How to Welcome a New Client by Email (3 Welcome Email Templates incl.)
- A personalized welcome email to new clients is crucial for setting the tone and establishing trust, and should include personalized content such as the client’s name and relevant information.
- The ideal welcome email includes a clear call-to-action (CTA), such as asking the client to fill out an onboarding questionnaire or book a call with their account manager.
- SPP offers customizable welcome email templates that can be tailored to meet specific agency needs, including a default email template that provides basic information for new clients, and can be customized.
The process of onboarding a new client is something every agency owner should map out carefully. After all, it can make a difference when it comes to securing clients for the long-term.
One part of the process should be sending a personalized welcome email to the new client. Nailing that first email is crucial. It sets the tone, establishes trust, and lays the groundwork for a successful partnership. Crafting the perfect welcome email is an art, though—one that requires finesse, personalization, and a dash of creativity.
To get you started, I’ve prepared three proven welcome email templates that will wow your new clients and set you apart from the competition.
What is a welcome email?
A welcome email is a message sent to new customers or subscribers in order to introduce them to your product or service. Typically, it’s the first email a customer receives after signing up, subscribing, or providing their email to an online store.
The primary goal of a welcome email is to create a positive first impression, establish a relationship with the new customer, and provide valuable information to help them get started with your product or service. By setting the right tone from the beginning, you can pave the way for a successful and long-lasting relationship.
Why you need to send a welcome email to new clients
First impressions are everything when you get a new client. By sending them a customized welcome email, you don’t only shine a bright light on your agency, you can also reduce the work for your agency team.
The customer success team plays a crucial role in providing personalized assistance and guidance to clients, ensuring they make the most of your products or services.
Another factor is that 71% of clients expect personalization, according to McKinsey’s Next in Personalization 2021 Report. Those surveyed value relevant product/services recommendations, tailored messages, and targeted promotions.
Benefits of sending a welcome email
Sending a welcome email offers numerous benefits for your business. Firstly, it helps create a positive first impression, which is crucial for building trust and rapport with new customers. A well-crafted welcome email can significantly increase customer engagement and retention by making them feel valued and informed.
Additionally, it provides an excellent opportunity to share essential information, reducing the likelihood of customer support queries. By offering clear and concise guidance, you can enhance the customer experience and increase the chances of converting a new customer into a repeat buyer.
Components of a good welcome message
What makes or breaks a new client welcome email? Does it just need a brief introduction about your agency? Not quite, but it’s also not very complicated if you keep these three things in mind:
Subject line: Since this is one of the first emails your new customer will receive from you, make the email subject line easy to understand. You could use the recipient’s name, and ensure they know what awaits them after opening the email.
Personalization: Don’t just address the customer by their first name, use other information you have about them for the email. If you’re using SPP’s CRM feature, you’ll have all the data you need to make the email personal.
Call to action: Clients are expecting to do something, so make it clear what that is. For instance, ask them to fill out a client onboarding questionnaire. Include a discount code to encourage immediate engagement and purchases.
Crafting the perfect welcome email
Writing up the perfect welcome email involves careful consideration of several key elements:
Start with a clear and concise subject line that grabs attention and sets the right expectations.
A personalized greeting, using the customer’s name, adds a warm touch and makes the email feel more personal.
Follow this with a brief introduction to your company or product, highlighting its unique value proposition.
Include a clear call-to-action (CTA) that guides the customer on the next steps, whether it’s exploring your service, filling out a form, or booking a call.
Don’t forget to provide valuable information to help them get started, such as instructions on using the purchased service and contact details for customer support.
How to send a welcome email to new client
New customer welcome emails are an integral part of Service Provider Pro’s client portal software. Go to Settings → Emails and click on Welcome email under Account notifications.
The default email we’ve written contains basic information your new clients need to use the portal, such as:
email address
password (if it exists)
link to the login page
instructions how to log in
You can change the copy of the email and add more information to it to better suit your agency operations, for instance:
tell them what awaits them next
include links to your help center
provide customer service contact information
Be mindful when it comes to links, as you don’t want this essential email to end up in the spam folder. You can also choose between the simple (text-based) layout and a prettier one that includes your agency’s logo.
Once you’re happy with the copy, send yourself a test email to see how it looks like.
3 welcome email examples you can use
If you’re unsure how to write a welcome email, don’t worry. I’ve created a few templates for you that you can adapt to match your brand’s tone and voice. Including a mention of a free trial in your welcome email can significantly enhance the onboarding process for new customers.
1) The written warm welcome
A warm welcome email sets the tone for a positive working relationship with your new client. Start by greeting them by name and expressing your genuine excitement to work together. Briefly mention the project or service they’ve signed up for, reinforcing their decision to choose your company.
Here’s a template you can use:
Subject: Welcome to [Your Company Name], [Client Name]
Dear [Client Name],
We’re thrilled to welcome you to the [Your Company Name] family. Let’s start working together on [project/service name].
Our team is committed to delivering exceptional results and ensuring your success. We believe that our collaboration will help you achieve your goals and take your business to new heights.
Feel free to reach out if you have any questions or concerns. We’re here to support you every step of the way.
Best regards,
[Your Name]
[Your Company Name]2) The onboarding call kickstarter
An onboarding call kickstarter email helps your new client understand what to expect during the onboarding process. Provide an overview of the steps involved and include a simple and direct call-to-action to book a call.
Use this template as a starting point:
Subject: [Client Name], book your onboarding call
Dear [Client Name],
Welcome aboard. We’re excited to begin our journey together. To ensure a smooth onboarding process, we’ve outlined the key steps below:
1. [Step 1]: [Brief description and any required actions]
2. [Step 2]: [Brief description and any required actions]
3. [Step 3]: [Brief description and any required actions]
[Book your onboarding call here]
If you have any questions or need assistance, our team is here to help. Feel free to reach out to your dedicated account manager, [Account Manager Name], at [email address] or [phone number].
We look forward to working with you and helping you achieve your goals!
Best regards,
[Your Name]
[Your Company Name]3) The off-hands explainer video
If you prefer a more off-hands experience, you can record an explainer video and embed it by editing your client’s onboarding page. The advantage is that they can go through the onboarding process at any time and at their own pace.
A little disadvantage is that they might not watch the video at all, in which case your team should intervene and manually onboard them.
Adjust the following template to suit your needs:
Subject: [Client Name], watch this to get started
Dear [Client Name],
Thank you for subscribing/buying [service name]. To get started with your project, please watch [video link].
The short explainer video (3m20s) will guide you through the next steps, and ensures that we can deliver your project as soon as possible.
Reply to this email if you have any questions or concerns.
Best regards,
[Your Name]
[Your Company Name]Use our onboarding welcome email templates
Crafting the perfect welcome email for new clients is crucial for setting the stage for a successful partnership. Utilizing a welcome email template ensures consistency and effectiveness in onboarding new clients. The key elements include a personalized greeting, expressing gratitude and enthusiasm, providing a clear overview of next steps, and maintaining a warm and friendly tone throughout.
Start using our welcome email template.
I’ve prepared three examples of welcome emails you can use. And the best of all, they all follow a different approach: a written onboarding, one that requires a call, and a hands-off one with a video.
Which one of these you use is up to you, and I suggest giving all of them a try. See which one your clients like the best, get their feedback, and improve your customer onboarding email strategy.
