Are you struggling to draft good emails for appointment confirmation, reminders, and upcoming health check-up camps? 

We’ve created 15 healthcare email templates covering different scenarios in which providers usually communicate with patients. Having such templates handy eases the strain on your administrative staff. Plus, you can feed them into your healthcare CRM to automate communications with patients (more on this later).  

Healthcare appointment confirmation and reminder email template

Also read: A guide to HIPAA compliant email marketing

Email template #1: Response to appointment booking 

You can use this email template in confirmation of a patient’s appointment. 

Subject line – Confirmation of your appointment in [Hospital Name] 

Hi [Patient Name], 

Thanks for getting in touch. 

This is a confirmation email regarding your appointment at [Hospital Name and address] with Dr [Doctor’s Name] at [Time] on [Day and Date]. Please be available 30 minutes prior to your appointed time.  

To learn more about us, download/view our brochure here. 

[Link to the brochure] 

To reschedule or cancel your appointment, please call [Phone number]. Here is the location of our hospital [link]. 

Regards, 

[Your Name] 

[Designation] 

[Hospital Name] 

[Phone Number] 

Email template #2: Reminder to appointment booking (follow-up 1) 

Reminding patients on the day of their appointment. 

Subject line – Reminding of your appointment in [Hospital Name] 

Hi [Patient Name]

Your appointment is due today! 

This is a friendly reminder about your appointment at [Hospital Name and venue] with Dr [Doctor’s Name] at [Time]. Please be available 30 minutes prior to your appointed time.  

To reschedule or cancel your appointment, please call [Phone number].  

Regards, 

[Your Name] 

[Designation] 

[Hospital Name] 

Email template #3 If the patient didn’t show up to the appointment (follow-up 2) 

Use this email template to help a patient reschedule their appointment in case they were unable to attend. 

Subject line – Rescheduling of your appointment in [Hospital Name] 

Hi [Patient Name]

We noticed you couldn’t make it to your appointment. 

Please let us know your reason for not being able to make it to the appointment, and if you require transportation or home services. 

To reschedule an appointment, please call [Phone number].  

Regards, 

[Your Name] 

[Designation] 

[Hospital Name] 

Free health check-up email templates 

Email template #1: Free health check-up (introducing the offer/event) 

You can use this template when you plan to provide free health check-up or blood tests or eye tests for particular anniversaries or celebrations.  

Subject line–Greetings from [Hospital Name] 

Hello [Patient Name]

As a part of our anniversary celebrations, we are offering a free health check-up from [Date] to [Date] of [Month and Year]. We are available for you from [Time] to [Time]. Avail of this opportunity and get a free consultation from our best doctors.  

Your health is our happiness.  

For any other queries, call us. Here is the location of our hospital [link]. 

Regards, 

[Your Name] 

[Designation] 

[Hospital Name] 

Refer us to your friends and family and keep them healthy as well. 

Email template #2: Redeem your free health check-up soon (follow-up) 

Subject line – Greetings from [Hospital Name] 

Hello [Patient Name]

We noticed you haven’t booked a free health check-up yet. This mail is to just remind you that there are only [Number of days] left. We are available for you from [Time] to [Time]. Avail of this opportunity and get a free consultation from our best doctors.  

Your health is our happiness.  

Regards, 

[Your Name] 

[Designation] 

[Hospital Name] 

Healthcare email templates inviting people to medical webinars 

Email template #1: Invite people to medical webinars 

Subject line – Medical webinar on [Topic] starting on [Date] 

Hi [Person Name]

At [Hospital Name], we’ve our top doctors and medical professionals with us to talk about [Topic]. We invite you to join this webinar with us on [Date] while we explore: 

  • [Point 1] 
  • [Point 2] 
  • [Point 3] 

Sounds interesting? We’d love to have you on board. Click here to confirm your seat [link]. 

Regards, 

[Your Name] 

[Designation] 

[Hospital Name] 

Email template #2: Reminding people to join the medical webinars (follow up 1) 

Subject line – Reminding you to join the medical webinar on [Topic]  

Hi [Person Name], 

We hope you are attending the webinar. We are here to remind you, just in case you forgot :). Don’t forget to be there by [Time] on [Date]!  

We can’t wait to see you there! 

Regards, 

[Your Name] 

[Designation] 

[Hospital Name] 

Email templates to offer discounts on medicines

Email template #1: Discounts on medicines

Subject line–Thank you for your purchase at [Hospital/Pharmacy Name]

Hi [Patient Name]

We hope you’re in good health.  

We appreciate your purchase with us and want to offer you a [Percentage] discount for any of your further medical needs. We also offer home delivery and subscriptions of medicines to your doorstep. 

Click here to avail this discount [link].  

To order your medicine or to apply for a subscription, please fill out this form [Form]. 

Best wishes, 

[Your Name] 

[Designation] 

[Hospital Name] 

Here is an example email we received from mayo Clinic.

Healthcare email example - offering discounts

Email template #2: Discounts on medicines (follow-up) 

Subject line–You have pending discounts at [Hospital/Pharmacy Name]. 

Hi [Patient Name], 

We hope you’re in good health.  

You purchased medicines from us a while back and got a discount for your next purchase.  

Guess what? You still haven’t availed it yet, and we are here to remind you! 

Click here to avail this discount [link] on your next purchase.  

To order your medicine or to apply for a subscription, please fill out this form [Form]

Best wishes, 

[Your Name] 

[Designation] 

[Hospital Name] 

Email template #2: Discounts on medicines (follow-up) 

Subject line–You have pending discounts at [Hospital/Pharmacy Name]. 

Hi [Patient Name], 

We hope you’re in good health.  

You purchased medicines from us a while back and got a discount for your next purchase.  

Guess what? You still haven’t availed it yet, and we are here to remind you! 

Click here to avail this discount [link] on your next purchase.  

To order your medicine or to apply for a subscription, please fill out this form [Form]

Best wishes, 

[Your Name] 

[Designation] 

[Hospital Name] 

Email templates for spreading awareness about upcoming diseases/illnesses 

Email template #1: Inform your patients about upcoming diseases/illness

Subject line– Stay healthy. Stay protected. 

Hi [Person Name]

We hope you and your family are in pink health. 

Ever since the [Disease name] began, there has been a worldwide panic. We want to keep you and your family safe and healthy during these troubled times. Here is what you need to know about [Disease] and how you can stay healthy: 

[Information about the disease] 

[Prevention measures] 

[Safety measures] 

Keep us in your inbox to stay informed and updated to better protect yourself. 

Health is wealth. 

Best wishes, 

[Your Name] 

[Designation] 

[Hospital Name]

Email template #2: Update your audience about diseases/illnesses that are going on (follow-up) 

Hi [Person Name], 

We hope you and your family are in pink health. 

The [Disease name] has been causing a worldwide panic. We want to keep you and your family safe and healthy during these troubled times. Here are the latest updates on [Disease] and how you can stay healthy: 

  • [Latest updates about the disease] 
  • [Prevention measures] 
  • [Safety measures] 

If you or anyone you know are showing any of the mentioned symptoms, please contact [Emergency service number] immediately, and refer to this guide [Steps to tackle disease] for steps on containment, and immediate steps taken if you think a person might have this disease.  

Best wishes, 

[Your Name] 

[Designation] 

[Hospital Name] 

Healthcare email templates for order confirmation 

Email template #1: Confirmation of medicine orders and updating status

Subject line – Relax while we get your order! 

Hi [Patient Name]

Your order [Order number] has been successfully placed and is getting ready to be shipped/dispatched/delivered. Here is your order summary: 

[Products with bill] 

You can now download your bill [link]. Please ensure sufficient change at the time of delivery.  

Track your order here [link]. For getting WhatsApp/SMS updates, click here [link]

Thank you for allowing us to help you! 

[Your Name] 

[Designation] 

[Hospital Name] 

Email template #2: medicine orders and updating status (follow-up) 

Subject line –Your order is almost there! 

Hi [Patient Name], 

Your order [Order number] will be shipped tomorrow/ by this time. Here is your order summary: 

[Products with bill] 

You can now download your bill [link]. Please ensure sufficient change at the time of delivery.  

Track your order here [link]. For getting WhatsApp/SMS updates, click here [link]

Thank you for allowing us to help you! 

[Your Name] 

[Designation] 

[Hospital Name] 

Healthcare newsletter subscription email template 

Email template #1: Newsletter subscription

Subject line – Welcome aboard, [Name]

Hello [Person’s Name], 

Thank you for subscribing to our newsletter. We highly appreciate your interest! 

We’re here to enlighten you with our weekly/monthly newsletter. The topic of this week/month is [Topic].  

Read on more to find out [link]. 

Regards, 

[Your Name] 

[Designation] 

[Hospital Name] 

Email template #2: Feedback on healthcare newsletter 

Subject line – How was our [Last Edition] newsletter? 

Hello [Person’s Name]

Thank you for your subscription to our newsletter. We highly appreciate your interest! We would love to know what you thought of this month’s issue. 

Please leave your feedback here. [link] 

Regards, 

[Your Name] 

[Designation] 

[Hospital Name] 

Email template to invite people to the new branch opening 

Email template #1: Invite people to the new branch opening 

Subject line – You’re invited to our grand opening! 

Hi [Person Name]

We’re coming closer to serve you better. We’re elated to announce that we are opening a new branch accessible to you with the best doctors and medical professionals.  

Welcome to our new branch opening on [Date] from [Start time] to [End time].  

We’re now located also at [Venue]. Here’s how to reach us [map link]. 

See you at the venue! 

Best wishes, 

[Your Name] 

[Designation] 

[Hospital Name] 

Annual health check-up email templates 

Email template #1: Annual check-up mail 

Subject line – It’s been a year! 

Hi [Patient Name]

Hope you are doing well. 

It has been a year since your annual [Specification of body part] check-up. Please click here [link] to book your appointment at your earliest convenience. For any query, please get in touch with us at [Phone number]

See you soon! 

Regards, 

[Your Name] 

[Designation] 

[Hospital Name] 

[Phone Number] 

[Email ID] 

Email template #2: Annual check-up email (follow-up)

Subject line – Long-time no see…  

Dear [Patient Name]

How are you? 

It’s been a year already since your previous appointment. We’re here to remind you to book your appointment at [Hospital Name] at the earliest. Annual check-ups are most important to see the progress of your health. After all, if you don’t have health, you don’t have anything.    

Book your appointment with us [link] or call us to confirm [number]

Best regards, 

[Your Name] 

[Designation] 

[Hospital Name] 

Email templates for birthday or anniversary greetings 

Email template #1: Happy Birthday 

Wishing “Happy Birthday” to an existing patient. 

Subject line – Happiest Birthday wishes 

Hi [Person Name], 

We, at [Hospital name], wish you the happiest and the merriest of birthdays. On your special day, take a moment to reflect on the miracle of life and how fortunate you are to be surrounded by love.  

We hope you’ve had a great year and that the next one will be even better. Happy birthday once again! 

Cheers! 

[Hospital Name] 

When people receive a mail wishing them for their birthdays or anniversaries, it gives them the feeling that you care and want to convey your wishes. This makes them feel like they are valuable to you and your company. 

Here is a sample email from Alpha Chiropractic. 

Healthcare email templates - birthday greetings example

Healthcare email template to introduce a new service/medicine 

Email template #1: Ask people to check the new product announcement 

Invite people to check out the new product/medicine that you’re going to launch. 

Subject line – We have a new product in store. 

Hi [Person Name]

We’ve heard about your problems. Yes, we’re solving them, one step at a time.  

We’re happy to announce the launch of our new product.  

With tremendous research, extensive trial runs, and keeping your health in mind, we have devised a new product to help lessen the effects of [Disease name] by [Product capabilities]. 

Welcome to our product launch event on [Date] from [Start time] to [End time].  

Here’s how to reach us [map link]. You can also join us online [link] while we are live. 

See you! 

Best wishes, 

[Your Name] 

[Designation] 

[Hospital Name] 

Healthcare email templates for insurance claims 

Email template #1: Respond to a patient who has applied for insurance 

Subject line – Important update on your insurance 

Hi [Patient Name]

This is to confirm that we’ve received an amount of $ [Amount] in favor of your [surgery or medical condition] from your insurance provider [Name of insurance provider]. 

Please find the attachment of the bill for your reference [bill attachment]

If you have any questions, please feel free to reach out to us. 

Thank you for your time and patience. 

Regards, 

[Your name] 

[Designation] 

[Hospital Name] 

Download the bill for further use. 

Email template #2: Offer assistance for insurance 

Assist patients who have applied for insurance and lead them through the order of form filling or other procedures that need to be completed and submitted in order to successfully avail the monetary benefits. 

Subject line – Do you need financial assistance? 

Dear [Patient Name], 

We offer medical loans in case you’re going to need financial assistance. 

The process is fairly simple. All you have to do is check eligibility and apply online. Our medical counsellor will reach out to you and assist you with the available options and deliver all the information you need. 

[Button – apply for medical loan] 

[Patient Name], feel free to call or respond if you have any questions. 

Best wishes, 

[Your Name] 

[Designation] 

[Hospital Name] 

Email template #3: Offer assistance for insurance (follow-up) 

Subject line – Do you need financial assistance? 

Dear [Patient Name], 

We haven’t received any response regarding whether you would require financial aid in your medical procedure.  

The process is fairly simple. All you have to do is check eligibility and apply online. Our medical counselor will reach out to you and assist you with available options and deliver all the information you need. 

[Button – apply for medical loan] 

Best wishes, 

[Your Name] 

[Designation] 

[Hospital Name] 

Healthcare email templates for customer support 

Email template #1: Customer support 

Helping a customer resolve their issues.  

Subject Line – Your query is updated. 

Hi [Person Name], 

Thank you for reaching out to us with your query. We’re well on our way to resolving your query.  

You will be hearing from our customer executive in the next 24-48 hours. You can track the status of your query here [link]. If you wish to get in touch with us, please contact us at [Phone number]

We’re happy to be of help! 

Thank you for your time and cooperation. 

Regards, 

[Your Name] 

[Designation]

Showing the concerned people that you are well on your way to solve their issues and giving them status updates and regular feedbacks make them feel heard and makes you trust them more.  

Email template #2: Customer support (follow-up) 

Subject Line – Sorry, we couldn’t get in touch with you. 

Hi [Person Name], 

Our customer executives tried to reach you, and found no response. Please contact us at [Number], so that we can clarify your query.  

Thank you for your time and cooperation. 

Regards, 

[Your Name]

So, these are healthcare email templates you can use for communicating with your patients. The best part is you can automate emails through healthcare CRM. For instance, 

  • Send recurring emails for birthdays/anniversaries 
  • Set campaigns for events like new medicine launch, or when you organize health check-up camps. 
  • Appointment reminder email sequences 
Multichannel communication

If you’re looking for a solution that can automate email campaigns for your practice, take a shot at LeadSquared. 

LeadSquared offers a fully HIPAA compliant CRM solution for healthcare and seamlessly integrates with tools you use for your marketing campaigns. 

Book a Demo to know more about the product capabilities.