How long is too long for a waiting list?

If the wait exceeds about three months, offer alternatives with availability. Be clear about when, or whether, you expect a place to open.

Should I take deposits for waiting list places?

No. A deposit converts a courtesy into a contract, creates refund admin you do not want, and asks someone in a hard moment to pay for the privilege of waiting. If you feel you need deposits to make the list real, the list is too long.

Should I check in with people on the list?

If the wait extends, send a brief update every few weeks and ask whether they still want a place.

Should I refer to a specific colleague or a directory?

Use a directory unless you know a colleague has availability and fits the need. BACP and Counselling Directory let the person choose.

How do I close a waiting list gracefully?

Tell each person promptly that you cannot offer a place and include alternatives.

Waiting list reply generator for therapists

Realistic wait

Offer a place on your waiting listAsks their permission to hold their details, which is the GDPR-correct move.Point to alternativesNames the BACP and Counselling Directory listings, no individual referrals.Promise a check-back dateI will be in touch by X either way.

Your reply

Hi [First name],

Thank you for getting in touch. I don't have space at the moment, and I would rather tell you that straight away than keep you waiting. I expect a slot to open in around six weeks.

If you would like, I can keep your name and contact details and get in touch the moment a slot opens; just reply to confirm you are happy for me to hold them. If you would rather not wait, the BACP's Therapist Directory and the Counselling Directory both list practitioners with availability now.

Best wishes,
[Your name]

Replying when your practice is full

Reply promptly with your availability or estimated wait. If you cannot offer a place, include alternative practitioners or a directory.

Ask permission before adding someone to a waiting list, and collect only the details you need. Enquiry emails may already contain sensitive disclosures; assessment can wait until the work starts. Your privacy notice should cover enquiries.

When a slot opens, send a booking link so the person can choose a time.

Frequently asked questions

Share your Bloom booking page when a place opens so the client can choose a time.

Get started See how it works

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