Private practice comes with a surprising amount of writing. Enquiries. Parent updates. Cancellations. Appointment reminders. Boundaries. Difficult conversations. You know... all the bits they didn't really teach you in training.
✨ Throws on a superhero cape and spins around dramatically ✨
With 28 email and SMS templates, this toolkit is your shortcut to thoughtful, professional communication without having to reinvent the wheel every time. Copy, customise and send—then get back to supporting children and families.
28 essential email and SMS templates:
NEW CLIENT JOURNEY
Invite parent to a discovery call
Book full intake appointment
Request to complete service agreement
Intake forms reminder
Welcome a new client
APPOINTMENT MANAGEMENT
Appointment confirmation
Therapist cancellation – illness (offering to reschedule child session)
Therapist Cancellation – illness (not offering to reschedule)
Therapist cancellation – illness (offering to reschedule intake/update)
Therapist cancellation – personal matter (offering to reschedule child session)
Therapist cancellation – personal matter (not offering to reschedule child session)
Therapist cancellation – personal matter (offering to reschedule intake/update)
Invite parent to update call
Reminder of update call
Checking in after missed client session
Checking in after missed intake/update session
INVOICES & PAYMENTS
Overdue invoice reminder
Service pause due to non-payment
CHANGES TO THERAPY
Termination request response (when caregiver asks to end therapy premature)
Termination request response (when request to have a call to discuss termination is ignored)
Termination request response (when therapist agrees child is ready to finish therapy)
Planned discharge / successful ending
Therapist-initiated discharge due to non-attendance
COMPLEX SITUATIONS
Parent concern: child had incident at school
Introducing service to separated parents
When one parent is excluded / access concerns
Responding to a request for clinical notes
Elevated safety concern requiring action
HOW TO ACCESS YOUR FILES
You will be emailed a PDF file with a link to the Google Document (you don’t need a Google account to access it). Simply open the document to copy and paste text directly into your emails or client management software, download it as a PDF or Word document, or print it out.
If you ever have trouble accessing your resources, just send me a message — I’m always happy to help!
NEED TO KNOW
These resources are for personal use and education purposes only. They do not replace supervision, consultation, assessment, therapy, training, or ethical guidelines set by your professional association. This pack includes a redistribution licence: this means you can share the resources with caregivers and teachers to support your clients and practice, but you may not resell or repurpose them.
Due to the digital nature of digital products, all sales are final.
Private practice comes with a surprising amount of writing. Enquiries. Parent updates. Cancellations. Appointment reminders. Boundaries. Difficult conversations. You know... all the bits they didn't really teach you in training.
✨ Throws on a superhero cape and spins around dramatically ✨
With 28 email and SMS templates, this toolkit is your shortcut to thoughtful, professional communication without having to reinvent the wheel every time. Copy, customise and send—then get back to supporting children and families.
28 essential email and SMS templates:
NEW CLIENT JOURNEY
Invite parent to a discovery call
Book full intake appointment
Request to complete service agreement
Intake forms reminder
Welcome a new client
APPOINTMENT MANAGEMENT
Appointment confirmation
Therapist cancellation – illness (offering to reschedule child session)
Therapist Cancellation – illness (not offering to reschedule)
Therapist cancellation – illness (offering to reschedule intake/update)
Therapist cancellation – personal matter (offering to reschedule child session)
Therapist cancellation – personal matter (not offering to reschedule child session)
Therapist cancellation – personal matter (offering to reschedule intake/update)
Invite parent to update call
Reminder of update call
Checking in after missed client session
Checking in after missed intake/update session
INVOICES & PAYMENTS
Overdue invoice reminder
Service pause due to non-payment
CHANGES TO THERAPY
Termination request response (when caregiver asks to end therapy premature)
Termination request response (when request to have a call to discuss termination is ignored)
Termination request response (when therapist agrees child is ready to finish therapy)
Planned discharge / successful ending
Therapist-initiated discharge due to non-attendance
COMPLEX SITUATIONS
Parent concern: child had incident at school
Introducing service to separated parents
When one parent is excluded / access concerns
Responding to a request for clinical notes
Elevated safety concern requiring action
HOW TO ACCESS YOUR FILES
You will be emailed a PDF file with a link to the Google Document (you don’t need a Google account to access it). Simply open the document to copy and paste text directly into your emails or client management software, download it as a PDF or Word document, or print it out.
If you ever have trouble accessing your resources, just send me a message — I’m always happy to help!
NEED TO KNOW
These resources are for personal use and education purposes only. They do not replace supervision, consultation, assessment, therapy, training, or ethical guidelines set by your professional association. This pack includes a redistribution licence: this means you can share the resources with caregivers and teachers to support your clients and practice, but you may not resell or repurpose them.
Due to the digital nature of digital products, all sales are final.
