Emailing Your Preceptor Before Your Rotation – How To

NP School / By

Emailing your preceptor before clinical rotation – how to do it and why it’s important. We’re discussing all the details in today’s article.

You just received confirmation of who your next preceptor is and what type of practice they work in. This is always an exciting moment! Now you begin imaging what it’s going to be like to work with this preceptor and what kind of patients you’ll be seeing. You start to wonder – how do you make a good first impression? What kinds of questions should you ask? 

First, let’s look at why emailing your preceptor before you start your clinical rotation is important and then we’ll jump into how to do it including an email template you can use. 

You also may like 11 items to always bring with you on clinical rotations.

Why It’s Important

Prompt and professional communication sets the stage for a successful clinical rotation. First impressions matter. Your preceptor is volunteering his or her time to host you at their site and help you learn. Communication that is clear and prompt will help you preceptor understand who you are, what your goals are and what to expect of your time together. Communicating your needs and asking the right questions is equally important and will ensure you’re fully prepared on your first day. If both parties have a mutual understanding of what to expect from one another, you’ll be off to a great start with making a strong first impression. You never know what networking or job opportunities may present themselves with a clinical rotation.

How to Email Your Preceptor Before Your Clinical Rotation 

Who to include on the email: your preceptor and the clinic manager (if you have their contact information, otherwise it’s not necessary) 

When to email: Within 24-48 hours is best for the initial email and the same applies for follow-up emails

What to expect: Generally, unless you’re told otherwise, it’s best to start with an introductory email and follow your preceptor’s lead from there. You’ll likely be emailing back and forth several times to make sure both you and the preceptor have a mutual understanding of what to expect and your schedule. However some preceptors prefer to set up a phone call or meet in person before you start instead of emailing back and forth.

Important questions and topics to address in the first email

  • Introduce yourself in a short paragraph: what school do you attend, what NP track are you in, how far into your clinical rotations are you, and any relevant professional background (RN or other healthcare experience)
  • Your preceptor’s schedule – what days and hours he or she works 
  • State how many hours you are planning to work with him/her and the timeframe during which you must complete your hours
  • Let them know what day(s) of the week you have classes (usually, other than class days, you are expected to work around your preceptor’s schedule so don’t state your personal preferences here) 
  • Anything special or unique about the clinic or the population you’ll be working with. It is also helpful to ask about common diagnoses and types of visits you could expect while there. 

Email template for your introductory email 

*This is adapted based on an email template provided by my DNP program* 

Hello (preceptor’s name), 

Thank you so much for the opportunity to work with you for (quarter/semester) (year). This will be my (first, second, etc. quarter/semester) of clinical. I plan to complete (# of hours) with you between (these dates/the timeframe you must finish your hours in). 

(Write a short paragraph about your NP track, nursing background/experience and any special clinical interests)  

I also wanted to check in with you on a few things:  

  1. Arranging a start date. This (quarter/semester), I will have class on (day of the week) but am otherwise available to work around your schedule. I would like to start on (date) if this works for you. Maybe we can talk a little more to determine what works best for you.  What is your current schedule? 
  1. What do I need to know/how should I prepare for our time together? What are the most common cases seen in your practice? Are there specific topics, conditions, or meds that would be helpful for me to brush up on? 

If there is anything else I should know or if you would like any additional information from me, please let me know. 

Thanks so much, 

(Name)

(Phone number)

Follow-up emails to your preceptor

In follow-up emails or phone calls be sure to address the following: 

  • Should you plan to attend an orientation or any EHR training? 
  • Is parking available? If so, where should you park and do you need a parking pass? 
  • What is the dress code? Do you need to wear a lab coat?
  • Do you need a name badge from the organization? Or is your school name badge sufficient? 

Send a reminder email 1 week before the start of your rotation and make sure you know the following:

  • Confirm that you have completed any required paperwork, orientation and training 
  • Confirm where and what time you should meet on your first day 
  • Provide your cell phone number again in case of any last minute schedule changes 

Summary – Emailing your preceptor before your rotation

Sending the first email to your preceptor may seem straightforward, but for a lot of students, it can be tricky knowing exactly what to write. I hope that by sharing a template for your first email, it’s a little easier to send that first email and make a strong first impression. Also, make sure you check out these 5 mistakes you may be making in clinical rotations.

What questions do you have about emailing your preceptor before your rotation? Do you struggle with the initial communication with your new preceptor? 

Make sure to check out other recent posts and visit the resource page:

Resources