ABA waitlist check-in templates
Use these templates for a waitlist check-in with ABA providers about your place on their list. Each one is a short email or text you can copy, fill in and send: a regular check-in, an update when your details change, a reply when a provider offers an opening and a polite note when you leave a list. Keep a note of each message in your ABA waitlist tracker.
What should a waitlist check-in email say?
Keep it short and give the details the provider needs to find your child on its list:
Subject: Waitlist check-in for ______ (child's first name)
"Hi, I am checking in on my child's place on your waitlist for ABA. My child is ______, born ______. We joined the waitlist on ______ and have ______ insurance. Is there any update on a wait estimate or an opening? We are still interested, and we can be flexible on days and times. The best number to reach me is ______. Thank you."
What can I send as a short text or portal message?
If the provider prefers texts or a patient portal, a shorter version works:
"Hi, this is ______, parent of ______ (born ______). Checking in on our place on your waitlist. We are still interested and can be flexible on times. Any update? Thanks."
How do I tell a provider our details have changed?
Send an update as soon as something changes, such as your insurance, your address or the times you can do sessions:
"Hi, I am writing to update my child's details on your waitlist. My child is ______, born ______. Our ______ (insurance, address, phone number or available times) has changed to ______. Could you let me know whether this changes anything about our place on your list? Thank you."
How do I reply when a provider offers an opening?
Reply quickly, even if you still have questions, and ask what happens next:
"Thank you for letting us know about the opening. We would like to take it. What are the next steps, which paperwork do you need from us, and how should we send it? The best number to reach me is ______."
Our ABA intake checklist lists the paperwork providers often ask for, so you can send it the same day.
How do I leave an ABA provider's waitlist politely?
When your child starts with another provider, or a provider no longer fits, let the others know so they can offer the spot to another family:
"Hi, please remove my child ______ (born ______) from your waitlist. We have found care for now. Thank you for your help, and we may be in touch again in the future."
How often should I check in on an ABA waitlist?
Ask each provider how often it would like to hear from you, and whether it prefers a call, an email or a text. If they do not say, a check-in every few weeks keeps your child's details current and lets you ask whether the wait estimate has changed. Keep health details short in emails and texts, and share documents the way the provider asks, such as through its secure portal. For a phone check-in, use the ABA provider call script. Our guide on what to do while you wait for ABA has more ways to use the wait well.
How do I use the check-in templates?
- Print the templates, or keep them open on your phone.
- Pick the template that fits and fill in the blanks with your child's details.
- Send it by email, text or the provider's portal, whichever the provider prefers.
- Write the date you sent it and any reply in your waitlist tracker.
- Set the next check-in date for each provider on your list.
Are the check-in templates free?
Yes. Print them, copy them or read them from your phone. Nothing you write on them is sent to Waitless.
See which providers have openings now and how long waits are for your insurance.
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