E-motion Massage Clinic Training

Email Templates/ Client Communication



 I Have to Cancel Your Appointment

The Situation: You woke up sick and need to reschedule or any other reason for rescheduling.

Hi [Person’s First Name],

I am so sorry to cancel today, I am  [reason for cancelling]. (If you are cancelling same day) I thought I would [reason you didn’t cancel 24 hours before] , but I am still not in the clear.
Can you give me a few days that work for rescheduling? We also have some availability tonight with [Massage Therapist Name and times available].
I apologize for the inconvenience.
[Your Name]
[Your Contact]
[Clinic Contact]

I Need to Followup with a Client

The Situation: Maybe you have a lot of information to share with a client, or you know that they would be a good fit for the clinic and you would like to go the extra mile. Here’s an email you can send out.

Hey [First Name],
I just wanted to share this article I found on [A condition you were working on with them]
[Link to article or video]
I think it could definitely be something to look at and as I said previously [recommendations you made during treatment].
Let me know if you have any questions/concerns.
[Your Name]
[Your Contact]
[Clinic Contact]
{Your membership link}

I Don’t Know You, But You Should Buy From Me

The Situation: You want a stranger to come try your massage, but you don’t want to be a spammer.


Dear [Person’s Name],

Hi, I’m [name], from [company]. I don’t think we’ve met yet, but we’re both members of [networking group].

I’m emailing you because I have been practicing [Sports/Clinical Massage] for [x years] — and I thought you might be interested in my work because [reason you want them to be a client].

If you don’t currently get [Sports/Clinical] Massages, this might not be a match, although I would be happy to offer you an introductory offer to try me out.

Thanks in advance for considering me, and I hope to meet you in person.

[LinkedIn link]
[physical address, showing you work at a real company and not sketchy at all]

I Want All the Referrals, Please

The Situation: You met someone at a networking event and you want him/her to send you business. So far, your entire relationship with her is a ten-minute chat while you wore nametags and drank wine out of plastic cups. Not much to build on.

Hi [Name],

It was a pleasure meeting you last night at [networking event]. I just wanted to send a quick email (and LinkedIn invite!) to keep in touch.

Oh, and that website I mentioned that I thought might be useful to you is [URL]. Hope that helps.

See you at the next event!



[Company Name/URL]

[A descriptive tagline, like “Need a Sports Massage? Call us first!”]

[All your contact information]

[Another link to a specific offer “Try a Sports Massage for $45, click here to book now!”]