5 Emails That Every PT Practice Should Be Sending
Email might not be flashy—but when it comes to building real relationships with your patients, it’s hard to beat.
Whether you’re trying to reduce no-shows, gather feedback, or simply remind patients you still exist, email remains one of the most reliable and cost-effective ways to stay connected. And with the right automation setup, you don’t have to spend hours writing or sending them manually.
So if you’re looking for a smarter way to engage patients, here are five emails every PT practice should have on autopilot.
The Welcome Email
Set the tone from the moment they meet you.
You wouldn’t leave a new patient hanging in your waiting room, so you definitely don’t want to leave them wondering what to expect before their first appointment.
A friendly welcome email goes a long way in making patients feel confident they made the right choice. It doesn’t need to be complicated—just helpful. Include what to bring, how to prepare, and a reminder of how to reach you if they have questions or need to make changes to their appointment.
This email is more than just confirming the appointment, it's the start of your relationship, and first impressions matter.
Appointment Reminders
Obvious? Yes. Still overlooked? Also yes.
Nobody likes being stood up—especially your front desk and therapists. Appointment reminders are one of the simplest ways to cut down on no-shows and reduce same-day rescheduling, which keeps your schedule healthy.
Pro Tip: This is an area where going multi-channel makes a lot of sense. Email is great, but SMS can boost your results. Multiple studies have found that text message reminders are a great way to reduce no-shows—with one study finding an impressive 51% reduction in missed appointments.
Automate them, personalize them, and always include a way for the patient to contact you if they need help.
The Feedback Email (NPS)
Ask, and you might actually receive.
How was their visit? Would they recommend your clinic? Are you delivering the kind of care that brings people back—or makes them hesitate?
An NPS (Net Promoter Score) email is a quick way to find out. It helps you spot loyal fans and catch problems early, and give you a benchmark to measure across your company (whether that's by therapist, location, payer, referral source, etc.).
Plus, it’s the perfect lead-in to our next must-send email…
The Review Request
Turn happy patients into your best marketers.
When someone gives you a glowing NPS score, don’t let the moment pass—ask them to share it. A quick, polite email asking for a Google review is one of the most effective ways to build trust with future patients.
Reviews matter. They influence search rankings, referral decisions, and whether someone clicks on your website or keeps scrolling. In fact, clinics with more reviews tend to outrank their competitors—especially in local searches. We break that down here.
Make it easy. Include the link. Keep it short. And send it to the patients that are most likely to say yes.
Reactivation Emails
Some of your best patients just need a nudge.
They finished their care. They felt better. And then… life got busy.
Reactivation emails help you check in at natural intervals—think 3, 6, 12, and 24 months—to see how they’re doing and whether they need support again. The further out you go, the lower the return, but that’s okay. This isn’t about striking gold—it’s about planting seeds and building a strong, reliable foundation. A marketing machine on autopilot, if you will.
A simple, “How’s your shoulder been feeling?” or offering a complimentary injury screening can be the difference between a one-time patient and a patient that keeps coming back.
Bonus: One-Offs & Newsletters
Stay top of mind—even when they’re not in pain.
You don’t have to email only when there’s an appointment on the books. One-off campaigns—like a monthly newsletter, seasonal tips, or a spotlight on a new service—are a great way to educate and stay relevant to your current and past patients.
Think of it as a gentle reminder that you’re still around and still helping people feel their best. For practices offering cash-based services or direct-to-consumer programs, these emails can quietly drive demand over time.
Make It Easy on Yourself
Lucky for you, we are here to help. All of these emails can be automated using Second Door’s built-in marketing automation tools. Once they’re set up, they run in the background—keeping your schedule full and your patients engaged without lifting a finger.
Smart, simple, and proven to work. Want to explore how this would work for your practice? Schedule a demo and chat with our team today.
