Waitlist sequence avg
62 – 74%Healthy range for transactional / status update emails. Higher than cold outreach because the family opted in.
Source · Higglo client cohortA five-email drip sequence with full copy, subject lines, and timing — built to keep waitlisted families warm, give them a real position update at four weeks, and convert spot offers into starts at 2× the typical rate.
Built from 8 ABA practice A/B tests. The full sequence is below — timing, subject lines, and the exact body copy for each of the five touchpoints. Free, no signup required to read.
Customize the [bracketed placeholders] for your practice. Send these in order to move families from waitlist to enrolled.
Hi [Family Name], Thank you for reaching out to [Practice Name]. We've added you to our waitlist and wanted to give you a clear picture of next steps. Here's what to expect: • Our typical wait time is currently [X weeks/months] • You'll hear from us as soon as a spot opens for [Child's Name] • In the meantime, we're happy to answer any questions While you wait, here are a few things you can do to prepare: 1. Gather any existing evaluations or school records 2. Contact your insurance to confirm ABA benefits (policy # [X], group # [X]) 3. Download our intake packet here: [link] We look forward to working with your family. Warm regards, [Your Name] [Practice Name] | [Phone]
Hi [Family Name], We wanted to check in and share a few resources that families on our waitlist have found helpful: 📚 Understanding ABA therapy: [link to your blog or resource] 📋 What to expect in your child's first session: [link] 🎓 Parent training overview: [link] A few quick reminders: • If your insurance or contact information changes, please let us know • If [Child's Name]'s needs or diagnosis change, reach out — it may affect prioritization • You can always call us at [phone] with questions We're thinking of your family and look forward to getting started. [Your Name]
Hi [Family Name], Just a quick note to let you know you're still on our list and we haven't forgotten about you. Current waitlist update: • Your approximate position: [#X on our list] • Estimated wait: [X more weeks/months] If anything has changed for your family — new insurance, moved, or a change in your child's situation — please reply and let us know. We also wanted to mention: [One genuine practice update — new staff member, new insurance accepted, expanded hours, etc.] Thank you for your patience. We know waiting is hard. [Your Name]
Hi [Family Name], Great news — we have an opening that's a good match for [Child's Name]. To hold this spot, we need to hear back from you within [48/72] hours. Next steps: 1. Reply to confirm your interest 2. We'll schedule your intake appointment (typically [X] minutes) 3. Please bring: insurance cards, prior evaluation reports, and completed intake forms Your scheduled intake would be: [Date options or link to schedule] If this timing doesn't work, we completely understand — just let us know and we'll keep you on the list. Looking forward to meeting your family. [Your Name] [Practice Name] | [Phone]
Hi [Family Name], I wanted to follow up on my previous note about an available spot for [Child's Name]. We want to make sure this is still a good fit for your family. If you're still interested, please reply or call us at [phone] today — we need to offer the spot to the next family by [date/time]. If your needs have changed or you've found another provider, no hard feelings at all — just let us know and we can remove you from the list. We hope to hear from you soon. [Your Name]
Drop your email and we'll send the formatted PDF — same content, easier to share with your team.
Free · no credit card · unsubscribe anytimeMost families who ghost a spot offer were never re-engaged after the initial signup. The sequence is your insurance against silent attrition.
Families who got a position update at 4 weeks accept spots at 2.3× the rate of families who didn't. Visibility builds the yes.
"If your needs have changed, no hard feelings" converts better than "final notice." Empathy + a clear deadline beats urgency alone.
Tell families they can come off the list with no friction. Counterintuitively, this raises follow-through — they trust you more for offering it.
Healthy range for transactional / status update emails. Higher than cold outreach because the family opted in.
Source · Higglo client cohortFamilies who got the full sequence accept spot offers at 58–71%. Practices with no nurture sequence land closer to 30%.
Source · 8-account A/B test, 2025Practices running the sequence retain ~42% of families on the waitlist past 90 days. Without it, that number drops to ~18%.
Source · Higglo benchmarksThe sequence works on its own. Paired with a real waitlist position calculation and a 24-hour intake response SLA, it cuts ghost rates by another half. We'll map your full intake flow.