How to Create a Client Welcome Packet and What to Include
So you got a new client? And you want to make sure the onboarding process running well? This is when you need to create a client welcome packet.
In this blog post, we will discuss how to create a client welcome packet and what information to include. So let’s get started!
WHAT IS A CLIENT WELCOME PACKET
What is exactly a client welcome packet? We can say it’s a packet of information that you send to your client when they first sign up for your service.
It is an essential tool for any business to build a long-term relationship with its clients.
The client welcome package has three main purposes:
- To introduce yourself and your business to the client.
- To show that you care about their needs and are willing to help them in any way possible.
- To create a connection between both of you and make sure that they feel comfortable working with you.
WHAT TO INCLUDE
The Client Welcome Packet provides all information to get started on a project. It can be as simple or complex as you want it to be, but should always include some basic elements.
We will discuss the essential details you should include as well as tips for using it.
WELCOME MESSAGE AND INTRODUCTION
First, takes your time to thank your new client for booking the project with you. And briefly, introduce yourself. Also, use this section to write your company’s mission statement.
Use the introduction section to write an overview of what your company does. Although, the client may be already done their research before. This will give your clients an idea of what your company is all about and how it can help them.
WHAT TO EXPECT
After your client signs up for the project, then what happens next? This section is where you explain what they can expect next and when they can expect it to happen. Give the timeline, is it within days or weeks after signing up?
MEET THE TEAM
List all the member team and their position that will deal with the client. If you a one-show business or freelancer and you don’t have a team, you can skip this part.
Include all services you provide for your clients. Write a detailed description of what exactly you’ll be doing for your new customer.
Detailed information helps clients understand what they are getting into and how they can benefit from your service.
The welcome packet should mention your business hours. So clients know when they can expect responses.
Include all channel communication you use. How you communicate with the client, and what tools you will use.
Also, you can use this page to set your boundaries as you wish. For example, if you don’t work on the weekend.
Write down your email, phone number, or other tools that you are comfortable using.
THE PROCESS/PROJECT TIMELINE
An overview of the project, including milestones, deliverables, and timeline.
Outline the process in a graph with a step-by-step process and the deadline. It’s easier to understand than writing them in paragraphs. Keep it simple.
Are there common questions that your clients might have? This is a great place to address some of that questions. These might include how to use communication tools, payment methods, payment plans, etc
If you have some package to offer, you can write down the package here and what comes with the package.
For example, if you have three packages or plans. Write down the package, price, and details.
Share all helpful resources and tools that might be helpful for the client and the projects. It includes a link to an article or a management or communication tool you use. This information will help your clients to save time.
Break down your package into items, hours, and services, so the client knows how much exactly they have to pay. Create an invoice with a due date, payment terms, and discount if applicable.
Positive feedback from previous customers is important. It can help build trust between prospective customers and your company.
HOW TO CREATE A CLIENT WELCOME PACKAGE
Now that you already know what information to include, the next question would be, how to create one?
There are two ways to create a client welcome packet. You can either grab a ready-made template or create it from scratch.
Whatever method you choose, you should include all important information.
Using a ready-made template is great because you don’t have to waste time creating from scratch. Use the templates according to your needs, and use them over and over again!
When looking for a template, choose a simple and professional layout with lots of white space. Because it is easier to read and edit to match your brand guideline.
If you’re looking for a template, I have a FREE Client Welcome Packet Template, please feel free to grab them. What you need to do is customize it to match your need and brand.
You can find tons of templates in digital marketplaces such as Etsy, and Creative Market.
CREATE FROM SCRATCH
If you enjoy doing design and choose to create it from scratch. First, you decide what program you want to use. You can use Canva, Photoshop, or InDesign.
The format is up to you, but commonly used is A4 or US letter document.
My favorite program by far is Canva. It’s easy to use and you can update it from time to time in case of some changes in your business.
Canva has a free and paid version, but to create this template, using the free one should be enough. What you need to do is sign up and you’re ready to create one.
BEST PRACTICE FOR YOUR WELCOME PACKET
- Keep your welcome packet simple and easy to navigate. I love making lists and adding images to the welcome packet; it is easier to read and more visually appealing.
- Use your brand color and font, the welcome packet is part of your branding. If your welcome packet is cohesive with the rest of your brand, clients will feel a connection with your brand and business.
- Create a back cover for your Client Welcome Packet. It’s optional, but I always have it, it looks way more neat and professional.
I hope after reading this blog you’re ready to create a Client Welcome Packet for your business.
If you have any questions or feedback, please feel free to share some in the comments below. Thanks for reading!