Re-engagement Sequence for Dentists Email Guide
Why Re-engagement Sequence Emails Fail for Dentists (And How to Fix Them)
Your hygiene coordinator just mentioned Mrs. Smith hasn't been in for two years.
Or Mr. Jones never scheduled that crown.
That's not just a missed appointment, it's a lost connection. You've invested time and resources into acquiring new patients, but what about the patients who once trusted you with their smile, but haven't been back in months, or even years?
Many practices focus heavily on new patient acquisition, overlooking the immense value of nurturing existing relationships. A well-crafted re-engagement sequence isn't about guilt-tripping.
It's about genuine connection, reminding them of the value you provide, and making it easy for them to return. It brings back familiar faces, fills open slots, and strengthens your practice's foundation by turning silent patients into active ones.
The templates below are designed to reignite those relationships, transforming dormant contacts into loyal patients who confidently return to your chair.
The Complete 4-Email Re-engagement Sequence for Dentists
As a dentist, your clients trust your recommendations. This 4-email sequence helps you introduce valuable tools without sounding like a salesperson.
The Miss You
Acknowledge the silence and show you care
Hi [First Name],
It's been a little while since your last visit to [PRACTICE NAME], and we just wanted to reach out. We know life gets busy, and sometimes dental appointments can slip through the cracks.
But we genuinely care about your oral health and overall well-being. We've been thinking about you, and wanted to remind you that your dental health is important to us.
Regular check-ups are key to preventing small issues from becoming bigger problems down the road. If it's been a while, we'd love to welcome you back.
Our team is here to make scheduling easy and your visit comfortable. Just reply to this email or call us at [PHONE NUMBER] when you're ready.
Best, [YOUR NAME]
This email uses the 'mere-exposure effect' and subtle 'social proof' by expressing care. It's non-confrontational and focuses on patient well-being, which builds trust rather than sounding like a sales pitch. It gently reminds them of the relationship they once had.
The Value Reminder
Remind them why they subscribed
Hi [First Name],
Do you remember that feeling after a professional cleaning? That smooth, fresh sensation?
It's more than just a clean feeling, it's a foundation for lasting health. Many of our patients tell us they appreciate how we help them maintain their bright smile, prevent discomfort, and catch potential issues early.
These regular appointments are crucial for keeping your teeth and gums in top condition. We understand dental care might not always be top of mind, but neglecting it can lead to bigger problems later on.
We're here to help you avoid those worries. Think of us as your partners in maintaining not just your smile, but your overall health.
We're ready when you are to help you continue that journey.
Best, [YOUR NAME]
This email taps into 'loss aversion' by subtly hinting at potential negative outcomes of neglect, while also reminding them of the positive 'gain' from regular care. It reinforces the value proposition they originally bought into, prompting a re-evaluation of their current state.
The Survey
Ask what they actually want from you
Hi [First Name],
We haven't seen you recently, and we're always striving to improve our patient experience at [PRACTICE NAME]. Your feedback is incredibly valuable to us.
We're trying to understand what matters most to our patients, and how we can best support your oral health goals. Would you be willing to take a moment to answer one quick question?
What is the biggest challenge you face prioritizing your dental appointments? Just hit reply and let us know.
Your honest thoughts help us serve you and others better. There's no right or wrong answer.
Best, [YOUR NAME]
This email employs the 'foot-in-the-door' technique by asking for a small commitment (a reply). It also uses 'reciprocity' by offering to improve based on their feedback, making them feel heard and valued, which increases the likelihood of re-engagement or revealing an objection.
The Breakup
Give a final chance before removing them
Hi [First Name],
This is the last email we'll send you for a while. It seems you might not be finding our updates helpful, and we want to respect your inbox.
Before we remove you from our active patient communications list, we wanted to give you one final opportunity to let us know if you'd like to stay connected. If you still wish to receive reminders, health tips, and practice updates from [PRACTICE NAME], simply click here: [LINK TO RE-OPT-IN PAGE/EMAIL ADDRESS].
Otherwise, we'll assume you're no longer interested in hearing from us, and we'll stop sending these emails on [DATE - e.g., in 7 days]. We wish you all the best with your oral health.
Best, [YOUR NAME]
This email uses 'scarcity' and 'loss aversion'. The threat of removal often triggers a response from those who are passively interested but haven't acted. It also respects their choice, ending on a positive note while providing a clear call to action for those who wish to remain engaged.
4 Re-engagement Sequence Mistakes Dentists Make
| Don't Do This | Do This Instead |
|---|---|
✕ Only relying on phone calls for hygiene recalls. | Implement a multi-channel approach including email, text, and automated reminders through systems like Weave or RevenueWell. |
✕ Assuming patients know and remember their full treatment plan without follow-up. | Send a concise email summary of their proposed treatment plan after their visit, including benefits, potential risks of delay, and clear next steps for scheduling. |
✕ Not addressing common patient anxieties about dental visits in communications. | Create content that proactively discusses comfort options, sedation, or flexible financial plans, and weave these messages into follow-up emails. |
✕ Ignoring patients who haven't visited in over a year, considering them 'lost'. | Develop a specific, empathetic re-engagement sequence for dormant patients, focusing on care and value, not just immediate sales, to rebuild trust. |
Re-engagement Sequence Timing Guide for Dentists
When you send matters as much as what you send.
The Miss You
Acknowledge the silence and show you care
The Value Reminder
Remind them why they subscribed
The Survey
Ask what they actually want from you
The Breakup
Give a final chance before removing them
Use after 30-90 days of no opens or clicks.
Customize Re-engagement Sequence for Your Dentist Specialty
Adapt these templates for your specific industry.
General Dentists
- Highlight the importance of preventative care and regular check-ups to avoid future complications and maintain overall health.
- Emphasize family-friendly services and convenience for busy households, positioning the practice as a one-stop solution.
- Remind patients of comprehensive services, from routine cleanings and fillings to basic restorative work, showcasing full-service care.
Cosmetic Dentists
- Focus on aesthetic benefits: brighter smiles, increased confidence, and the positive impact on personal and professional life.
- Share before-and-after testimonials (with patient permission) to visually showcase stunning transformations and inspire action.
- Discuss flexible financing options for cosmetic procedures to make desired smile enhancements more accessible.
Pediatric Dentists
- Address parental concerns: emphasize gentle care, making visits fun, and teaching good oral hygiene habits early.
- Highlight the unique, child-friendly environment and specialized approach tailored specifically for children's dental health needs.
- Offer practical tips for parents on at-home oral care for kids, diet advice, and common childhood dental issues.
Orthodontists
- Focus on the long-term benefits of a healthy, aligned smile: improved function, enhanced confidence, and easier oral hygiene.
- Clearly explain different treatment options (e.g., traditional braces, clear aligners) and their suitability for various patient needs.
- Provide transparent information on consultation processes, treatment timelines, and flexible payment plans to ease decision-making for patients and parents.
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