# 05 Practices (therapy, health, vet, dental): e-mail, letter, notice, social post

Templates, not legal advice. Replace every [placeholder] (list in part 01). Fees in healthcare are often governed by fee schedules, insurance contracts or professional rules. These templates are meant for the fees you set yourself (self-pay services, private fees, extras). They do not replace a check with your professional body.

## Before you send: practice specifics

- **Insurer-set or officially set fees:** If your insurer, a public tariff or your professional body fixes a price, you usually cannot change it by letter. Do not word a letter as if it were your decision when it is a tariff change. Say honestly where it comes from.
- **Self-pay services:** Treat them separately and list them by name.
- **Appointment series and treatment plans:** Say whether a series that started before the date keeps its price.
- **Missed-appointment and cancellation fees:** If you change them, explain it in a separate sentence.
- **Sensitive data:** Never include health details in a mass message. Address people neutrally and keep treatment information out of the e-mail.
- **Reception team:** Patients will ask about insurance first. Practise the answers in part 06.

## A. E-mail to patients or clients

Subject: Changes to our fees from [Effective date] – [Business name]

```
[Greeting and name]

thank you for your trust in [Business name]. From [Effective date] we are adjusting some of our fees.

[One-sentence reason.]

Here is what changes:
- [Service]: was [old price], now [new price]
- [Service]: was [old price], now [new price]

This concerns [services you set yourself, e.g. self-pay sessions]. Services whose fees are set by [insurer / tariff / professional body] are not affected by this message.

Appointments and treatment series started before [Date sent] continue at the previous price [or: Rule to insert].

If you have questions, you can reach us on [Phone] or at [E-mail].

Kind regards
[Sender name]
[Business name], [Town or city]
```

## B. Letter (paper)

```
[Business name]
[Street and number]
[Postcode and town]

[Customer name]
[Street and number]
[Postcode and town]

[Town or city], [Date sent]

Changes to our fees from [Effective date]

[Greeting and name]

you have been with us since [Year/month]. We thank you for your trust.

From [Effective date] we are adjusting the fees for [services you set yourself]. [One-sentence reason.]

[Service]: was [old price], now [new price]
[Service]: was [old price], now [new price]

The complete fee list is at reception and on [Website]. Fees that are fixed by [insurer / tariff / professional body] are not part of this change. Appointments already booked keep the previous fee.

If you would like to talk about this, please call us on [Phone] or write to [E-mail].

Kind regards

[Sender name]
[Business name]
```

## C. Notice (A4, reception and waiting room)

```
FEE CHANGES FROM [Effective date]

Dear patients / clients

we are adjusting the fees for [services you set yourself]. [One-sentence reason.]
The updated fee list is at reception.

Fees set by [insurer / tariff / professional body]: not affected.
Appointments booked before [Date sent]: previous fee.

Please ask our team if you have questions.
Thank you for your trust.

[Business name]
```

## D. Social post (optional, keep it factual)

Short version:

```
From [Effective date] some of our self-pay fees change. The updated fee list is on [Website] and at reception. Booked appointments keep the previous fee. Questions? Call us on [Phone].
```

Longer version:

```
A note on our fees.

From [Effective date] we are adjusting the fees for [services you set yourself]. [One-sentence reason.]

Fees set by [insurer / tariff / professional body] are not affected.

All details are on [Website]. Questions? Please contact us by phone on [Phone] rather than in the comments, so that we can answer properly.

Thank you for your trust.
```

Tip: never discuss individual cases or treatments in the comments. Invite people to call.

## E. Thank-you to long-standing patients or clients (short personal note)

```
[Greeting and name]

you have been coming to us since [Year/month]. Thank you for your trust.

From [Effective date] our fees for [services you set yourself] change. [One-sentence reason.] If you would like to talk about it, please tell us at your next appointment or call [Phone].

Kind regards
[Sender name]
```

Note: do not offer discounts you cannot offer to everyone in the same situation. In some professions, fee reductions for individual patients are limited by rules. Ask your professional body.

## F. Add-on block: you drop or change a service

```
From [Effective date] we will no longer offer [Service] because [One-sentence reason]. As an alternative we recommend [Alternative].
```