Sending a Welcome Email to New Client (3 Templates)
- A 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 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.
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.
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.
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.
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
let them know how to reach you
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.
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. 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.
I’ve prepared three examples of welcome emails you can use for your product or service. 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.
