Email remains one of the highest-ROI marketing channels—and it's critical for patient retention. Here are ready-to-use templates for every patient communication need.
Email Benchmarks
According to Mailchimp's Email Marketing Benchmarks:
| Metric | All Industries Average |
|---|---|
| Open Rate | 35.63% |
| Click Rate | 2.62% |
| Unsubscribe Rate | 0.22% |
Healthcare tends to outperform these averages. Aim for 40%+ open rates with relevant, timely emails.
Recall Email Templates
First Reminder (2 weeks before)
Subject: Time for your cleaning, [First Name]!
Hi [First Name],
It's been 6 months since your last visit, which means you're due for your cleaning and checkup!
Regular cleanings help prevent cavities, gum disease, and catch small problems before they become big ones.
[BOOK NOW BUTTON]
Or call us at [Phone] to schedule.
See you soon!
[Practice Name]
Second Reminder (1 week overdue)
Subject: We miss you, [First Name]! Your cleaning is overdue
Hi [First Name],
We noticed you're a bit overdue for your cleaning. Life gets busy—we get it!
But your oral health shouldn't wait. The longer between cleanings, the more plaque and tartar can build up.
We have appointments available this week. Let us find a time that works for you.
[BOOK NOW BUTTON]
Questions? Just reply to this email or call [Phone].
[Practice Name]
Third Reminder (1 month overdue)
Subject: [First Name], your smile needs you
Hi [First Name],
It's been a while since we've seen you, and we want to make sure everything's okay!
Skipping dental visits can lead to problems that are more expensive and uncomfortable to fix later.
If anything's holding you back—cost, anxiety, schedule—let us know. We're here to help find a solution.
[BOOK NOW BUTTON]
We'd love to see you back!
[Practice Name]
Reactivation Templates
For Patients Gone 12+ Months
Subject: [First Name], we'd love to welcome you back
Hi [First Name],
It's been over a year since your last visit, and we miss you!
A lot can happen in a year—including changes in your oral health. We'd love to do a comprehensive checkup and make sure everything's in great shape.
As a welcome back, we're offering [Special Offer - e.g., complimentary whitening with cleaning].
[BOOK YOUR COMEBACK APPOINTMENT]
We hope to see you soon!
[Practice Name]
Post-Op Care Emails
After Extraction
Subject: Post-extraction care instructions
Hi [First Name],
Thanks for trusting us with your care today. Here's what to expect and how to heal quickly:
First 24 hours:
- Bite gently on gauze for 30-45 minutes
- Avoid rinsing, spitting, or using a straw
- Ice the area 20 minutes on, 20 minutes off
- Take prescribed medications as directed
Next few days:
- Soft foods only
- Gentle salt water rinses after 24 hours
- Avoid smoking and alcohol
Questions? Call us anytime at [Phone].
[Practice Name]
After Filling
Subject: Your new filling—what to know
Hi [First Name],
Great seeing you today! A few things to know about your new filling:
- Numbness may last 2-4 hours—careful eating!
- Some sensitivity is normal for a few days
- Avoid very hot or cold foods initially
- If bite feels "off," let us know—easy adjustment
Questions? We're always here to help.
[Practice Name]
Newsletter Ideas
Monthly Newsletter Structure
- Seasonal tip: Summer teeth whitening, holiday candy advice
- Team spotlight: Feature a team member
- Dental tip: Quick oral health advice
- Community involvement: Events, sponsorships
- Special offer: Time-limited promotion
Content Ideas by Season
- January: New year, new smile goals
- February: Valentine's smile prep
- Spring: Spring cleaning for your teeth
- Summer: Sports mouthguards, vacation tips
- Fall: Back to school dental checks
- October: Halloween candy survival guide
- November: Use-it-or-lose-it insurance benefits
- December: Holiday schedule, year-end benefits
Best Practices
Deliverability
- Use a reputable email service (Mailchimp, etc.)
- Authenticate your domain (SPF, DKIM)
- Keep lists clean—remove bounces
- Avoid spam trigger words in subjects
Design
- Mobile-first design (60%+ read on mobile)
- Single clear call-to-action
- Professional, consistent branding
- Short paragraphs, scannable format
Timing
- Tuesday-Thursday typically best
- Morning or early afternoon
- Test different times for your audience
DentGPT drafts personalized email sequences in your brand voice—recall, reactivation, newsletters, and more. Get started free →
The Bottom Line
Email marketing keeps your practice top-of-mind and brings patients back. Start with automated recall sequences—they pay for themselves. Add reactivation campaigns for lost patients. Then build a simple monthly newsletter. Consistency matters more than perfection.
