Introduction: Why Your First Email Matters
The first message you send to a new client can shape their entire experience.
Before a single session begins, your introduction email tells clients three things:
- You’re professional and organized.
- They’re safe and welcome.
- They’ve made the right choice reaching out.
For clients who already feel anxious or uncertain, that first email is more than a formality — it’s the first step in building trust.
In this post, you’ll learn exactly how to write an introduction email that’s clear, calm, and confidence-building — we also offer a complete 7 email done-for-you welcome flow if you are interested.
1. The Purpose of an Introduction Email
Your welcome email does more than confirm an appointment. It sets expectations, reduces nerves, and begins your therapeutic relationship with warmth and clarity.
A great introduction email should:
- Reassure clients they’ve taken a positive step.
- Provide session details and links.
- Explain what the first session will look like.
- Share any next steps (e.g., forms, consent, payment).
- End with an open invitation for questions.
It’s not about being “perfectly worded.” It’s about making the client feel supported before they ever sit down with you.
2. Key Elements to Include (The Therapist’s Checklist)
Warm Greeting
Address clients by name. Skip “Dear Sir/Madam” or generic phrasing.
- ✅ Example: Hi Alex, I’m glad you reached out and took this step.
Set the Tone for Safety and Collaboration
Help clients know therapy is a space for curiosity, not judgment.
- “Our sessions are designed to move at your pace — there’s no pressure to share more than you’re ready for.”
Session Details (The Essentials)
- Date & time
- Location or telehealth link
- Duration
- Contact information in case of issues
Paperwork and Forms
Mention intake forms or consent documents, and make them easy to access.
- “Please complete the attached intake form before our session. If anything feels unclear, let me know — we can review it together.”
What to Expect in the First Session
Clients often worry they’ll have to “dive deep” immediately. Reassure them it’s about getting to know them.
- “We’ll spend our first session understanding what brought you here and what you’d like to get out of therapy.”
Open Invitation for Questions
Encourage connection.
- “If you have any questions before we meet, I’m happy to help.”
Professional Signature
Close warmly with your name, credentials, and practice info.
3. Common Mistakes Therapists Make
Even experienced clinicians sometimes lose the human touch in their first email.
Avoid these pitfalls:
- Being too formal: “Your appointment has been confirmed for the following date…” feels impersonal.
- Overloading the email with policies or disclaimers.
- Forgetting to explain what the client can expect in the first session.
- Sending a generic message that doesn’t sound like you.
Your tone should sound like your therapy style — calm, clear, and genuine.
4. Therapist Email Templates
✉️ Template 1: Warm & Welcoming (Standard Practice)
Subject: Welcome — Your First Session with [Your Name]
Hi [Client Name],
I’m so glad you reached out and took this step toward support. My goal is to make this process as comfortable and collaborative as possible.
In our first session, we’ll get to know each other, discuss what brings you to therapy, and explore your goals for our work together.
📅 Session Details:
Date: [Insert Date]
Time: [Insert Time]
Location/Link: [Insert Office or Telehealth Info]
Duration: [Length of Session]
Please complete the attached intake form before our appointment. If you have any questions, feel free to reach out — I’m happy to help.
Looking forward to meeting you,
[Your Name, Credentials]
[Practice Name]
[Website / Contact Info]
💬 Template 2:
Subject: What to Expect in Your First Session
💬 Template 3: Exercises to help first session jitters
Subject: Here is a ____ technique to
and so on.
Get our done-for-you 7 email welcome template
5. Bonus Tips for Connection and Clarity
- Write like you speak: Simple, kind, professional language builds trust faster than corporate phrasing.
- Use formatting wisely: Bold key info like session details so clients can find it at a glance.
- Add one calming resource: For anxious clients, include a link to a short breathing exercise or worksheet.
Conclusion: Start the Relationship Before the Session
Your introduction email isn’t just an administrative step — it’s the first therapeutic moment.
A thoughtful message helps clients feel grounded, informed, and welcomed before they ever walk through the door (or click the link).
By writing with warmth, clarity, and professionalism, you build trust — and start therapy off on the right note.
✅ Next Step for Therapists:
Download our Therapist Welcome Email Template Pack — includes editable versions of the 3 emails above (standard, trauma-informed, and telehealth), plus a checklist for smooth onboarding.
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