Partnership Outreach Email Templates
Personalize every email. These are frameworks, not copy-paste scripts. Research each target before reaching out: content, audience, current tool recommendations.
Tier 1: Therapy Business Coaches & Consultants
Initial Outreach
Subject Line Options:
- "Quick question about [their program/content name]"
- "Loved your post about [specific topic] -- have an idea"
- "Partnership idea for [their name/brand]"
Body:
Hi [Name],
I've been following your work on [specific content piece, podcast episode, or program], and [genuine compliment about something specific -- not generic flattery].
I'm [Founder Name], founder of WithinEHR. We built an EHR platform specifically for mental health group practices -- the main things that make it different are AI-powered clinical documentation and integrated insurance billing automation.
I'm reaching out because your audience of [practice owners / group practice builders / therapy entrepreneurs] is exactly who we built this for, and I think there could be a nice partnership here:
What I'm thinking:
- Free WithinEHR account for you to evaluate and use with your coaching clients
- $100 affiliate commission for every client who signs up through your referral
- Happy to co-create content that helps your audience (guest on your podcast, co-host a webinar, write a guest post -- whatever works for you)
What's in it for your clients:
- They're already asking you what EHR to use -- this gives you a strong recommendation for groups
- Extended trial for anyone you refer
- Dedicated onboarding support for referred practices
No pressure at all. If you're open to a 15-minute call to see if there's a fit, I'd love to chat. And if the timing isn't right, no worries.
Best, [Founder Name] Founder, WithinEHR [Website] | [LinkedIn]
Follow-Up (Day 5)
Subject Line: "Re: [Original subject line]"
Body:
Hi [Name],
Just floating this back up in case it got buried. I know inboxes are brutal.
Quick version: I built an EHR for mental health group practices (AI notes + billing automation), and I think your coaching clients would benefit from knowing about it. Happy to set up a free account for you to evaluate.
Worth a 15-minute chat? If not, no worries at all.
Best, [Founder Name]
Final Follow-Up (Day 12)
Subject Line: "Last note from me"
Body:
Hi [Name],
Last email, I promise. If an EHR partnership doesn't make sense right now, totally understand.
If it ever does, my door is open: [email address].
Keep up the great work with [their program/brand]. Your content on [specific topic] has been genuinely helpful for me too.
Best, [Founder Name]
Tier 2: Complementary SaaS Companies
Initial Outreach
Subject Line Options:
- "Integration / referral partnership idea ([their company] + WithinEHR)"
- "Our customers keep asking about [their product category]"
- "Mutual referral opportunity for therapy practice market"
Body:
Hi [Name],
I'm [Founder Name], founder of WithinEHR -- an EHR platform built for mental health group practices (AI documentation + automated billing).
I noticed that [their company] does [what they do], and our customers overlap almost perfectly: mental health group practices with 2-10 providers.
Here's what I'm thinking:
We keep getting asked "[question their product answers]" -- and right now we don't have a great answer. I'd love to be able to recommend [their company] to our customers.
In return, I imagine your customers probably ask "what EHR should I use?" -- and WithinEHR is specifically built for the group practice segment you serve.
Possible partnership structures:
- Mutual referral: We recommend each other to our respective customers (no money changes hands)
- Co-marketing: Joint webinar, co-authored blog post, newsletter swap
- Integration: If it makes sense technically, we could explore connecting our platforms
Would you be open to a 20-minute call to explore this? No commitment -- just seeing if there's a fit.
Best, [Founder Name] Founder, WithinEHR [Website] | [LinkedIn]
Tier 3: Micro-Influencers (1K-20K followers)
Initial Outreach
Subject Line Options:
- "Loved your [specific post/video] -- collaboration idea"
- "Free EHR access + paid opportunity for [their handle]"
- "Content idea for your therapy practice audience"
Body:
Hi [Name],
I've been following your content on [platform] and really enjoyed your [specific post/video/series]. Your perspective on [specific topic] resonated with a lot of what I hear from practice owners.
I'm [Founder Name], and I built WithinEHR -- an EHR platform designed specifically for mental health group practices. Think AI-powered clinical notes, automated insurance billing, and built-in telehealth, all in one platform.
I'd love to offer you:
- Free WithinEHR account (lifetime, as long as the partnership is active)
- Paid collaboration opportunity: $[200-500] for a sponsored [post/Reel/video] review of the platform
What the collaboration would look like:
- I set you up with a full demo account
- You explore the platform at your own pace
- You create honest content about your experience (we don't script or edit your content)
- We promote your content to our audience too
Why I think this works for your audience: Your followers are [therapists / practice owners / clinicians] who deal with [documentation burden / billing headaches / too many platforms] every day. This is genuinely useful content for them, not just an ad.
Interested? I'd love to set up a quick call or just give you access and let you explore.
Best, [Founder Name] Founder, WithinEHR [Website] | [LinkedIn]
Follow-Up for Influencers (Day 5)
Subject Line: "Re: [Original subject] -- no strings attached"
Body:
Hi [Name],
Quick follow-up on my note about WithinEHR.
Even if a paid collaboration isn't interesting right now, I'm happy to give you free access to the platform just because I think you'd find it genuinely useful for your own practice or your audience's questions.
No strings, no content requirements. Just trying to get the product in front of people who can evaluate it honestly.
Let me know if you'd like a demo account set up.
Best, [Founder Name]
Tier 4: Professional Associations
Initial Outreach (Newsletter Sponsorship)
Subject Line: "Newsletter sponsorship inquiry for [Association Name]"
Body:
Dear [Contact Name / Membership Team],
I'm [Founder Name], founder of WithinEHR, an EHR platform built for mental health group practices. We help practices with 2-10 providers manage clinical documentation, insurance billing, telehealth, and practice management in one platform.
I'm writing to inquire about advertising or sponsorship opportunities in your [newsletter / member communications / website]. Specifically:
- Newsletter sponsorship: Is ad placement available in your member newsletter? What are the rates and specifications?
- Event sponsorship: Do you have upcoming conferences, webinars, or events with sponsorship or exhibitor opportunities?
- Member directory: Is there a vendor or resource directory where WithinEHR could be listed?
Our platform is particularly relevant to your members who own or manage group practices and are looking for technology solutions designed for their workflow.
I'd be happy to provide a demo, marketing materials, or any additional information you need.
Thank you for your time.
Best regards, [Founder Name] Founder, WithinEHR [Website] | [Phone] | [Email]
Affiliate Partner Onboarding Email
Send when partner agrees to join the affiliate program.
Subject Line: "Welcome to the WithinEHR Partner Program -- here's everything you need"
Body:
Hi [Name],
Welcome to the WithinEHR Partner Program! I'm excited to work together.
Here's everything you need to get started:
Your Affiliate Details:
- Referral link: [unique link]
- Referral code: [unique code]
- Commission: $100 per referred customer who stays 3+ months
- Cookie duration: 90 days
- Payment: Monthly via [PayPal/bank transfer]
Marketing Materials:
I've attached / linked everything you might need:
- One-pager PDF about WithinEHR [link]
- Key talking points and messaging [link]
- Banner ads (multiple sizes) [link]
- Product screenshots (demo data only) [link]
- Demo video link [link]
Approved Messaging:
When talking about WithinEHR, here are the key points:
- All-in-one EHR for mental health group practices (2-10 providers)
- AI-powered clinical documentation
- Automated insurance billing
- Built-in telehealth
- Native multi-tenant architecture (not a solo tool with group features bolted on)
Please avoid:
- Guaranteeing specific time or money savings (use "up to" or "designed to" language)
- Making HIPAA compliance claims beyond what we've published
- Using any patient data or screenshots (all visuals should use demo data)
Tracking & Reporting:
I'll send you a monthly email with:
- Number of referral clicks
- Number of trials started
- Number of conversions
- Commission earned
Questions?
Just reply to this email anytime. I'm here to help you succeed.
Thank you for partnering with us!
Best, [Founder Name] Founder, WithinEHR
Customer Referral Program Invitation
Send at 30, 60, and 90 days post-signup (vary subject lines)
Subject Line (30-day): "Know a practice owner who'd love WithinEHR? You both get a month free." Subject Line (60-day): "Your referral = 1 free month for you (and them)" Subject Line (90-day): "Quick favor? Share WithinEHR, get rewarded."
Body:
Hi [First Name],
You've been using WithinEHR for [30/60/90] days, and I hope it's making a real difference for your practice.
If it is, I have a favor to ask:
Know another group practice owner who's struggling with their EHR?
Share your referral link and you both get 1 month free:
[Your Referral Link: withinehr.com/refer/[code]]
How it works:
- Share your unique link with a colleague
- They sign up for WithinEHR
- Once they complete onboarding, you both get a free month
No limit on referrals. Every practice you refer = another free month.
Why refer: The practice owners who need WithinEHR most are usually the ones most frustrated with their current setup. You know who they are -- you've probably heard them complain in Facebook groups or at conferences.
Thank you for being part of the WithinEHR community.
Best, [Founder Name]
[Share Your Referral Link →]
Outreach Tracking Template
Track all outreach in a spreadsheet with these columns:
| Column | Description |
|---|---|
| Name | Contact name |
| Company/Brand | Their company or personal brand |
| Tier | 1-4 |
| Platform | Where they're most active |
| Audience Size | Follower/subscriber count |
| Contact email | |
| Date Contacted | First outreach date |
| Follow-Up 1 | Date of first follow-up |
| Follow-Up 2 | Date of final follow-up |
| Status | Not contacted / Contacted / Responded / Call scheduled / Partner / Declined / No response |
| Notes | Specific details, interests, concerns |
| Partner Since | Date partnership activated |
| Referral Link | Their unique link |
| Referrals to Date | Running count |
| Commission Paid | Running total |