How It Works
We Handle Everything. You Just Approve.
Written. Stamped. Mailed. Received. Delighted. Booked.
Once your account is set up and you've chosen the handwriting font you want for all of your mailings, getting a handwritten note campaign going is easy. Simple from your end. Handled from ours.
YOUR TIME INVESTMENT: 40 MINUTES
WHAT YOU DO
1
Choose Your Campaign
10 MINS
Start with strategy, not stationery
2
Choose Your Card & Message
10 MINS
Simple. Personal. On-brand.
WHAT WE DO TOGETHER
3
Upload Campaign Contacts
(MAILED CAMPAIGNS ONLY) 10 MINS
In CSV or Excel spreadsheet
4
Review Proof Before Printing
1 WEEK TURNAROUND/10 MINS PROOFING
Approve your card and message
WHAT WE DO
5
We Produce Your Notes
4 WEEKS
Your handwritten notes, done for you
6
Mailed, Or Delivered To You
1 WEEK
Done. Mailed. Delivered.
RESULTS
7
Your Patients Respond
1-4 WEEKS+
Results start to happen
8
Your Clinic Gets Booked
ONGOING
More campaigns = more bookings
Here Are Detailed Steps
0
Account Setup
15 MINS
A one-time setup. Done once, used every time.
Before your first campaign, we set up your account and you choose a handwriting font used across all your mailings. This is a one-time setup.
1
Choose Your Campaign
10 MINS (Per campaign)
Start with strategy, not stationery
We don't just send notes. We help you decide when and why they matter most.
If you're running your first campaign with us, you're most likely running a Patient Appreciation (Retention) campaign. If you're running a single campaign, you get to choose the one you want to run. [SEE CAMPAIGNS PAGE]
Note: If you're on the annual package (4 campaigns/year), we'll spend a little more time and together we'll map out your ideal combination of key patient moments from our campaign options. [SEE CAMPAIGNS PAGE]
2
Choose Your Card and Message
10 MINS
Simple. Personal. On-brand.
You can:
Choose your card design from our custom catalogue. Our note cards are 4x6 tent folded (landscape) cards, printed with your logo and info on the back
Choose your favourite message from our series
If you want, customize your message (or leave as-is)
Or, have us refine it for you
Every note is designed to feel:
Natural
Thoughtful
Like it came from you
No stiff scripts. No generic marketing language. No icky words. No salesy text. No "buy my stuff" messages.
3
Upload Your Campaign Contacts
10 MINS
In CSV or Excel spreadsheet (Mailed Format Campaigns Only)
This is for Mailed format campaigns only. Skip this step if running an Office-Ready format campaign.
Upload a CSV or Excel spreadsheet containing info to personalize cards and address envelopes to our portal
Required fields: patient first name, mailing address, and any campaign-specific details (e.g. birthday month for Birthday campaigns) - We can provide a spreadsheet template to make this easy
We review your list for completeness and confirm receipt within 5 business days. If anything is missing, we reach out before moving forward.
Our server is located in Canada (meets Canadian health data regulations)
We protect your sensitive data
4
Review Proof Before Printing
10 DAYS TURNAROUND/10 MINS PROOFING
Approve the final mockup of your chosen card and message before we go to print
We email you a digital proof of your note card and message for your review. This includes the card cover, card back, interior message, and, if a Mailed format campaign, a sample of the envelope addressing.
Then you:
Review and approve as-is, or
Request revisions before we go to print
1 revision round included. Additional revisions available for an additional fee.
Once you approve, we move to production. No changes can be made after approval.
5
We Produce Your Notes
4 WEEKS
Your handwritten notes, without the hand cramps
We use a writing system that writes each note in real pen on our custom note cards, so you get the impact of handwritten outreach without doing it yourself.
That means:
Consistent, legible handwriting
No rushed or messy notes
No physical strain or time drain
Just high-quality notes, every time.
6
We Mail Them for You, or Deliver Them to Your Office
1 WEEK
Done. Mailed. Delivered.
Whether it's a one-time campaign or an ongoing cadence, your Mailed format campaign notes are mailed without you lifting a finger. We also batch large sends so your phone doesn't explode.
For Office-Ready format campaigns (like a New Patient Welcome or Milestone campaigns), we prep the notes ad evelopes according to our Office-Ready format campaign protocols, and deliver them to you. All your staff need to do when it's time to send a note:
Write the patient's name on the card cover with a coloured marker (supplied by Open THIS)
Address the envelope
Mail it
That's it! Think of the time saved over doing these notes yourself every week over months.
7
Your Patients Respond
1-4 WEEKS+
Results start to happen
Within the first few weeks, patients begin to respond. They book appointments. They refer friends.
When your patients feel remembered and valued:
They come back
They refer others
They leave reviews
They stay longer
8
Your Clinic Gets Booked
ONGOING
Regular campaigns = more bookings
Patients, on repeat. Revenue, on repeat. Referrals, on repeat.
This isn't about sending notes. It's about building a clinic people return to and refer their friends to.
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All prices listed in CAD.
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© M. McAlpine and Communikations (Open THIS) 2026-present