Dental Review Request Email Template
Dental practices live and die by Google reviews — patients searching "dentist near me" almost exclusively click on practices with a 4.5+ star rating and at least 50 reviews. But asking for reviews in healthcare requires care: HIPAA prohibits confirming in any public or semi-public context that someone is a patient. This template is written to get the review without referencing treatment, procedure, or any identifying health information — it's the approach used by the most review-savvy dental practices in the country.
THE TEMPLATE
Ready to Copy
Copy, customize, and use it as-is — or make it your own.
Subject: Thank you from [PRACTICE NAME]
Hi [PATIENT FIRST NAME],
Thank you for visiting [PRACTICE NAME] — we appreciate you choosing us and hope everything went smoothly.
We're always looking to improve, and honest Google reviews help other patients in [CITY] find the right dental home. If you have a minute, we'd be grateful for your thoughts:
[GOOGLE REVIEW LINK]
If you have any questions or feedback you'd prefer to share privately, please reply to this email or call us at [PHONE NUMBER].
Looking forward to seeing you at your next visit.
[YOUR NAME]
[PRACTICE NAME]
TEMPLATE VARIATIONS
More Ways to Use It
Same structure, different tone. Pick the one that fits the situation.
Version 1 — Ultra-short, minimal HIPAA exposure
Subject: A quick request from [PRACTICE NAME]
Hi [NAME], thank you for visiting us recently. If you have 60 seconds, a Google review would mean a lot to our team and helps other patients find us: [LINK]. Thank you!
Version 2 — From the dentist personally
Subject: A personal note from Dr. [NAME]
Hi [PATIENT NAME], Dr. [NAME] here. We always appreciate when patients take a moment to share their experience — it helps our practice grow and lets other patients know what to expect. If you're willing, I'd be grateful for a Google review: [LINK]. Thank you for your trust.
WHEN TO USE
Send 24–48 hours after a completed appointment. Trigger from your practice management system (Dentrix, Eaglesoft, Curve Dental) or a third-party automation. Do not reference the type of appointment, treatment, or any clinical details in the email. For post-appointment SMS requests, see the dental SMS review request template.
CUSTOMIZATION TIPS
Never reference the type of appointment in the email — not even "your checkup" or "your cleaning." HIPAA defines the fact of a patient visit as Protected Health Information (PHI). A general "thank you for visiting" is compliant; "thank you for your root canal" is not.
Include a private feedback option ("reply to this email" or a direct phone number) — dental patients with a complaint are particularly likely to leave a public review if they have no other outlet. A private channel reduces this risk significantly.
Responses from a named dentist (Version 2 above) consistently outperform practice-branded emails in dental — patients have a direct relationship with their provider, not the practice brand.
Use the Google review link from your Google Business Profile, not a search link. The fewer clicks between email and review box, the higher the completion rate.
Is it HIPAA compliant to ask patients for Google reviews via email?
Yes — asking for a review is compliant as long as your email doesn't reveal PHI. The email itself should not reference the fact of treatment, the type of procedure, or any clinical information. A general "thank you for your visit" is safe. You also need the patient's consent to contact them via email, which should be captured at intake.
Can dental practices respond to Google reviews?
Yes, but carefully. You cannot confirm or deny that the reviewer is a patient in your response. A safe response to a negative dental review: "We appreciate you sharing your experience. Please contact our office at [PHONE] — we'd like to address this directly." You cannot say "We're sorry your filling wasn't comfortable" — that confirms they're a patient.
How many Google reviews does a dental practice need to rank well?
In most US cities, 50–100 reviews with a 4.5+ average is enough to appear in the top 3 of Google Maps for "dentist near me." Review recency matters — aim for at least 2–4 new reviews per month to stay competitive.
