SMS Templates for Therapists

Introduction to SMS in Therapy

Texting is indeed one of the most preferred and fastest methods of communication when it comes to therapy practices, and not only this, SMS can reduce the burden of administrative follow-ups and streamline workflows. If done with care and compliance, it also improves the client experience by saving the therapist time and energy. 

To help you stay efficient, compliant, and connected, this guide offers a collection of practical, ready-to-use SMS templates that are designed specifically for therapy practices. So let’s get started!!

Why Use SMS Templates in Therapy?

Save Time with Pre-Written, Reusable Messages

With the growing number of mental health patients, therapists these days are already overburdened with the number of clients they are managing. Hence, it is always a great idea for therapists to focus mainly on client care and not on repeatedly writing the same appointment reminders or intake instructions. Hence, in such cases, SMS templates can be very useful as they are prewritten as well as reusable, which you can use to handle daily client outreach with a few clicks.

Ensure Professional and Consistent Communication

When dealing with multiple clients, it gets a bit difficult to strike the right tone. With readily available SMS templates, you can ensure that each text that you are sending to your clients maintains a clear, respectful, and professional voice, irrespective of who’s sending it.

Reduce No-Shows and Improve Client Engagement

Missed appointments are indeed a great problem for every healthcare practitioner. It not only affects your schedule but also disrupts day-to-day functioning. A simple, professional, and timely reminder can be a game-changer for your practice in reducing no-shows.

Must-Have SMS Templates for Therapy Practices

Introductory template

In therapy practices first impression is indeed very important, and an introductory SMS helps potential clients feel acknowledged, welcomed, and guided through the next steps that help in reducing uncertainty and building early trust.

Hi [Client Name], thank you for reaching out to [Your Practice Name]. We’re here for you. Feel free to reply with questions or schedule a call here: [Link]

Welcome to [Your Practice Name], [Client Name]! We’re honored to be a part of your healing journey.

Thanks for connecting with us, [Client Name]. You’re one step closer to receiving the support you need. Let’s get started.

Hello [Client Name], we’ve received your inquiry. Our team at [Your Practice Name] will reach out shortly. In the meantime, feel free to explore our services here: [Link]

Hi [Client Name], we’re excited to help you navigate your mental wellness journey. Have questions? 

Appointment-Related Templates

Clear appointment communication is vital in reducing no-shows and also ensuring that clients show up. These SMS templates help in managing appointment confirmation, reminders, cancellations, and last-minute changes smoothly and professionally.

Appointment Confirmation

Hi [Client Name], your session with [Therapist Name] is confirmed for [Date] at [Time]. Please reply “Yes” to confirm or contact us if anything changes.

Just confirming your appointment on [Date] at [Time] with [Therapist Name]. We’re looking forward to seeing you. Let us know if you need to reschedule.

Your therapy session has been successfully scheduled for [Date] at [Time]. If you have questions or need support before then, feel free to reach out.

Hi [Client Name], a quick reminder that your therapy appointment with [Therapist Name] is all set for [Date] at [Time].

Thank you for scheduling with [Your Practice Name]. Your appointment is confirmed for [Date] at [Time]. Reach out if you need to make any changes.

Appointment Reminder

Hello [Client Name], this is a gentle reminder of your session tomorrow at [Time] with [Therapist Name]. Looking forward to seeing you.

Your upcoming therapy session is on [Date] at [Time]. Please let us know if you can no longer attend.

Just a heads-up that your appointment with [Therapist Name] is scheduled for [Date] at [Time]. We’ll see you soon!

Hi [Client Name], don’t forget about your therapy session at [Time] tomorrow. Reach out if you need to reschedule.

Quick reminder: your appointment is on [Date] at [Time] with [Therapist Name]. We’re here if you have any questions.

Appointment Cancellation

Hi [Client Name], your appointment on [Date] at [Time] has been canceled. Let us know when you’d like to reschedule.

We’re sorry to inform you that your session on [Date] has been canceled. Please reply here to pick a new time.

Just letting you know your appointment on [Date] was canceled. Feel free to rebook at your convenience here:

[Client Name], we’ve canceled your appointment as requested. We’ll be happy to see you again soon—let us know when you’re ready.

Your session with [Therapist Name] for [Date] has been canceled. Please let us know if you’d like to reschedule.

Running Late Message

Hi [Client Name], just a heads-up—I’m running about [X] minutes behind. I appreciate your patience and will see you shortly.

Apologies for the delay! We’re running [X] minutes late. Thanks for your understanding—we’ll be with you as soon as possible.

[Client Name], our session will begin about [X] minutes later than scheduled. Thank you for your patience!

Running a bit behind today—your session will start approximately [X] minutes late. Thanks for bearing with us.

Hello [Client Name], due to an unexpected delay, your session may start [X] minutes late. We appreciate your understanding.

Waitlist or Last-Minute Slot Notification

Hi [Client Name], a last-minute slot just opened up for [Date] at [Time]. Reply YES if you’d like to take it!

A session is now available on short notice for [Date] at [Time]. Let us know ASAP if you’d like to book.

You’re on our waitlist, and we just had a cancellation. Would you like to come in on [Date] at [Time]?

Great news! We have a spot open for [Date] at [Time]. Text us back to grab it before it’s gone.

Hi [Client Name], there’s a newly available appointment at [Time] on [Date]. Let us know if you’d like to reserve it.

Welcome Templates

Welcome messages set the tone for a client’s therapeutic journey. Be it a simple hello or an appointment reminder to fill the intake form, these templates help in building a connection, along with making sure that the clients feel comfortable and supported from day one.

New Client Welcome

Welcome to [Practice Name], [Client Name]! We’re excited to work with you on your wellness journey. If you have any questions before your first session, feel free to ask.

Hi [Client Name], thank you for choosing [Practice Name]. Your well-being matters to us, and we’re honored to support you.

We’re so glad to welcome you, [Client Name]! We believe in creating a safe and supportive space. Reach out anytime.

Hello [Client Name], your healing journey starts here. We’re here to support you every step of the way. Welcome to [Practice Name]!

[Client Name], thank you for trusting us. Your first session is just the beginning—we’re here to help you grow and heal.

Intake Reminder

Hi [Client Name], just a reminder to complete your intake forms before your session with [Therapist Name]. You can fill them out here:

Please don’t forget to submit your intake paperwork for your upcoming appointment at [Practice Name]. Reach out if you have questions!

[Client Name], a quick heads-up: we need your completed intake forms before your session on [Date]. You can complete them here:

Your forms help us get to know you better before our first session. Please complete your intake forms here:

Hey [Client Name], thanks for scheduling your appointment! Just a reminder to complete the intake forms ahead of time. – [Practice Name]

Post-Visit Templates

Therapy doesn’t end with just one hour session, the care is important even outside the session, and a follow-up text after the session not only shows care but also demonstrates the commitment. Whether it’s a gentle reminder to request feedback, post-visit texts keep the therapeutic momentum going outside the session room.

Post-Session Follow-Up SMS Templates

Hi [Client Name], thank you for today’s session. We hope it was helpful. If anything comes up between now and your next visit, feel free to reach out.

[Client Name], it was great seeing you today. Don’t forget to practice the strategies we discussed. Looking forward to our next session!

Thanks for meeting with us today, [Client Name]. Let us know how you’re feeling over the next few days. We’re always here for you.

Hi [Client Name], we appreciate the work you’re doing in your sessions. Keep taking small steps forward—you’re doing great.

[Client Name], your journey matters. Thanks for being open and present today. Reach out if you need anything before our next session.

Review Request

Hi [Client Name], if you’ve found your experience helpful, we’d be grateful if you could leave a quick review here: . It helps others find support.

Thank you for choosing [Practice Name]. If you’d like to share your experience, here’s a quick link to leave a review:

[Client Name], your feedback helps us grow and support more clients. Would you consider leaving us a review?

We’re so glad to support you. If you have a moment, leaving a review would mean a lot:

[Client Name], if you’ve had a positive experience with [Therapist Name], we’d love to hear about it. Leave a quick review here:

Re-engagement/Checkup Template

Hi [Client Name], we haven’t seen you in a while and hope you’re doing well. If you’d like to reconnect or book a session, we’re here for you.

It’s been a bit since your last session, [Client Name]. If you’d like to check in or book a follow-up, just reply or visit

[Client Name], just a gentle check-in from [Practice Name]. Let us know how you’re doing and if you’d like to continue your sessions.

Life gets busy—we totally get it. If now feels like the right time to return to therapy, we’re ready when you are.

Hey [Client Name], checking in to see how things are going. If you’d like to come back in or chat, we’d love to hear from you.

Educational and Wellness Tip SMS Templates

These educational SMS templates allow you to share bite-sized mental health tips, coping strategies, and mindfulness prompts, helping clients stay grounded and informed in between appointments.

Mental Health Awareness

Hi [Client Name], did you know today is Mental Health Awareness Day? A small reminder: your mental health matters every day. Take a deep breath—you’re doing your best.

[Client Name], just a gentle reminder from [Practice Name]: mental health is just as important as physical health. Be kind to yourself today.

This week’s reminder: checking in with yourself is a form of self-care. Take 5 minutes today to pause and reflect. – [Practice Name]

[Client Name], progress isn’t always linear—and that’s okay. Keep going, one step at a time.

Mental wellness starts with awareness. Today’s tip: Notice your self-talk. Would you say it to a friend?

Coping Skills & Grounding Exercises

Feeling overwhelmed? Try the 5-4-3-2-1 grounding technique. Name 5 things you see, 4 you can touch, 3 you hear, 2 you smell, and 1 you taste.

[Client Name], a simple breathing exercise: inhale for 4 seconds, hold for 4, exhale for 4. Repeat 3 times. Small steps make a big difference.

When anxiety hits, remind yourself: you’re safe, and this feeling will pass. Try placing your feet flat on the floor and focusing on your breath.

[Practice Name] Tip: Write down 3 things that went well today, no matter how small. Gratitude helps reframe stress.

[Client Name], here’s a grounding exercise for tough moments: hold an object and describe it in full detail using all your senses.

Nutrition & Lifestyle Tips

Mental health and nutrition go hand in hand. Fuel your brain with something nourishing today—hydration counts too!

[Client Name], even a short 10-minute walk can help improve your mood. Give it a try and see you feel.

Sleep plays a big role in emotional balance. Tonight, try limiting screen time 30 minutes before bed.

Did you drink enough water today? Staying hydrated supports energy, mood, and focus. Keep a bottle nearby!

Don’t forget: balanced meals, regular movement, and good rest all support your mental wellness.

Mindfulness & Meditation Prompts

Take a mindful minute, [Client Name]: Close your eyes and focus only on your breath for 60 seconds. You’ve earned this pause.

Today’s prompt: What are you holding onto that no longer serves you? Breathe in clarity, breathe out tension.

Set a timer for 2 minutes. Sit quietly and simply notice what comes up without judgment. Mindfulness starts with awareness.

[Client Name], here’s your reminder to be fully present in one moment today—whether it’s sipping tea or walking outside.

A simple mantra for today: “I am enough.” Repeat it gently anytime stress rises. You’re doing great.

Gratitude & Thank You Texts

Showing your gratitude and thanking your clients for giving you a chance in their mental health journey is always a good idea, and a thank-you message not only shows kindness but also encourages ongoing engagement and trust.

Thank You Note

Hi [Client Name], thank you for trusting us with your care. Your commitment to growth is inspiring, and we’re honored to support your journey.

We appreciate you, [Client Name]. Thank you for being part of our community. Every session with you is a step toward something meaningful.

[Client Name], thank you for showing up and doing the work. Healing isn’t always easy, but your effort matters and doesn’t go unnoticed.

Just wanted to say thank you, [Client Name]. Working with you is a privilege. We’re proud of the progress you’re making.

[Client Name], your courage and honesty are appreciated more than you know. Thank you for letting us be part of your path to healing.

Promotional and Informational Texts

Keeping the clients updated about the closing hours, special offers, or group sessions is very important for their engagement. These texts ensure transparency, increase participation in new services, and help spread the word about your practice.

Promotional Offer

Hi [Client Name], we’re offering 10% off your next session if booked before [Date]! Prioritize your wellness—reserve your spot here:

This month’s special: Refer a friend and both of you receive a discount on your next session. Ask us how to apply it!

Self-care is important—and we’re here to support it. Book a session during Mental Health Month and get a special rate!

We’ve added a new therapist to our team and are offering a discounted first session through [Date]. Want to give it a try?

[Client Name], we’ve launched a new group therapy program focused on anxiety support. Spots are limited—reach out to join.

Clinic Closure / Holiday Hours

[Client Name], just a heads-up that we’ll be closed from [Start Date] to [End Date] for the holidays. Be sure to book ahead if needed!

Our clinic will be closed on [Holiday]—please plan your sessions accordingly. We look forward to seeing you before or after the break.

Holiday reminder: [Practice Name] will be observing [Holiday Name] on [Date]. Feel free to reschedule if needed.

[Client Name], our team is taking a short break for [Holiday/Event]. We’ll be unavailable from [Date] to [Date], but you can still book online.

Please note our adjusted hours this week for [Holiday/Event]. Check availability here: or reach out with any questions.

Referral Request

Hi [Client Name], if you’ve found your experience at [Practice Name] valuable, we’d love it if you shared us with a friend or family member in need.

We’re so grateful for your trust, [Client Name]. If you know someone looking for support, feel free to refer them—your recommendation means a lot.

Your mental health journey may inspire someone else to begin theirs. If you know someone who could benefit, we’d be happy to help.

[Client Name], our practice is growing thanks to wonderful clients like you. If you’d like to refer someone, we’ll take great care of them.

Help us reach others who need support. If you refer someone new, let us know so we can thank you personally.

Staff Communication Templates

Internal communication is something that you can not ignore, and these text templates help your staff stay updated, reducing any kind of confusion around shift changes, reminders, or internal updates that are essential for smooth day-to-day operations.

Shift Changes Templates

Hi [Team Member], just a heads-up that your shift on [Date] has been updated to [New Time]. Let us know if that works for you.

Reminder: [Staff Name] is swapping shifts with you on [Date]. Please confirm the change by replying to this message.

Quick update: due to scheduling needs, your shift on [Date] has been reassigned. Please check the shared calendar.

[Staff Name] is unable to cover their usual slot on [Date]. Can you fill in from [Start Time] to [End Time]?

Friendly reminder: your adjusted shift on [Date] starts at [Time]. Thanks for being flexible and supportive!

Team Reminder Messages

Don’t forget our team meeting tomorrow at [Time]. Please bring your updates and any client concerns for discussion.

Hi team! Please submit your weekly progress notes by [Deadline]. Let us know if you need support.

Quick reminder: the team training session is scheduled for [Date] at [Time]. Attendance is mandatory.

Please ensure all session notes are completed by end-of-day Friday. Reach out if you need help.

[Practice Name] reminder: Self-care check-in forms are due this week. Let’s keep supporting each other!

Internal updates

Exciting news: We’ve onboarded a new therapist, [Name], starting [Date]. Let’s give them a warm welcome!

Reminder: New client intake protocol begins this Monday. Check your email for updated procedures.

We’ve adjusted our telehealth platform—please test your access before your sessions tomorrow.

FYI: The front desk will be closed from [Start Time] to [End Time] on [Date]. Plan accordingly.

Quick note: We’ve updated the group therapy calendar—new slots start next week. Details are in the shared folder.

Role-Based Therapist SMS Templates

Each role in a therapy practice is very important and has specific communication needs. Whether it’s the front desk sending confirmations or a therapist following up after a session, having role-specific templates ensures messages stay relevant, timely, and professional.

Templates for Front Desk/Admin

Hi [Client Name], this is [Your Name] from [Practice Name]. Just confirming your appointment for [Date] at [Time]—reply YES to confirm.

Reminder to complete your intake forms before your session with [Therapist Name] on [Date]. You can find them here:

We’ve received your message and will get back to you shortly. Thanks for reaching out to [Practice Name]!

Your payment of [Amount] for the session on [Date] has been received. Let us know if you’d like a receipt.

[Client Name], your appointment with [Therapist Name] has been moved to [New Date/Time]. Please confirm this works for you.

Templates for Therapists

Hi [Client Name], great session today. Let’s continue our work next week—book your slot here:

Thanks for your honesty in today’s session, [Client Name]. Remember to try the breathing exercise we discussed.

[Client Name], just checking in—how have things been since our last session? Let me know if you’d like to touch base before our next one.

I appreciate your openness in today’s session. Feel free to message me through the portal if anything comes up.

Hi [Client Name], I’ve added a resource I think will help. You can check it out before our next session:

Templates for Billing

Hi [Client Name], your invoice for the session on [Date] is available here: . Please complete payment by [Due Date].

This is a reminder that your outstanding balance is [Amount]. Let us know if you need assistance or a payment plan.

[Client Name], your insurance didn’t cover part of your last session. Please contact us with questions or to settle the difference.

We’ve processed your payment for [Date]—thank you! Your updated statement is available here:

Just a reminder: our rates will be adjusting slightly starting [Date]. Details have been emailed. Let us know if you have questions.

Tips for Crafting Effective SMS Templates

Maintain HIPAA compliance

Ensuring the client’s privacy is not optional; it’s essential. Hence, it is the topmost priority for you to avoid including any sensitive health information in your texts. To ensure the same, you should always use a HIPAA-compliant texting platform like Emitrr.

Personalize your messages

Every client has specific needs, and sending generic texts to them very often feels automated and robotic. Customizing the text by adding the client’s first name or referencing their last session makes your message feel more thoughtful and personal, which in turn also leads to building a long-term relationship with your client. 

Keep it brief but empathetic

Therapy clients appreciate warmth, but no one wants a long paragraph in a text, and sending lengthy texts to clients can make them feel overwhelmed. You need to be kind and empathetic while writing texts for them. 

Include tiny URLs

Long and messy links can indeed clutter your which may look unprofessional. In these cases, what you can do is use link shorteners to keep things neat and clickable, especially when sharing intake forms, payment links, or review pages.

Use interactive elements like YES/NO replies or links to reschedule

You need to make it easy for the clients to take action. You can add “YES” and “NO” to confirm or click a link to reschedule, which helps in reducing friction and also increases the response rate which is indeed a win-win situation for clients as well as therapists. 

Time it right

Timing is everything; sending a text at 11 PM or too close to the appointment might feel intrusive. Ideally, send reminders 24–48 hours before a session and keep general texts within working hours.

Match your tone to therapy style

Your tone is a clear reflection of your therapy style, and it demonstrates the same you need to follow a warm and conversational approach. If you’re more clinical and structured, your messages should be calm and clear. 

How to Send Text Messages Using Emitrr Templates?

Emitrr is a HIPAA-compliant text messaging platform that offers the best texting features for therapy practitioners, clinics, and large healthcare organizations. All you need to do is follow these steps to create, schedule, or reschedule your text messages: 

• Connect with Emitrr’s team to enable texting on your existing business number. 
• Once your number is set up, you’ll receive login access to the Emitrr platform.
• From there, just click “Send” on the top right to start messaging your patients.
• Easily sync your EHR, EMR, or PMS system to pull in all your patient contacts.
• Create text campaigns, set up auto-replies, and much more, right from the platform.
• Not only can you craft your own message, but also choose from a range of available templates to help you send the right message across. 
• Want to send HIPAA-compliant secure texts? Just turn on the Secure Chat feature. 

A quick video is also available to walk you through it.

YouTube Video- How to Use SMS for Doctor and Staff Communication?

FAQs

Conclusion

Efficient communication is indeed the cornerstone of any therapy practice, and SMS templates help make that communication even smoother and quicker. From sending welcome texts to appointment reminders, the right text messages at the right time can go a long way in building long long-lasting relationship with clients. Here is when platforms like Emitrr become important, as it offers the best HIPAA-compliant text messaging services with extensive features like online scheduling, two-way texting, bulk texting, and more. Want to simplify your communication? Book a demo with Emitrr today!