understand your situation and provide more personalized next steps.
Start by introducing yourself and sharing your preferred name and pronouns. You may also want to include some basic information about your background, such as your age and occupation. Next, provide some context about why you're seeking therapy. This could include any specific issues or challenges you're facing, such as anxiety, depression, relationship problems, or trauma. It's okay to be brief at this stage, as you'll have the opportunity to discuss these issues in more detail during your phone or video call consultation.
Finally, get to the point by stating your goals for therapy. What do you hope to achieve through this process? Are there any specific areas you'd like to focus on or skills you'd like to develop? This can help the therapist understand your needs and preferences and tailor their approach accordingly.
Remember to keep your email concise and to the point, while still providing enough information for the therapist to understand your situation.
Ask For Their Availability
When you're ready to schedule a phone or video call consultation with a therapist, it's important to ask about their general availability. This will help you determine if they have any openings for a consultation as well as, if you were to hire them, when your regular therapy sessions might be.
Here are some tips on how to ask for availability:
Be specific: Let the therapist know what days and times you are available. This will help them determine if they have any openings that work for you.
Be flexible: If the therapist doesn't have any openings that fit your schedule, ask if they have any other times available. It's important to be flexible in order to find a time that works for both you and the therapist.
Be patient: It may take some time to find a time that works for both you and the therapist. Don't get discouraged if it takes a few tries to find a time that works.
Remember, it's important to find a therapist who is a good fit for you. Asking about availability is just one step in the process. Try to keep an open mind during these beginning stages and don’t get discouraged if it feels difficult.
Ask For a Free Consultation
Before committing to a therapist, it's important to make sure that they are the right fit for you. One good way to do this is to ask for a free consultation. Many therapists offer a brief phone call or video chat to discuss your needs, answer any questions you may have, and see if you two would be a good fit.
During the consultation, it's important to ask any questions you may have about the therapist's approach, experience, availability, pricing, insurance coverage, policies, and communication preferences. This is also an opportunity for the therapist to assess whether they are the right fit for you.
Remember, it's ok to look around and have consultation calls with a few potential therapists before making a decision. Your mental health is important, and finding the right therapist can make a big difference in your overall well-being.
Ask For Pricing Information & Insurance Options
When you're looking to start therapy, it's important to understand the costs involved so that you can make an informed decision. Before scheduling your consultation call, it's a good idea to ask the therapist about their pricing and insurance coverage options.
Many therapists have different rates for different types of therapy, such as individual sessions vs couples sessions. Additionally, some therapists may offer a sliding scale or reduced fees for clients who are experiencing financial hardship. Be sure to ask about any potential additional costs, such as cancellation fees or fees for missed appointments.
In addition to pricing information, it's important to ask about insurance coverage options. Some therapists may accept lots of different insurances, while others may be more limited or may require payment out-of-pocket. If your therapist does accept insurance, be sure to ask about which insurance providers they work with and what your copay or deductible would be.
Overall, don't be afraid to ask questions about pricing and insurance options. A good therapist will be happy to provide you with this information and help you understand the costs involved so that you can make an informed decision about your mental health care.
Closing the Email
When closing your email to a therapist, it's important to keep it professional, respectful, and friendly.
Here are some tips to help you end your email on the right note:
Use a polite closing: End your email with a polite closing such as "Best regards," "Sincerely," or "Thank you." This shows that you respect the therapist's time and appreciate their consideration. Avoid using overly familiar closings like "Love" or "Take care."
Sign off with your name: Always include your name at the end of your email. This helps the therapist know who they are speaking with and makes it easier for them to respond to your message.
Avoid oversharing: While it's important to be honest and open in your email, it's also important to maintain appropriate boundaries. Avoid sharing too much personal information or asking for specific advice in your initial email.
Keep it concise: Try to keep your email brief and to the point. This will help the therapist understand your needs without feeling overwhelmed or bogged down by unnecessary details.
By following these tips, you can ensure that your email is professional, respectful, and effective, and sets a positive tone for your new therapeutic relationship.
If you’re a resident of California or Florida and are looking for a therapist who genuinely cares, consider booking a free, no-commitment consultation call with Laura Jasen, LPCC, LMHC here at Sage & Sunshine Therapy!
Templates
Template 1:
“Hi Elise,
Hope you’re doing well today.
I’m Sam, 38, based in San Francisco and looking for a therapist to help me with severe social anxiety.
By starting therapy, my general aim is to be able to comfortably go out to parties with my group of friends. I’ve researched your background and experiences, and I believe we’d be a good fit. Are you currently accepting new clients? And if so, do you have availability in the near future to do a consultation call to see if we’d be a good fit? I’m typically available in the early mornings or late afternoons.
Also, would you be able to provide more information regarding your pricing and the insurance providers you accept?
Looking forward to hearing from you.
Thank you,
Sam Grohn”
Template 2:
“Dear Dr. Propst,
How are you today? I hope all’s well.
I’m Michaela, 35, based in Miami, and have been recently diagnosed with postpartum depression. I’m looking for an online therapist specializing in this type of depression who can help me show up for my new baby in a healthier way. I believe we’d be a good fit, however, I’d like to make sure of that through a consultation call with you as soon as possible if you’re currently accepting new clients. I’m typically available on Tuesdays and Fridays.
If you could also provide more information about your pricing and the insurance providers you accept, I’d really appreciate it.
Thanks so much for your time and consideration.
Sincerely,
Michaela Sowny”
Practice
Now that you have written your email, it's time to practice. Read your email out loud to yourself. Does it sound clear and concise? Are there any typos or grammatical errors? If so, make the necessary corrections. If you don’t feel confident about your grammar, use a tool like Grammarly to proofread for you.
It's important to remember that your therapist is a professional who is there to help you. They aren’t there to judge you or your writing abilities. However, taking the time to practice and refine your email can help ensure that your message is clear and concise.
When you feel confident in your email, go ahead and hit send. Congratulations, you have taken an important step towards improving your mental health!
Be Sure to Follow-Up
Once you’ve sent your initial email to a therapist, it’s important to follow-up if you don't hear back within a week. This can be done by sending a brief and polite friendly reminder email.
When following up, keep in mind that therapists are often busy and may not have had a chance to respond yet. It's also possible that your email got lost in their inbox or ended up in their spam folder.
In your follow-up email, you can simply state that you wanted to check in and see if they had received your initial email. You can also politely ask if they have any availability to schedule a consultation call.
It's important to remember that therapists are bound by ethical guidelines and may not be able to respond to certain types of inquiries via email. For example, they can not provide specific advice or diagnose a condition without first meeting with you.
If you don’t hear back after a follow-up email, it’s likely that the therapist isn’t accepting new clients and therefore I recommend moving on to inquiring with other therapists.
Overall, following up with a therapist after sending an initial email helps ensure that your message was received and increases the likelihood of moving the conversation forward. You got this. Best of luck with your search!
Written by: Laura Jasen, LMHC, LPCC
