Pre-Consultation Preparation Email Template
Email sent before a first consultation with preparation instructions, intake forms, and what to expect.
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Subject: Getting Ready for Your Consultation on {{date}}
Hi {{client_name}},
We're looking forward to your upcoming consultation!
š
Date: {{date}}
ā° Time: {{time}}
š Location: {{location}}
š¤ You'll be meeting with: {{provider_name}}
āāāāāāāāāāāāāāāāāāāāāāāāāāāāāāāāāāāā
BEFORE YOUR APPOINTMENT
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Please complete the following before your visit:
1. š Fill out your intake form: {{intake_form_link}}
(Takes about 5-10 minutes)
2. š Bring/prepare:
ā¢ {{preparation_item_1}}
ā¢ {{preparation_item_2}}
ā¢ {{preparation_item_3}}
āāāāāāāāāāāāāāāāāāāāāāāāāāāāāāāāāāāā
WHAT TO EXPECT
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Your consultation will take approximately {{duration}} minutes. Here's what we'll cover:
ā¢ {{agenda_item_1}}
ā¢ {{agenda_item_2}}
ā¢ {{agenda_item_3}}
Questions? Reply to this email or call us at {{phone}}.
See you soon!
{{provider_name}}
{{business_name}}How to Use This Template
Copy the Template
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Replace Variables
Swap {{variables}} with your business info
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Variables to Replace
{{client_name}}{{date}}{{time}}{{location}}{{provider_name}}{{intake_form_link}}{{preparation_item_1}}{{preparation_item_2}}{{preparation_item_3}}{{duration}}{{agenda_item_1}}{{agenda_item_2}}{{agenda_item_3}}{{phone}}{{business_name}}š” Pro Tips
Send 48 hours before the consultation to give clients time to prepare without forgetting
Link to online intake forms so paperwork is done before they arrive
Include parking or virtual meeting instructions to reduce day-of stress
Set clear expectations about consultation duration and agenda
Perfect For
When to Use This Template
Send 48 hours before any first-time consultation or complex appointment that requires client preparation. For returning clients who already know the process, the standard Appointment Reminder template is sufficient.
ā Best Practices
Send exactly 48 hours before ā early enough to prepare but close enough to maintain urgency
Host your intake form online and include the link so clients complete it at home rather than in your waiting room
Include a brief agenda so clients know what to expect and can prepare questions in advance
Add parking instructions, building entry codes, or virtual meeting links to eliminate day-of confusion
ā ļø Common Mistakes to Avoid
Sending the prep email too close to the appointment (same day), leaving no time for clients to complete intake forms
Including so many preparation requirements that the client feels overwhelmed and cancels
Not providing a clear agenda, leaving clients anxious about what will happen during the consultation
Forgetting to include virtual meeting links or updated office location details
Frequently Asked Questions
Should I send this in addition to a regular appointment reminder?
This replaces the 48-hour reminder for first-time consultations. You can still send a brief same-day reminder, but the prep email serves as the primary communication.
What if the client doesn't complete the intake form before arriving?
Have a tablet or paper backup ready. Mention in the email that completing it in advance saves 10-15 minutes of appointment time ā most clients will do it when they understand the benefit.
How detailed should the agenda be?
Include 3-4 high-level bullet points covering what you'll discuss. Avoid clinical or legal jargon. The goal is to reduce anxiety and help the client prepare relevant questions.
Explore More Resources
Further Reading
- HubSpot: Free Business Templates ā Curated collection of professional business templates.
- SCORE: Technology Resources ā Free mentoring and guides for small businesses.
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