✉️ Email Template

Recall/Follow-up Email Template

Patient recall notification. Example: 'It's time for your annual check-up. Book your appointment today.'

What a recall message should say

• What is due, and roughly when it was last done
• Why it matters, in one sentence, without alarm
• How long the appointment takes
• How to book, in one step
• Who to contact if they have already been seen elsewhere
• How to stop receiving recalls

Recalls are health communication before they are marketing

A recall works because the recipient trusts that you are contacting them about their care, not about your calendar. That trust is easy to spend: bundle a promotion into a clinical recall and the next one gets ignored. Keep recalls clean and send the promotional message separately, to people who agreed to receive it.

• Do not attach offers, discounts or unrelated services to a clinical recall
• Keep the condition or reason out of the subject line — someone else may see the screen
• Honour opt-outs immediately and record them against the patient file

Keeping the list accurate

• Check the patient has not been seen since the recall was generated — nothing damages trust faster
• Update contact details at each visit; recall lists decay quickly
• Follow your state’s health records rules on how long you keep the contact history

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General information only — not legal, tax or financial advice. For contracts and tax documents, confirm your obligations with a qualified professional or the relevant authority.