Three Ready-to-Send Email Templates Covering the Complete New Patient Journey for an Australian Dental Practice
Most practices send a booking confirmation and nothing else. A new patient who receives nothing between booking and their first appointment arrives as a stranger — uncertain, potentially anxious, and with no particular reason to feel loyal to the practice. A new patient who receives a warm, well-timed sequence arrives feeling welcomed, prepared, and already connected. They are less likely to FTA, less anxious about the appointment, and significantly more likely to become a long-term patient.
The New Patient Email Sequence 2026 is a complete set of three ready-to-send email templates covering every touchpoint in the new patient journey — booking confirmation, pre-appointment reminder, and post-appointment follow-up. Replace the bracketed placeholders with your practice details, load into your practice management software, set the send triggers, and the sequence runs automatically for every new patient from that point forward.
The sequence includes 3 emails and 3 SMS alternatives:
Email 1 — Booking Confirmation Sent immediately at booking — the first impression, setting the tone for the relationship. Covers appointment details (date, time, dentist, full address), getting there and parking, what to bring (Medicare card, health fund card, current medications, previous dental records), health history form completion options, and a clear, friendly cancellation notice request. Professional, warm, and complete — everything a new patient needs in one email.
Email 2 — Pre-Appointment Reminder Sent 48 hours before the appointment — reduces FTAs and prepares the patient for what to expect. Covers a clear description of what happens at a first appointment (medical and dental history, full examination, X-rays, findings discussion and treatment recommendations), practical reminders (arrive 5–10 minutes early, bring health fund card for on-the-spot HICAPS claiming), and a clear reschedule prompt. Patients who know what to expect arrive calmer and more engaged.
Email 3 — Post-Appointment Follow-Up Sent 24–48 hours after the appointment — warm, genuine, and relationship-building. Includes three conditional versions: if a treatment plan was discussed (summary reference and follow-up call prompt), if recall was already booked (confirmation and reminder note), and if recall was not yet booked (gentle prompt to book ahead with a reason to act). Includes a Google review or feedback form invitation — with an AHPRA compliance reminder: do not use patient responses as testimonials in advertising without checking AHPRA advertising compliance guidelines.
SMS Versions Short-form SMS alternatives for all three touchpoints — booking confirmation, 48-hour reminder, and post-appointment message. Written to be warm and professional within the SMS format, with all key information included. Ready to load into any SMS-capable practice management system.
Who this is for: Practice Managers who want to automate the new patient communication journey and reduce FTAs without adding to the front desk workload. Practice Owners who want every new patient to arrive feeling welcomed and prepared — and to leave with a reason to come back. Any practice that currently sends a booking confirmation and nothing else, and wants to do more without building a sequence from scratch.
📄 Format: 6-page editable Microsoft Word document (.docx) — replace all bracketed placeholders with your practice details and load into your practice management software. Includes email templates and SMS alternatives for all three touchpoints.
⬇️ Instant digital download — available immediately after purchase
🦷 Built for Australian dental practices — AHPRA compliance note included for the post-appointment Google review invitation. References Medicare, HICAPS, and Australian practice management software workflows.
