Guide to Getting Your First 30 Clients

A Practical Roadmap for Building a Thriving Private Practice

Starting your private practice is exciting, but those first few clients can feel like the hardest to find. The good news? With the right strategy, you can build momentum faster than you think. This guide breaks down practical steps to help you attract, convert, and retain your first 30 clients while setting your practice up for long-term success.

1. Leverage Therapy Directories

Therapy directories are often the first place potential clients go to find help. Treat your directory profile (and your Tava profile) like your online storefront; it’s where many first impressions are made.

Tips to Stand Out:

Use a professional headshot that feels warm, friendly, and trustworthy.
Write a bio that connects. Focus less on credentials and more on what clients will feel working with you.
Keep your info up to date. Include availability, accepted insurance, and your current offerings.
Highlight your expertise. List your education, special training, and certifications clearly.
Add a short intro video. Seeing your face and hearing your tone can instantly build trust.
Show empathy through language. Write as if you’re talking directly to a potential client who’s nervous but hopeful.
Link to your Tava profile. Make it easy for clients to book by posting your profile link to these directories.

Pro tip: Think of your profile as a conversation starter, not a resume. Clients want to know if you understand them, not just your degrees.

2. Write a Bio That Builds Trust

Your bio is more than a summary; it’s your first connection point with potential clients. It should feel personal, grounded, and reassuring.

How to Write a Bio That Attracts:

Start by naming the challenges your ideal client faces (e.g., anxiety, burnout, life transitions).
Briefly describe how you help: “I help people find calm, confidence, and direction through evidence-based therapy.”
Mention your credentials and approach in simple terms. Avoid jargon like “psychodynamic” unless you also explain what that means.
End with hope: Let readers know change is possible and that you’ll walk beside them through it.

Example closing line:

“If you’re ready to stop feeling stuck and start feeling stronger, I’d love to help you get there.”

3. Cultivate a Referral Network

Even in the digital age, word-of-mouth is gold. Building strong relationships with other professionals and organizations can create a steady stream of referrals.

Where to Start:

Engage your community. Offer free talks or workshops at schools, community centers, or libraries. Visibility builds credibility.
Connect with local healthcare providers. Reach out to pediatricians, primary care doctors, school counselors, or speech therapists who may see clients who need your support.
Join professional organizations. This not only expands your network but keeps you up-to-date on opportunities and best practices.
Collaborate, don’t compete. Other therapists can be allies. If your caseload fills, you can refer to each other.

Pro tip: Bring business cards or QR codes that link to your site. Make it easy for people to remember and reach you.

4. Simplify Your Intake Process

First impressions matter. How you handle new bookings can make or break a client’s decision to come back.

Best Practices:

Respond quickly. Aim to reply within 48 hours (or sooner). A fast response shows reliability and care.
Keep intake forms short and friendly. Ask only what you truly need. Too many questions can overwhelm new clients.
Automate where possible. Use an online system so clients can fill out forms securely before their first session.
Personalize your responses. A simple “Thanks for reaching out, I’m glad you did” goes a long way in building trust.

Pro tip: Send a warm, reassuring message confirming each appointment and outlining what clients can expect at their first visit.

5. Use an Effective Electronic Health Record (EHR) System

A reliable EHR can save you time, reduce stress, and improve client satisfaction. It’s more than just paperwork; it’s part of your client experience.

Look for Features Like:

Online scheduling (for both new and returning clients).
Secure client portal for forms, messages, and billing.
Built-in note-taking so you can stay present during your sessions.
Automatic reminders to reduce no-shows.

Pro tip: The smoother your systems run, the more energy you can put into what really matters: helping your clients heal and grow.

6. Connect with Others

You don’t have to figure it all out alone. Connecting with other professionals can shorten your learning curve and help you avoid common pitfalls.

Ways to Learn:

Join peer consultation groups. Share ideas, discuss challenges, and learn new strategies. Make sure you are part of Tava’s community to ask questions, attend events on building your practice, and access other resources to help you thrive.
Hire a business coach or mentor who specializes in private practice growth.
Listen to podcasts or webinars from successful practitioners who’ve been where you are.
Attend local networking events or therapy conferences.

Pro tip: Surround yourself with supportive peers. Building a practice is easier (and far less lonely) when you grow alongside others doing the same.

Bonus Tips for Growing Faster

Ask for testimonials (when appropriate and ethical). New clients often trust reviews over marketing.
Claim your Google Business profile so you show up in local searches.
Track what’s working. Notice which sources bring in the most inquiries and double down on those.
Don’t underestimate consistency. Show up regularly on directories, social media, and in your community. Over time, that steady visibility builds credibility.
Stay encouraged. Most therapists find their client flow builds gradually, not overnight. Every inquiry is a step closer to a full caseload.

Getting your first 30 clients isn’t about luck; it’s about clarity, connection, and consistency. When you communicate who you are, make it easy for clients to find and trust you, and nurture your network, your practice will grow naturally.

Remember: Every big practice started with just one brave client who said yes.

Stay patient, stay authentic, and keep showing up; your next 30 clients are already looking for you.