Email templates
Med spa consultation request reply emails
Three emails for consultation requests: the first reply, a reply that offers real times, and one follow-up. They promise nothing about results and keep medical details out of email.
A consultation request is someone asking to talk to a person. The reply should make that easy: when, where, how long, and with whom. Nothing else needs to happen by email.
These emails stay out of medical territory on purpose. They do not describe results, promise outcomes or give advice. They ask people not to send health details by email, and they point clinical intake to your practice management system. Have your compliance lead read them once before you use them.
Brandyland sends the first reply for you, on brand, within sixty seconds of the consultation form, and follows up in your words until someone on your team answers. Then the follow-ups stop.
Consultation request acknowledgment
Send within minutes of the request. Automatic is fine.
Subject: Your consultation request at [Location name] Hi [First name], Thank you for reaching out to [Location name]. We have your request for a consultation around [Preferred date], and a member of our team will be in touch by [Reply time] to find a time that works. Please do not send medical history, photos or other health details by email. Anything relevant is covered in person, in private, at your consultation. If you have questions before then, call us at [Phone]. Warm regards, The [Location name] team
Reply offering times
Send from a person. Offer two or three real times.
Subject: Consultation times at [Location name] Hi [First name], This is [Your name] at [Location name]. Thank you for your patience. Here are a few times for your consultation with [Provider name and title]: [Day and date] at [Time] [Day and date] at [Time] [Day and date] at [Time] Consultations take about [Length, such as 30 minutes]. The fee is [Consultation fee]. You can book any of these at [Booking link], or reply with the one you would like and I will book it for you. Before your visit you will receive [Intake form, such as a secure intake form from our booking system]. Please use that, not email, for anything about your health. We are at [Address]. [Arrival note, such as Parking is behind the building.] Warm regards, [Your name] [Location name] [Phone]
Follow-up
Send two or three days after offering times if you have not heard back. Send only one.
Subject: Still interested in a consultation? Hi [First name], I wanted to check in about your consultation at [Location name]. The times I sent are still open, and [Provider name] also has [Another day and time]. You can book at [Booking link], or reply with a time that suits you. If now is not the right time, no need to reply. We are here when you are ready. Warm regards, [Your name] [Location name] [Phone]
Questions
Questions people ask
Why tell people not to send medical details by email?
Regular email is not the right place for health information, and an inquiry form is not a clinical record. Ask your compliance lead where intake belongs, point people there, and say so in the first reply so nobody has to be told twice.
Can the emails mention treatments or results?
Keep results out of them. Name the consultation, the provider, the time and the place. What a treatment might do for one person is a conversation for the consultation itself, with a licensed provider.
Should the reply come from a provider?
It can come from the front desk. What matters is a real name, real times and a direct phone number. Name the provider the person will see, so they know who to expect.
How many follow-ups should we send?
One. A single friendly check-in, with one extra time on offer, is enough. After that, leave the door open and stop.
Want this done for every location, automatically?
Brandyland runs the website, the replies and the reminders for every location of a franchise. Leave your email and a person replies within a day.