Sample Welcome Letters

Sample Welcome Letters

Dental practice welcome letters are essential components of welcome kits for new patients. Welcome kits can help create a good impression of your office and add value to the importance of dental care. The welcome letter also serves as a friendly way to introduce you and your staff to the patient. The other letters listed below serve to introduce your practice to patients who have yet to appoint and may visit your office in the future.

The seven letters included are:

The Welcome Letter – for patients who schedule an appointment at the time of the referral. This letter helps make a new patient feel comfortable and familiar with you and your practice before they come in for their first appointment.
The Hello Letter – for referrals who decide to wait to schedule an appointment. To ensure hesitant referrals that your practice is right for them, send this letter as a friendly “hello.”
The Restricted Insurance Letter – for referrals with insurance you are unable to accept. Send this letter when a patient’s insurance is not accepted, but you still want them to keep you in mind if they choose to use another form of payment.
The No-Show Letter – for referrals who do not show up for their first appointment. To encourage referrals to take care of their dental problem and reschedule with your office, send this letter to show that you care about their needs.
The No-Charge/Low-Charge Evaluation Letter – for instances when you would like to extend a no-charge evaluation to encourage the referral to appoint.
The Welcome Letter for Kids – for children whose parents have scheduled an appointment for them. This letter is written in a tone that is fun and easy to read. It will introduce children to your practice and help them to look forward to their first visit.
The Welcome Letter for Parents – for parents who schedule an appointment for their child. This letter will help parents to feel more comfortable about choosing your practice for their child’s needs by reviewing your educational background and your dedication to making a child’s dental experience a positive one.

The customized versions of these letters can be used as-is or you may use the master templates as a starting point to craft your own welcome letters. The enclosed CD-ROM includes both versions so that you can easily edit them as necessary. Along with each letter, we recommend sending a practice brochure, business card and a giveaway, such as a refrigerator magnet, toothbrush or pen with your logo. Welcome letters may also include a map and directions, a health history form and an appointment card.

If you have any questions, please call 1-800-552-1616.

Best regards,

Your friends and 1-800-DENTIST

Welcome !

At name of dental office, we are delighted that you have chosen our office to care for your dental needs.

Our mission is to enter mission statement. I graduated from <School> in <year>. I am proud to provide gentle, family-oriented dental care to the adults and children of this community. Our office combines the latest dental knowledge and technology together with care and compassion. We offer treatment in general, cosmetic and restorative dentistry, etc.

Enclosed is a patient information form that you may complete at your convenience. Please bring it with you to your appointment. If you have insurance, bring a copy of your claim form and I.D. card or insurance booklet.

Our office is located on cross street or landmark. Please feel free to contact us at phone number if you have any questions or comments.

We are very happy to welcome you as a new patient and look forward to meeting you at your scheduled appointment on [enter appointment date and time].

Sincerely,

Dr. Doctor Name

and Staff

Hello ,

We would like to introduce you to our dental practice. We sincerely hope you will choose our office when you are ready to make a dental appointment.

Our caring staff believes in providing a comfortable atmosphere during treatment. We strive to make every visit to our office as pleasant as possible for all our patients. We offer enter three features for your comfort.

We are located on cross street/ landmark. We look forward to speaking with you. Feel free to contact us at phone numberif we can be of further assistance.

Sincerely,

Dr. Doctor Name

and Staff

Dear ,

Thank you for contacting our practice through 1-800-DENTIST. We regret that we could not be of assistance, as we are not contracted with your current insurance. However, we are concerned about your dental health.

If your dental need has not been taken care of, we would like to help you in any way we can. We accept enter forms of payment and financing options as alternatives to your insurance benefits.

We always look forward to meeting new patients and welcome the opportunity to demonstrate how our practice is uniquely different. If we can ever be of service to you, please contact us at phone number.

Sincerely,

Dr. Doctor Name

and Staff

Dear ,

We are sorry that you missed your appointment with us because we were looking forward to meeting you. We hope that you are okay and we do understand that unexpected circumstances may have prevented you from keeping your appointment.

However, we are concerned that you may still have a dental need that has not been taken care of. Please call us as soon as possible at phone number so that we can take care of your dental needs.

We are looking forward to your visit!

Sincerely,

Dr. Doctor Name

and Staff

Dear ,

We understand that you contacted 1-800-DENTIST looking for a dentist to assist you with your dental needs. We wanted to take a moment to follow up with you and find out how you are doing. Our concern is that dental problems can get worse over time. You and your dental health are of the utmost importance to us.

We would like to invite you into the office for a complimentary evaluation and welcome visit. This visit will be the perfect time to answer questions and address any concerns that you may have. Nothing will be done without your permission. Together we will decide on a plan that is comfortable and affordable for you. After all, we pride ourselves in making dentistry a pleasant experience for you. We are happy to extend the same courtesy to any of your family and friends as well.

If by chance you have found another dentist, please know that we are still here for you and we’d like to invite you in for a complimentary second opinion. This visit will give you added peace of mind while making important decisions regarding your dental health.

Should you have any questions, please let us know. You can call our office anytime at phone number. We hope to hear from you soon.

Warmest regards,

Dr. Doctor Name

and Staff

Dear ,

I am very happy that I am going to be your dentist. I want to make sure you have fun when you come to see us. In our office we have enter three items specific to childrenjust for kids like you.

At your first visit we will count your teeth, make them shiny and bright and show you how you can keep your smile healthy when you are at home. You will meet our hygienist who enjoys helping children just like you with their teeth.

If you or your parents have any questions about your visit, please feel free to call me. I’m just a phone call away and can be reached at phone number.

See you soon!

Dr. Doctor Name

and Staff

Welcome ,

My staff and I are delighted that you have chosen our office to care for your child’s dental needs.

We want your child to have a positive dental experience. Here, we provide enter three items specific to children for your child’s comfort. Our expert staff is great with children, adding to the caring and nurturing atmosphere of our office. Your commitment to your child’s health, along with our excellent care, will allow for a lifetime of healthy teeth and gums.

The office is conveniently located on location/ cross street/ landmark. Feel free to contact us at phone number if we can answer any questions.

We are happy to welcome your child as a new patient and look forward to welcoming your entire family to our dental practice.

Sincerely,

Dr. Doctor Name

and Staff