5 Email Templates You Need When Onboarding Clients

YESSSS, a potential client has just said she wants to move forward with working you! First, do a little jig (yep, I’m feeling particularly inspired by all things Celtic today) to celebrate and then get cracking on onboarding them. 

What’s the point of onboarding, you ask?

The entire onboarding experience exists as a means to having clear communication so you can do your best work and the client knows exactly what to do to help you deliver that best work. 

In short, this could look like filling out questionnaires, communicating project milestone dates, and sharing passwords for necessary tools. 

The only way to get all of that information in a seamless way is to send emails, and while you can absolutely recreate the wheel each time you send one to a new client, I recommend having a template for each step of the process. 

While templates initially sound cold, they actually allow for more warmth because they give you the peace of mind you’re not forgetting any important steps in the process while still modifying the language for a personal touch. 

Here are 5 templates I recommend creating for your onboarding process.

1.) What to Expect - Immediately after the consultation call.

Right after getting the “yes” during your consultation call, send an email that explains what’s going to happen next. 

Here’s what this might look like:

Subject line: It was great chatting with you! Here’s what to expect next.

Hey {name}!

I’m so thrilled that we’ve decided to move forward with our collaboration. Here’s what’s going to happen next. 

In two days, I’ll send over a proposal tailored to what we discussed during our call. While we both know we’re a good fit, I like to create these proposals so we both know exactly what the agreement entails and so you can see other possibilities for our time together. 

If you think of any other ways that you’d like me to support you, don’t hesitate to send me a message.

With a big smile,

PS. Here’s that article I mentioned in our call — {link} — I hope it helps!

2.) Your Proposal Has Arrived (cue fanfare).

Once you’ve finished the proposal, send a message with the PDF attached and explain the next steps of the process. 

Here’s what that might look like:

Subject line: Your proposal for a {role}

Hey {name}!

As promised you'll find your proposal for an ongoing team collaboration attached. As you read through it, you’ll notice that beyond outlining the ways I’ll support you, there are recommendations for other ways we can improve your {website/branding/marketing} based on the conversation we had. As we were chatting, I had so many good ideas pop up and had to include them.

You’ll also see what I can do for you in terms of cost so we can get started as early as {date}. 

For now, take your time reviewing the proposal, and I'll plan on reaching out to you on {date} via email to see what questions you have and discuss next steps. 

If you'd like to reach me in the meantime, feel free to send a message. 

With a big smile,

3.) Follow-Up Email.

If the client doesn’t respond before the date you mentioned you would follow up, craft a message similar to the one below to send.

Hey {name}!

Happy {day of the week}. I'm following up to see if you had some more time to think about what you were looking for in terms of support so we can get the next steps going. 

Were you thinking the 10 or 15 hour package? 

Can't wait to hear back.

With gratitude,

4.) Dot Your I’s Email.

Once the client chooses a package, you can get the ball rolling with dotting your i’s and crossing your t’s, or sending the agreement and the invoice if you ask for payment upfront. 

It may look like this:

Oh, {name}, I'm so thrilled to hear that you're interested in working together! What you create in your corner of the Internet makes me so happy, and I'm honored to be asked to be a part of it. 

Here's what's going to happen next so we can jump into working together by {date}. 

-- I'll send you an agreement and a policies document via HelloSign outlining our work structure + some details about working together.
-- I'll also send you an invoice that serves to secure your spot for July, which will be deducted from your overall cost for the month of July. After that, as you'll see in the agreement, I'll only invoice you once a month at the same time.
-- Once those two steps are taken care of, go ahead & fill out this new client dossier: {link}

After I get notice that those tasks have been completed, I'll send you a link to set up our first team meeting (!) and a welcome packet that will help make our transition into team members that much smoother. 

If you have questions in the meantime or want to make modifications/suggestions within the agreement, don't hesitate to let me know. 

Can't wait to get started!

Lots of love,

5.) Hey! You still there? Email.

If your client falls off the face of the Internet after that email above, here’s one that you can follow up with:

Hey {name},

I hope you had a great holiday weekend, and I just wanted to check in to see if you were still interested in working together.

If not, it's not a problem at all, and I'll go ahead and end all of the paperwork in action. 

If it's still a yes, I'm excited about moving forward. 

Either way, let me know & we should chat about our next time meeting up!

With a big smile,

Have questions about how to craft your versions of these templates? Let me know below!

PSSSST. A lot of what I learned about crafting email templates that include actionable information came from soaking in knowledge from Ash Ambirge’s course Sentences & Money, Alexandra Franzen’s scripts, and Alexia Vernon.  

Hi, I’m Cher!

I write about the place where business + social responsibility meet. When I'm not researching whatever my latest obsession is, you can find me re-watching Remember the Titans, posting on Insta @___whatthehale, or hiking somewhere in the PNW. If you're interested in working with me on a marketing or PR campaign, I do that, too.

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