Rate Negotiation Email Templates for Therapists (3-Stage Framework)

You have the data. Now send the email.

Most therapists know they're underpaid. Some even have the numbers to prove it. But when it comes time to actually write the email to their payer's contracting department, they freeze.

What do you say? How formal should it be? What if they ignore you? How do you escalate without burning the relationship?

This is a done-for-you communication framework designed specifically for mental health providers negotiating CPT 90837 reimbursement rates.

3 Stages. 3 Emails. One Proven Framework.

Stage 1: Formal Rate Review Request Your opening move. A professional, data-backed letter to your payer's contracting department that references published Transparency in Coverage benchmarks and requests a formal rate review. Sets the right tone from day one.

Stage 2: 30-45 Day Follow-Up No response? This follow-up references your original request, asks for confirmation that a formal review is underway, and requests a timeline. Firm but professional — keeps the process moving.

Stage 3: 60-90 Day Escalation Still nothing? Stage 3 formally documents the lack of response and requests written confirmation of your review status. This is the letter that gets attention from people above the person who's been ignoring you.

What Makes These Different

• Built for therapists, not generic professionals — Written specifically for mental health providers negotiating CPT 90837 rates
• Grounded in federal data — Templates reference Transparency in Coverage benchmarks, not vague "industry standards"
• Fill-in-the-blank ready — Bracketed placeholders for your name, credentials, NPI, Tax ID, current rate, and benchmark percentiles from your report
• Professionally formatted PDF — Color-coded stages, clean typography, ready to reference or print
• Escalation timeline built in — Know exactly when to send each email and what to say at every step

How to Use Them

1. Purchase a Benchmark Report (single payer or bundle) to get your actual rate data
2. Fill in the bracketed fields with your information and the percentile numbers from your report
3. Send Stage 1 to your payer's contracting department
4. Follow the timeline for Stages 2 and 3 if needed

What's Included

• 3 professionally written email templates (PDF)
• Stage 1: Initial formal rate review request
• Stage 2: 30-45 day follow-up
• Stage 3: 60-90 day formal escalation
• Fill-in-the-blank placeholders for provider info and benchmark data
• Licensed for use by the original purchaser

Instant Delivery

Digital product. After purchase you'll receive an email with a secure download link. Contact transparencyprojectllc@gmail.com with any issues.