Your first email to a new client is a big deal—it sets the tone for your entire working relationship. To help you make a great first impression, we’ve gathered five key client onboarding email templates you can use for your business.
Referring to a template takes the guesswork out of what to write, letting you welcome your new client with confidence.
<template>
Subject: Welcome to [Your Company Name]!
Hi [Client Name],
On behalf of the entire team at [Your Company Name], welcome. We are genuinely excited to partner with you and begin our work on [Project Name].
Our goal is to make this process as smooth as possible. To get things started, the immediate next step is [mention the next step, e.g., to schedule our kickoff call]. You can expect a separate invitation for that shortly.
In the meantime, we’ve set up your access to our client portal where you can find key documents and resources. You can log in here: [Link to Client Portal].
We look forward to building a great working relationship with you.
Best,
[Your Name]
[Your Position]
[Your Company Name]
</template>
<template>
Subject: Set up your [Your Company Name] account
Hi [Client Name],
To get you started, the next step is to set up your secure client account. This will be your central hub for accessing project files, tracking progress, and communicating with our team.
Please use the link below to create your password and activate your account. The process is quick and should only take a moment.
[Link to Account Setup Page]
If you run into any issues or have questions, just reply to this email, and we’ll help you out.
We’re excited to get everything up and running.
Best,
[Your Name]
[Your Position]
[Your Company Name]
</template>
<template>
Subject: An introduction to your [Service Name] service
Hi [Client Name],
Now that your account is active, we’d like to introduce you to the team and the service you’ll be using to achieve [specific goal of the service].
Your primary point of contact will be [Team Member’s Name], who is our [Team Member’s Position]. They have been briefed on your project and will be your guide for any questions related to the [Service Name] service.
To begin, the first step is to [describe the first concrete step, e.g., 'schedule a discovery call' or 'complete your design brief']. This will help us align on the project's direction and ensure we start effectively.
You can expect a separate email from [Team Member’s Name] shortly to coordinate this. We’re looking forward to working with you.
Best,
[Your Name]
[Your Position]
[Your Company Name]
</template>
<template>
Subject: Required documents for your [Project Name] project
Hi [Client Name],
We’re making great progress on setting up your [Project Name] project. To proceed, we need a few documents from your end.
Please provide the following:
These items are necessary for [briefly explain why you need them, e.g., 'finalizing your account setup' or 'integrating your brand assets']. You can upload them directly and securely to your client portal here: [Link to Secure Upload Portal].
To keep everything on track, we would appreciate it if you could provide these by [Date]. If you have any questions, just let us know. We’re here to help.
Best,
[Your Name]
[Your Position]
[Your Company Name]
</template>
<template>
Subject: Checking in on your [Project Name] project
Hi [Client Name],
I’m just following up on our last email to see if you had any questions. We’re ready to move forward with [next step, e.g., the kickoff call] as soon as you’ve had a chance to [action you're waiting on, e.g., set up your account].
Is there anything we can clarify to help you complete this step? We want to make sure you have everything you need.
Let us know how we can help.
Best,
[Your Name]
[Your Position]
[Your Company Name]
</template>
The templates above provide a solid foundation for your client communication, and you can build them using Flodesk's intuitive email editor. Once created, you can automate your entire onboarding sequence to ensure every new client receives a consistent and professional welcome.
Our platform gives you the tools for effective email marketing without the usual complexity. You can start sending beautiful, high-converting emails by signing up for Flodesk.
A strong onboarding process starts with clear communication. Use these templates to build trust and set the right tone from your very first email.
You can build and automate these emails with our platform. Sign up for Flodesk to start sending emails your clients will love to open.
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