Finding a Therapist
Often, the first step of seeking therapy can be the most challenging—making contact. 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 how challenging it can be to reach out to strangers about deeply personal matters. With some guidance and preparation, you can confidently send that first email and take the first step toward improving your mental health.
Do some research on potential therapists before you draft your email. Pay attention to their personalities, credentials, and specialities. Your relationship with your therapist is crucial to your success in treatment, according to research. Therefore, it is important that you get along well with them. When you find a therapist who seems like a good fit for you, craft that first contact email.
Email Greeting
Your point contact will likely be the Administrative Assistant, Receptionist, or whoever is working the front desk. Here's how you can set the tone for your conversation with them and establish a professional relationship.
Tips:
Address them by their name and title. For example, "Dear Dr. Kane" or "Hi Anna Jones."
If you don't know their title, us their first name and last name.
Avoid using slang, abbreviations, or emojis. Keep the salutation professional.
If you met them before at an event or in the community, mention the meeting in your email. For example, "I attended your keynote spech at the Substance Abuse conference last month. I wanted to follow up with you regarding therapy services."
Proofread your email before sending it to check for and correct spelling errors.
Introducing Yourself
When you reach out, share brief information about who you are and why you're seeking therapy. This will help the therapist know what to cover with you during your consultation, and if they can provide the care you're seeking.
What should you include?
Share your preferred name and pronouns
Include your age and occupation
Days and times you are available for therapy
If you would like in-person or virtual sessions
You can provide some context about why you're seeking therapy (specific issues or challenges you're facing such as anxiety, depression, trauma, or relationship problems).
State your goal for therapy. (Are there goals you want to focus on? Skills you want to develop?
It is okay to keep it brief and, in fact, you should at this point. You'll get into more detail during the consultation and intake appointment. 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 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 (we do!), 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.
TEMPLATES
TEMPLATE 1
"Hi Administrative Assistant,
Hope your day is going well.
I'm Sarah Johnson, 23-years old, living in Orem UT looking for a therapist to help with my social anxiety. My goals for therapy are to become more comfortable in social situations without having panic attacks.
I've done some research and believe Anna Smith in your clinic would be a good fit. Is she currently accepting new clients?
I am typically available on Mondays and Thursdays between 9am and 12pm. Could I schedule a consultation with Anna?
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,
Sarah Johnson”
TEMPLATE 2
“Dear James Martin,
I'm Richard, age 37, based in Eagle Mountain. I was recently diagnosed with depression and went through a divorce 1 year ago. I need a therapist who can help me navigate co-parenting and my depression symptoms. I need to attend therapyvirtually. Assuming you're accepting new clients, could we schedule a consultation as soon as possible? I am available anytime Wednesday and Friday mornings.
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,
James Martin”
Is the Therapist is a Good Match?
Okay, so you've done your homework and think you've found a good fit. You've sent your email and now it's time to schedule a consultation call.
You don't have to be 100% sure this is the therapist for you, or committed to starting therapy yet. The whole point of a consultation is to ask questions to help you make an informed decision.
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 yoou are a resident in Utah and are looking for a therapist who genuinely cares, consider booking a free, no-commitment consultation call with Dr. Christy Kane LLC at 385-223-0777.
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 meetingwith 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 andincreases the likelihood of moving the conversation forward. You got this. Best of luck with your search!