Systemize Your Emails: Easy Steps to Create Gmail Templates + 5 Must-Have Templates for Therapists
Ever find yourself typing the same email over and over again? Welcome to the club! It's time to save yourself some precious time and sanity by systemizing your emails. Trust me, your future self will thank you.
In this post, I’ll walk you through the simple steps to create email templates in Gmail and share five essential email templates every therapist should have in their copywriting back pocket.
Why Systemize Your Emails?
If you’re repeating tasks in your business, it’s a clear sign you need a system. This is especially true for emails. Systemizing your emails not only saves time but also ensures consistency and professionalism in your communication. Plus, it frees up your brainpower for more important things—like helping your clients or binge-watching that new show guilt-free.
How to Create Email Templates in Gmail
Creating email templates in Gmail is a breeze. Follow these easy steps:
1. Enable Templates:
- Open Gmail and click on the gear icon (⚙️) in the top right corner.
- Select **See all settings**.
- Go to the **Advanced** tab.
- Find **Templates** and click **Enable**.
- Scroll down and click **Save Changes**.
2. Create a Template:
- Compose a new email as you normally would.
- Write the email content you want to save as a template.
- Click on the three dots in the bottom right corner of the email window.
- Hover over **Templates**, then click **Save draft as template** and **Save as new template**.
- Give your template a name and hit **Save**.
3. Use a Template:
- When composing a new email, click on the three dots in the bottom right corner.
- Hover over **Templates** and select the template you want to use.
- The template content will automatically populate in your email.
5 Must-Have Email Templates for Therapists
Now that you know how to create templates, here are five essential email templates to have in your arsenal. Of course, tweak them to make them your own 🙋♀️
1. Initial Client Inquiry Response
Subject: Thanks for Reaching Out!
Hi [Client Name],
Thank you for reaching out! I’m looking forward to learning more about what’s brining you to therapy.
A few logistics to make sure we’re a good fit:
Insurance Information: I accept [Insurance Providers] and offer out-of-network options.
States Licensed: I am licensed in [States].
Available Slots: My current available slots are [Days and Times].
Location/Telehealth Info: I’m located [location] / I offer virtual sessions
If all that works for you, please choose a time for a phone consultation from my calendar here: [Link to Calendar or list a few options].
Looking forward to connecting!
Warmly,
[Your Name]
2. Post-Consultation Follow-Up
Subject: Next Steps After Our Call
Hi [Client Name],
It was great chatting with you today! Here are the next steps to get started:
1. Intake Paperwork: You’ll receive an email soon with the intake forms. Please complete and return them at your earliest convenience.
2. First Session: Our first session is scheduled for [Date] at [Time]. Here’s how to join: [Link or instructions].
3. Directions/Parking Info/ Telehealth Login Instructions: If you’re coming to my office, you can find directions and parking information here: [Link or details].
If you have any questions or need further assistance, don’t hesitate to reach out.
Looking forward to working with you!Best,
[Your Name]
2. Appointment Confirmation
Subject: Appointment Confirmation
Hi [Client Name],
Just a quick note to confirm your appointment on [Date] at [Time]. If you need to reschedule, please let me know at least 24 hours in advance.
See you soon!
Best,
[Your Name]
4. Friendly Cancellation Policy Reminder
Subject: Friendly Reminder: Cancellation Policy
Hi [Client Name],
I hope you’re well. Just a friendly reminder of my cancellation policy: cancellations made less than 24 hours before your appointment will be charged a [cancellation fee amount].
Since I haven’t heard from you about today’s appointment, I’ll go ahead and process the fee. If you have any questions or need to reschedule, please let me know.
Thank you for your understanding!
Warm regards,
[Your Name]
5. Out of Office Reply
Subject: Out of Office
Hi [Client Name],
Thank you for reaching out. I am currently out of the office and will not be available until [Return Date]. During this time, I will have limited access to email and may not be able to respond promptly.
If you are in crisis or need immediate assistance, please contact [Crisis Hotline/ Emergency Number/Back up Clinician] or visit your nearest emergency room.
For scheduling or non-urgent matters, I will get back to you as soon as possible upon my return.
Thank you for your understanding and patience.
Warmly,
[Your Name]
Wrapping Up
Systemizing your emails with templates can significantly streamline your practice and give you more time to focus on what you do best—helping your clients. Give these templates a try, make ‘em your own, and see how much smoother your email game can become.
For more tips and tricks, stay tuned to the blog and feel free to reach out with any questions!
Happy emailing!
Hey! I’m Ellie, therapist slash web designer.
I help therapists like you build authentic, beautiful websites to fill their schedules with best fit clients- minus the overwhelm!
