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Email templates · Home health care

Email template to request a home care quote for a parent

Your parent needs help at home and you are pricing agencies. Home care usually means non-medical help: bathing, dressing, meals, medication reminders, rides, and company. Home health care means skilled nursing or therapy ordered by a doctor, which Medicare may cover. Agencies quote by the hour, often with a minimum shift, and rates change with the time of day, weekends, and whether your parent needs hands-on help or mostly supervision. Email lets you describe the situation once, send it to several agencies, and get written rates back. It also spares you repeating a hard story over the phone.

Before you send

  • A frank description of what your parent needs help with, and what they can still do alone. Agencies price by the level of care, so honesty gets you an accurate number.
  • The schedule you have in mind: how many hours a day, which days, and whether overnight or live-in care is on the table.
  • Where your parent lives, since agencies serve limited areas, and any details about the home (stairs, pets, another person in the house).
  • How you expect to pay: privately, through long-term care insurance, or through a Medicaid program. Some agencies only take certain payers.
  • When you need care to start. Agencies need lead time to match a caregiver.
Subject Home care quote for my [mother / father] in [city] 
Hi [agency name] team,

I'm looking for in-home care for my [mother / father], who is [age] and lives in [city or neighborhood]. [He / She] needs help with [the tasks, for example bathing, meal preparation, medication reminders, and getting to appointments], and [is still able to walk with a cane / has mild memory loss / other relevant condition].

I'm hoping for [number] hours a day, [which days], starting around [date]. [Overnight or live-in care may be needed later, if that applies.]

Could you send me:

- Your hourly rate for this level of care, including any weekend, evening, or holiday differences
- Your minimum hours per visit and per week
- What is included, such as an initial assessment, a care plan, and a backup caregiver if the regular one is out
- Any deposit, agency fee, or notice period to cancel

We plan to pay [privately / through long-term care insurance with the company name / through a Medicaid program]. A written quote would help me compare options with my family.

Thank you,
[Your name]
[Your phone number]

Everything in brackets is yours to fill in. Keep the rest as it is or change the tone to match how you write.

After you send

  • Most agencies reply within a day or two, and many will want to schedule a free in-home assessment before giving a final rate. That is normal; ask for a rate range in the meantime.
  • Compare the all-in weekly cost, not just the hourly rate. A lower hourly rate with a four-hour minimum can cost more than a higher rate with a two-hour minimum.
  • Ask each agency whether its caregivers are employees or independent contractors. With employees, the agency handles taxes, insurance, and replacements; with contractors, you may not get those.
  • If an agency will not put rates in writing or pushes you to sign at the assessment, keep looking.

Or don't send it yourself

Forward the job to myagent@standinfor.me and let StandIn run the whole thread.

StandIn is an email assistant that handles conversations with businesses for you. You write it one email saying what you need. It writes to the business, waits for the answer, follows up when they go quiet, pushes back on the number when it should, and brings the results back to your inbox for you to decide. You don't need to install an app or sign up. The first email you send is already the start of the task.

Hand this to StandIn opens an email to myagent@standinfor.me with the job already written out

To myagent@standinfor.me Subject Price home care for my parent 
Hi StandIn,

Please get quotes from home care agencies for my [mother / father] and help me pick one.

Who needs care: [age, city, what they need help with, relevant conditions].
Schedule: [hours per day, days per week, start date, overnight or live-in if needed].
Payment: [private / long-term care insurance / Medicaid program].
Must-haves: [for example a caregiver who speaks a specific language, experience with dementia, or someone comfortable with a dog].
Agencies to include: [names, or find agencies serving that area].

Contact four or five agencies, get written rates and minimums, ask how they handle a caregiver calling out, and bring me a comparison with your recommendation.

Thanks,
[Your name]

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