If you read my last blog post, you found out that many of your communications with clients could be automated. And, if you took my word for it, you found out that the automation process is not that hard.

The difficult part is actually creating the content for the emails themselves.

It’s one thing to create an outline of what you want communicated to clients and when…

  1. Introductory Email with Welcome Packet [immediately after they schedule 1st appointment]
  2. Appointment Reminder Email [1 day before appointment]
  3. Appointment Follow-Up Email with Survey Link [1 day after appointment]
  4. Why I Love What I Do Email [1 week later]
  5. Benefits of Regular Treatments Email [2 weeks later]
  6. Most Recent Newsletter Email [2 weeks later]

It’s quite another to generate the content for each of those emails in your outline. If you are a great conversationalist, you may find it easy to come up with lots of ideas and information to share. But you must be careful not to overwhelm your clients with too much all at once. Remember, they are usually busy too. So, you need to get to the point quickly and, if your message desires a response, you must make it easy for them to take action.

Quickly share the important details. Kindly tell them what to do next.

Oh, and make it professional.

If you are not sure where to start, download our free Written Communications Guidelines and Checklist. It will give you some general tips on how to make it professional, including content and formatting tips.

So, let’s take a stab at #1 from the above outline. Here’s an example of a quick message to share important information, and a simple request for action:

Hi Jane,

Thank you for scheduling your first appointment with me at BodhiWork Touch Therapy. As I promised in our phone conversation, here’s the link for directions to my office – [include google map link].

I have also attached my Welcome Packet to this email. Please:

1. Review the information in the packet before we meet.

2. If you’ve got the time, fill out the Client Intake Form and bring it with you to your appointment.

I’m looking forward to helping you reach your wellness goals. See you soon!

— Deanna Sylvester, LMT

If you take the time to generate a simple message for each of the items in your outline (like the one above), it will make setting up automation so much quicker. And, in truth, you should already be communicating this stuff to new clients in some way or another, so you just need to figure out how to say it professionally in email form.

Let us know what you come up with in the Comments section below…