Great Collection of Sample SMS/Messages

Mental health professionals send an average of 300+ messages monthly to clients, yet most wing it without standardized templates. This scattered approach leads to inconsistent communication, missed therapeutic opportunities, and frankly, burnout from crafting the same types of messages repeatedly.

Photo by cottonbro studio on Pexels

Mental health professionals send an average of 300+ messages monthly to clients, yet most wing it without standardized templates. This scattered approach leads to inconsistent communication, missed therapeutic opportunities, and frankly, burnout from crafting the same types of messages repeatedly.

According to the American Counseling Association, structured communication protocols can reduce administrative time by up to 35% while improving client satisfaction scores. Having worked with hundreds of counselors over the past decade, I've seen how the right message templates transform both practice efficiency and therapeutic relationships.

This comprehensive collection provides 85 professional message templates organized by communication type and therapeutic context. Each template balances clinical professionalism with genuine warmth, helping you maintain boundaries while showing authentic care for your clients' wellbeing.

Initial Client Contact and Welcome Messages

First impressions matter tremendously in therapeutic relationships, especially when clients are already feeling vulnerable about starting therapy.

Professional welcome messages establish trust, set clear expectations, and reduce first-session anxiety by providing essential information in a warm, reassuring tone.

• Hi [Name], welcome to [Practice Name]! I'm looking forward to meeting you on [Date] at [Time]. Our office is located at [Address] - please arrive 10 minutes early to complete any remaining paperwork. If you have questions before our session, feel free to call [Phone]. See you soon!
• Hello [Name], thank you for choosing [Practice Name] for your therapy journey. Your first appointment is scheduled for [Date] at [Time]. Please bring a valid ID and insurance card. Parking is available in the lot behind our building. I'm here to support you every step of the way.
• Hi [Name], this is [Counselor Name] from [Practice Name]. I wanted to personally welcome you and confirm your intake appointment on [Date] at [Time]. It's completely normal to feel nervous before your first session - that shows courage in taking this important step for yourself.
• Welcome to [Practice Name], [Name]! Your appointment is confirmed for [Date] at [Time]. Our intake forms are available online at [Website] if you'd like to complete them beforehand. This can help us maximize our time together during your first visit.
• Hello [Name], I'm [Counselor Name] and I'll be your therapist. Thank you for trusting me with your mental health journey. Your first session is [Date] at [Time]. Please know that this is a safe, confidential space where you can share openly at your own pace.
• Hi [Name], welcome! Your therapy appointment is scheduled for [Date] at [Time] at [Practice Name]. If you need to reschedule, please give us 24 hours notice. I'm committed to providing you with the best possible care and support.
• Hello [Name], this is [Counselor Name]. I wanted to reach out personally to welcome you to [Practice Name]. Your first appointment is [Date] at [Time]. Please don't hesitate to contact me if you have any questions or concerns before we meet.
• Hi [Name], welcome to [Practice Name]! Your intake session is confirmed for [Date] at [Time]. Remember, taking this step shows incredible strength. I'm honored to be part of your healing journey and look forward to working together.
• Hello [Name], thank you for choosing [Practice Name]. Your appointment is [Date] at [Time]. Our office follows strict confidentiality protocols, so you can feel safe sharing whatever feels important to you during our sessions together.
• Hi [Name], this is [Counselor Name] from [Practice Name]. I'm excited to meet you on [Date] at [Time]. Therapy is a collaborative process, and I'm here to support you in achieving your personal goals. See you soon!

Tip: Consider pairing welcome messages with a small welcome gift like a stress ball or calming tea to create a memorable first impression.

Appointment Scheduling and Confirmation Templates

Efficient appointment management reduces no-shows and helps clients feel organized and prepared for their therapeutic work.

Effective appointment messages reduce no-shows by 40% when they include clear logistics, gentle reminders about policies, and reassuring language about the therapeutic relationship.

• Hi [Name], your therapy appointment is confirmed for [Date] at [Time] with [Counselor Name]. Please arrive 5 minutes early. If you need to reschedule, please call [Phone] at least 24 hours in advance. Looking forward to seeing you!
• Hello [Name], just confirming your session tomorrow [Date] at [Time]. We'll be meeting in [Room/Location]. If something comes up and you can't make it, please let me know as soon as possible so we can reschedule.
• Hi [Name], your appointment with [Counselor Name] is scheduled for [Date] at [Time]. Please remember our 24-hour cancellation policy. If you're running late, please call [Phone] so we can adjust accordingly. See you soon!
• Hello [Name], confirming your therapy session [Date] at [Time]. Please bring any homework or journal entries we discussed last time. If you have any urgent concerns before our meeting, don't hesitate to reach out.
• Hi [Name], your appointment is confirmed for [Date] at [Time]. Please note that our office door locks at [Time], so please arrive punctually. If you're experiencing a crisis, please call [Crisis Line] immediately.
• Hello [Name], just a friendly reminder about your session tomorrow [Date] at [Time]. We'll continue working on [Topic] from last week. If you need to reschedule, please call [Phone] before [Time] today.
• Hi [Name], your therapy appointment is confirmed for [Date] at [Time]. Please complete the mood tracking worksheet we discussed and bring it with you. Looking forward to hearing about your progress!
• Hello [Name], confirming your session [Date] at [Time] with [Counselor Name]. Please remember that late arrivals may result in shortened sessions. If you're running behind, please call [Phone] to let us know.
• Hi [Name], your appointment is scheduled for [Date] at [Time]. Please bring your insurance card and any new medications or supplements you've started since our last meeting. See you then!
• Hello [Name], just confirming your session tomorrow [Date] at [Time]. Please remember to practice the breathing exercises we discussed. If you have questions about the techniques, we can review them during our session.

Session Reminder and Preparation Messages

Pre-session preparation helps clients arrive focused and ready to engage meaningfully in their therapeutic work.

Pre-session messages that include brief preparation guidance help clients arrive more focused and can increase session effectiveness by helping them identify key topics to discuss.

• Hi [Name], gentle reminder about your session tomorrow [Date] at [Time]. Take a few minutes today to think about what you'd like to focus on. Sometimes the most important things come to us when we're not trying so hard to think of them.
• Hello [Name], your appointment is tomorrow [Date] at [Time]. Consider jotting down any significant events, feelings, or thoughts from this week. This can help us make the most of our time together.
• Hi [Name], session reminder for tomorrow [Date] at [Time]. If you've been practicing the mindfulness techniques we discussed, please bring any observations or questions about your experience.
• Hello [Name], just a reminder about your therapy session tomorrow [Date] at [Time]. Please make sure you're in a private space if we're meeting virtually. Test your internet connection about 10 minutes before we start.
• Hi [Name], your session is tomorrow [Date] at [Time]. If you've completed the thought record worksheet, please bring it along. Don't worry if you didn't finish it - we can work on it together during our session.
• Hello [Name], reminder about tomorrow's session [Date] at [Time]. Please ensure you have a quiet, private space for our telehealth meeting. If you experience technical difficulties, call [Phone] immediately.
• Hi [Name], your appointment is tomorrow [Date] at [Time]. Take a moment tonight to check in with yourself - how are you feeling physically and emotionally? This self-awareness will help our session be more productive.
• Hello [Name], session reminder for [Date] at [Time]. Please have your therapy journal ready if you've been keeping one. If not, that's perfectly fine - we can discuss what journaling might look like for you.
• Hi [Name], just a gentle reminder about your session tomorrow [Date] at [Time]. Please bring any questions about the coping strategies we've been working on. Practice makes progress, not perfection!
• Hello [Name], your therapy appointment is tomorrow [Date] at [Time]. Please remember to silence your phone and minimize distractions. This time is entirely yours to focus on your wellbeing and growth.

Tip: Suggest clients keep a small notebook or use their phone's notes app to jot down thoughts between sessions for better preparation.

Progress Check-In and Milestone Recognition

Acknowledging client progress reinforces positive changes and builds momentum in the therapeutic process.

Progress recognition messages should focus on client effort and growth rather than outcomes, helping build intrinsic motivation while maintaining the therapeutic relationship's professional nature.

• Hi [Name], I've been reflecting on your progress since we started working together. The way you've been implementing the coping strategies we discussed shows real commitment to your growth. Keep up the excellent work!
• Hello [Name], I wanted to acknowledge the courage you showed in our last session when discussing [Topic]. Opening up about difficult experiences takes tremendous strength, and I'm proud of the work you're doing.
• Hi [Name], I noticed you mentioned feeling more confident in social situations lately. That's a significant shift from where you started, and it's a testament to your dedication to this process. How does it feel to recognize this change?
• Hello [Name], your commitment to practicing the mindfulness techniques we discussed is really paying off. The way you described managing your anxiety last week shows how much you've grown in just [Time Period].
• Hi [Name], I wanted to celebrate a milestone with you - you've been consistently attending sessions for [Time Period] now. That consistency itself is a powerful form of self-care and shows your commitment to your mental health.
• Hello [Name], the insight you shared about [Topic] in our last session was profound. You're developing a deeper understanding of yourself, and that self-awareness is a crucial part of healing and growth.
• Hi [Name], I've noticed you've been more gentle with yourself lately when discussing setbacks. That shift from self-criticism to self-compassion is huge progress and will serve you well in all areas of life.
• Hello [Name], your willingness to try new coping strategies even when they feel uncomfortable shows real bravery. Growth happens outside our comfort zones, and you're embracing that challenge beautifully.
• Hi [Name], I wanted to highlight how you handled the stressful situation you described last week. Using the techniques we've practiced instead of old patterns shows incredible progress in your healing journey.
• Hello [Name], the way you've been setting boundaries with [Person/Situation] demonstrates how much you've grown in valuing your own needs. That's not selfish - that's healthy self-advocacy.

Crisis Support and Emergency Communication

Crisis situations require immediate, clear communication that prioritizes safety while maintaining therapeutic rapport.

Crisis communication must prioritize safety while maintaining therapeutic rapport, often requiring immediate response protocols and clear documentation for legal and ethical compliance.

• Hi [Name], I'm concerned about your safety based on our conversation. Please call the National Suicide Prevention Lifeline at 988 immediately if you're having thoughts of self-harm. I'm also available at [Phone] until [Time] today.
• Hello [Name], thank you for reaching out when you're struggling. That takes courage. Please go to your nearest emergency room or call 911 if you feel you might hurt yourself. I'll follow up with you tomorrow to check in.
• Hi [Name], I'm glad you contacted me about feeling overwhelmed. Please use the grounding techniques we practiced: name 5 things you can see, 4 you can touch, 3 you can hear, 2 you can smell, and 1 you can taste. Call [Crisis Line] if you need immediate support.
• Hello [Name], I received your message about having a panic attack. Remember your breathing exercises: in for 4, hold for 4, out for 6. If symptoms persist or worsen, please call [Phone] or go to the nearest emergency room.
• Hi [Name], I'm concerned about your wellbeing. Please reach out to [Crisis Line] at [Number] if you need immediate support. I'll be checking in with you tomorrow, and we can schedule an emergency session if needed.
• Hello [Name], thank you for letting me know you're having a difficult time. Please remember that crisis feelings are temporary. Use your safety plan we created together. If you can't access it, call [Crisis Line] immediately.
• Hi [Name], I'm worried about you based on your recent messages. Please contact [Crisis Line] at [Number] or text HOME to 741741 for immediate support. I'm scheduling a check-in call with you tomorrow at [Time].
• Hello [Name], I understand you're in distress right now. Please remember you're not alone. If you're having thoughts of suicide, call 988 immediately. I'm also arranging for [Backup Counselor] to be available while I'm out of town.
• Hi [Name], I'm glad you reached out during this difficult moment. Please go to [Hospital Name] emergency room if you feel unsafe. I'll contact them to let them know you may be coming in. Your safety is our top priority.
• Hello [Name], I received your crisis text. Please call [Crisis Line] at [Number] now if you're having thoughts of self-harm. I'm scheduling an emergency session for you tomorrow at [Time]. You don't have to go through this alone.

Tip: Keep a list of local crisis resources and emergency contacts easily accessible for quick reference during urgent situations.

Treatment Plan Updates and Goal Setting

Collaborative treatment planning helps clients feel invested in their therapeutic journey and understand the direction of their care.

Treatment plan communications should emphasize collaboration and client agency while clearly documenting therapeutic decisions and maintaining transparency about practical limitations.

• Hi [Name], I'd like to discuss updating your treatment goals in our next session. You've made significant progress with [Original Goal], so it might be time to focus on [New Area]. What are your thoughts on this direction?
• Hello [Name], based on our recent sessions, I think we should consider adjusting your treatment plan to include [New Technique/Focus]. This could help address the [Issue] you've been experiencing. Let's discuss this further next week.
• Hi [Name], I wanted to check in about your therapy goals. You mentioned wanting to work on [Goal] - how do you feel about making this our primary focus for the next few sessions?
• Hello [Name], I've been thinking about your progress with [Technique/Strategy]. Since it's been working well for you, I'd like to build on this success by introducing [Related Technique]. Does this sound helpful to you?
• Hi [Name], I'd like to discuss your treatment timeline in our next session. We've been working together for [Duration], and I want to ensure our goals still align with what you need most right now.
• Hello [Name], I notice you've been mentioning [Issue] frequently in recent sessions. Would you like to make this a formal part of your treatment plan? We can discuss specific strategies to address this next week.
• Hi [Name], your insurance has approved [Number] more sessions this year. Let's use our next appointment to prioritize which goals are most important to focus on during this time frame.
• Hello [Name], I'd like to introduce some homework assignments to help reinforce what we're working on in sessions. These would be simple exercises that support your [Goal]. Are you open to trying this approach?
• Hi [Name], I think you're ready to move from weekly to bi-weekly sessions. You've developed strong coping skills and seem to be maintaining progress well. What are your thoughts on this transition?
• Hello [Name], let's discuss adding [Family/Group] therapy to your treatment plan. This could provide additional support for the [Issue] we've been addressing. I can provide referrals if you're interested.

Termination and Transition Messages

Ending therapeutic relationships requires careful attention to closure while providing ongoing support resources.

Termination messages require careful balance between celebrating progress and providing ongoing support resources, often serving as the final therapeutic intervention in the relationship.

• Hi [Name], as we prepare for our final session next week, I want you to know how proud I am of the work you've done. You've developed incredible resilience and self-awareness during our time together.
• Hello [Name], I'm referring you to [New Therapist Name] who specializes in [Area]. I've briefed them on your progress, and they're excited to continue supporting your journey. You're in excellent hands.
• Hi [Name], our work together has been truly meaningful. As you transition to [New Phase], remember that the skills you've learned are yours to keep. You have everything you need to continue thriving.
• Hello [Name], I'm confident you're ready to manage independently now. Please remember that seeking support again in the future isn't a step backward - it's a sign of self-awareness and strength.
• Hi [Name], congratulations on completing your therapy goals! You've shown incredible dedication and growth. I'm scheduling a 3-month follow-up check-in to see how you're doing. Keep up the amazing work!
• Hello [Name], as we conclude our therapeutic relationship, I want to remind you of all the progress you've made. You entered therapy feeling [Initial State] and now you're [Current State]. That transformation is all your hard work.
• Hi [Name], I'm honored to have been part of your healing journey. As you move forward, remember that you now have a toolkit of strategies that will serve you well. Trust yourself - you've got this!
• Hello [Name], while our regular sessions are ending, please know that the growth you've experienced is permanent. You've fundamentally changed how you relate to yourself and others, and that's powerful.
• Hi [Name], I'm scheduling our final session for [Date] at [Time]. We'll use this time to review your progress and create a plan for maintaining your wellbeing. I'm excited to celebrate how far you've come!
• Hello [Name], as we wrap up our work together, I want to provide you with some resources for ongoing support. I'm attaching a list of [Resources] that align with your interests and goals.

Tip: Create a personalized resource list including books, apps, or local support groups that match each client's specific interests and needs.

Professional Boundary and Policy Communication

Clear boundary communication helps clients understand professional limits as part of the therapeutic process rather than personal rejection.

Boundary communication messages should be clear and firm while remaining therapeutic, helping clients understand professional limits as part of the healing process rather than rejection.

• Hi [Name], I wanted to clarify my communication policy. I check messages during business hours Monday-Friday and respond within 24 hours. For urgent situations, please call [Crisis Line] at [Number].
• Hello [Name], I received your friend request on social media. To maintain our professional relationship, I don't connect with clients on personal social platforms. This boundary helps protect the therapeutic space we've created.
• Hi [Name], I understand you'd like to meet for coffee to continue our conversation. While I appreciate the gesture, our therapeutic relationship works best within the professional setting of my office.
• Hello [Name], regarding payment for today's session, I accept [Payment Methods]. Please remember that payment is due at the time of service. If you're experiencing financial difficulties, let's discuss options during our next session.
• Hi [Name], I wanted to remind you about our confidentiality agreement. I can only share information with others if you sign a release form or if there's a safety concern. Your privacy is paramount to me.
• Hello [Name], I'll be out of the office [Dates] for vacation. [Colleague Name] will be covering emergencies and can be reached at [Phone]. I'll respond to non-urgent messages when I return.
• Hi [Name], I received your gift, which was very thoughtful. However, I'm not able to accept gifts from clients as it's part of maintaining our professional boundaries. Your progress is the best gift you can give me!
• Hello [Name], I notice you've been texting me frequently between sessions. While I want to support you, I can only respond to urgent messages outside of our scheduled appointments. Let's discuss this in our next session.
• Hi [Name], I wanted to clarify my cancellation policy. Please provide 24 hours notice for cancellations to avoid being charged. I understand emergencies happen, and we can discuss those situations individually.
• Hello [Name], I can't provide specific advice about your medication over text. Please discuss any medication concerns with your prescribing physician or bring them up during our next session for proper discussion.

Telehealth and Technology-Specific Templates

Virtual therapy sessions require additional communication about technology, privacy, and maintaining therapeutic connection across digital platforms.

Telehealth messages must address both technical and therapeutic concerns, ensuring clients feel supported through technology challenges while maintaining session quality and confidentiality.

• Hi [Name], your telehealth session is tomorrow [Date] at [Time]. Please test your internet connection and ensure you're in a private space. The session link is [Link]. If you have technical issues, call [Phone] immediately.
• Hello [Name], I noticed some audio issues during our last video session. Please check that your microphone is working properly before our next appointment. We can always switch to phone if needed.
• Hi [Name], for our telehealth session, please make sure you're using headphones or earbuds for privacy. Also, please silence other devices and close unnecessary applications to ensure a stable connection.
• Hello [Name], I understand you're more comfortable with phone sessions than video. That's perfectly fine - we can conduct effective therapy either way. What matters most is that you feel comfortable and can focus on our work.
• Hi [Name], if you experience any technical difficulties during our session, don't panic. Simply call [Phone] and we'll continue by phone. Technology hiccups happen, and they won't interfere with your therapeutic progress.
• Hello [Name], please remember that telehealth sessions are just as confidential as in-person meetings. Make sure you're in a private space where you won't be interrupted or overheard by others.
• Hi [Name], I'm sending you the secure link for tomorrow's session: [Link]. Please don't share this link with anyone else. If you need to reschedule, please let me know at least 24 hours in advance.
• Hello [Name], I noticed you seemed distracted during our last video session. For our next appointment, please try to minimize distractions by putting your phone on silent and closing other browser tabs.
• Hi [Name], your internet connection seemed unstable last session. If this continues, we might consider switching to phone sessions temporarily. The quality of our therapeutic work is more important than the format.
• Hello [Name], I'm upgrading our telehealth platform to improve audio quality. You'll receive a new link for future sessions. Please test the new system before our next appointment to ensure everything works smoothly.

These message templates provide a solid foundation for professional counselor communication across all major client interaction scenarios. Remember that effective therapeutic communication requires both consistency and personalization - use these templates as starting points, then adapt them to match your unique voice and your clients' specific needs.

The key to successful implementation lies in maintaining the balance between professional boundaries and genuine human connection. According to research from the Journal of Clinical Psychology, structured communication protocols can improve client retention rates by up to 25% while reducing counselor burnout.

Start by implementing templates for your most common communication scenarios, then gradually expand your library as you identify additional needs. Regular review and updates ensure your messages remain current, effective, and aligned with evolving best practices in mental health care.

Remember to always comply with HIPAA regulations and your state's professional licensing requirements when communicating with clients through any digital platform or messaging service.

How often should counselors send reminder messages to clients?

Most counselors send appointment reminders 24-48 hours before sessions, with additional check-ins as clinically appropriate for individual client needs.

Can counselors use automated messaging systems for client communication?

Yes, but only with HIPAA-compliant platforms and client consent, ensuring all automated messages maintain therapeutic appropriateness and professional boundaries.

What's the ideal length for counselor text messages to clients?

Keep messages under 500 characters when possible, focusing on essential information while maintaining a warm, professional tone that respects clients' time.

How should counselors handle clients who don't respond to messages?

Follow up once with a gentle reminder, then address communication patterns during the next session rather than repeatedly messaging unresponsive clients.

Are there legal requirements for counselor messaging documentation?

Yes, most states require documentation of all client communications in treatment records, including dates, times, and content of messages sent and received.