Overview
The pre-appointment checklist email template was shared by Chris Balbi, Co-Owner and Director of Operations of Meesha Aesthetics. Chris sends this email to all new patients before their first appointment to set expectations and drive Patient App sign-ups.
Every practice is different. Edit any section to match your policies, forms, and welcome offer.
This article is for practice owners and front-office staff managing new patient onboarding email.
Before You Start
Replace every
#placeholder with your own info or hyperlinks.Copy your app sign-up link from [SME: confirm current path — formerly App Builder → Home → App Link] for step 2 of the checklist.
Align
$25 Welcome Offertext with your live welcome offer if the amount differs.
Why It Matters
A pre-appointment checklist email helps you:
Collect intake forms before the visit.
Drive app sign-ups before patients arrive at the front desk.
Set policy expectations (deposits, Alle, cancellation) in writing.
Pair with SMS snippets from Use appointment reminder templates (Admin Panel).
How It Works
Placeholder convention: Fields marked with # must be updated or linked before sending.
Two versions below:
Blank template with placeholders
Chris’s filled example for Meesha Aesthetics
Step-by-Step Instructions
Customize the blank template
Subject line: [Action needed] Pre-appointment checklist
Hi #FirstName,
We are so excited for your upcoming appointment on #DATE at #TIME! Below is your pre-appointment checklist that is designed to ensure you are always saving and having the best experience working with us.
1. Please complete the health history form for our medical director to review.
#Link to your businesses medical intake form#
2. We are excited to announce the launch of our VIP Rewards Program!
We offer memberships, packages and payment plans called the Beauty Bank. You’ll receive a $25 Welcome Offer just for signing up for the app.
#Sign up here!#
3. Register for the Alle Rewards Program.
It is free of charge and you will accumulate points to use discounts on future visits. https://www.alle.com
4. In a secondary message you’ll get a request for a $50 deposit to support our cancellation policy.
It will go toward your total the day of your appointment. #You can read the policy here#
If you have any questions, please feel free to give us a call! We look forward to seeing you.
Best,
Team at #MedSpaName
Reference: Meesha Aesthetics filled example
Subject line: [Action needed] Pre-appointment checklist
In preparation for your appointment please complete the following steps prior to your first appointment with Messha Aesthetics:
1. Please complete the health history form for our medical director to review.
2. We are excited to announce the launch of our VIP Rewards Program!
We offer memberships, packages and payment plans called the Beauty Bank.
You’ll receive a $25 Welcome Offer just for signing up for the app. Sign up here!
3. Register for the Alle Rewards Program.
It is free of charge and you will accumulate points
to use discounts on future visits. https://www.alle.com
4. In a secondary message you’ll get a request for a $50 deposit to support our cancellation policy.
It will go toward your total the day of your appointment.
You can read the policy here - https://www.botoxbymeesha.com/cancellation-no-show-policy
Best Practices and Pro Tips
Send 3 to 7 days before a new patient’s first appointment when possible.
Keep step 4 deposit language aligned with your actual billing workflow.
Remove Alle step if your practice does not participate in Alle Rewards.
Test all links on mobile before sending.
Common Mistakes and FAQs
Q: Can I send this through RepeatMD?
A: This template is designed for your EMR or email tool. Use Use launch email templates (Admin Panel) for launch broadcasts.
Q: Should every patient get all four steps?
A: Customize steps for your practice. Not every med spa uses Alle or the same deposit policy.
Next Steps and Support
Need help? Email support@repeatmd.com