Patient Termination Message Templates

These templates may be referenced and utilized when a Portrait Legacy provider no longer wishes to treat a patient. Please, copy and edit them to your liking. This document may also be used for a patient to receive a full refund after a treatment, along with termination of care.

EMAIL:

Dear [Patient Name],

Thank you for trusting us with your care.

After thoughtful consideration, we have made the decision to conclude our provider–patient relationship. At this time, we believe it would be in your best interest to continue your aesthetic care with another provider whose approach and treatment style may be a better fit for your needs and expectations.

This decision is not made lightly, and it is not related to any single visit or interaction. Our priority is always ensuring that patients receive care that feels aligned, supportive, and productive.

We will remain available for urgent matters related to recent treatments for the next [15–30] days from the date of this notice. If you would like a copy of your medical records to give to another provider, please submit a written request and we will promptly assist.

We sincerely wish you the very best in your continued care and future treatments.

Warm regards,
[Provider Name]
[Practice Name]
[Contact Information]

TEXT OPTION 1:

Hi [Patient Name], we wanted to follow up and let you know that after thoughtful consideration, we’ve decided to conclude our provider–patient relationship. At this time, we believe you may be better supported continuing care with another provider whose approach is more aligned with your needs.

We’re happy to assist with transferring your records if needed. Please let us know where you’d like them sent. We wish you all the best moving forward.

TEXT OPTION 2: 

Hi [Patient Name], after careful consideration, we’ve decided it’s best to transition your care to another provider moving forward. Our goal is always to ensure the right fit and alignment for each patient. If you need records sent to a new office, we’re happy to help. Wishing you the best in your continued care.