CLIENT WELCOME PACKET TEMPLATE Professional Welcome Email + What to Expect Guide =================================================== Download more free templates at solostack.madethis.app/resources Customize the [BRACKETED] sections with your details before sending. --- PART 1: WELCOME EMAIL TEMPLATE ================================ Subject: Welcome! Here's everything you need to get started → [PROJECT NAME] Hi [CLIENT NAME], I'm so glad we're officially working together on [PROJECT NAME]. I wanted to send this welcome email right away to kick things off on the right foot and make sure you know exactly what to expect from here. Here's a quick overview of what comes next: **What I'm working on:** [Brief description of the project scope — 2-3 sentences. E.g., "I'll be designing your brand identity package, which includes a primary logo, color palette, typography system, and brand guidelines document."] **Your timeline:** Project start: [DATE] First draft / milestone: [DATE] Final delivery: [DATE] **What I need from you:** Before we can get started, I'll need: → [Asset 1 — e.g., "Completed onboarding questionnaire (link below)"] → [Asset 2 — e.g., "Brand assets: existing logo, fonts, color codes if you have them"] → [Asset 3 — e.g., "Access to your website CMS"] Please send these by [DATE] so we can stay on track with our kickoff call. **Our shared workspace:** I've set up a shared folder for our project here: [LINK] This is where I'll post all deliverables, and where you can drop any files you need me to reference. **Next step:** Please fill out the onboarding questionnaire here: [LINK] It takes about 10 minutes and helps me understand your goals in more detail before our kickoff call. Our kickoff call is scheduled for: [DATE/TIME/LINK] If you have any questions before then, just reply to this email. I check email [TIME] on weekdays and typically respond within [X hours/1 business day]. Looking forward to this, [YOUR NAME] [YOUR BUSINESS NAME] [YOUR WEBSITE] [YOUR EMAIL] --- PART 2: CLIENT GUIDE — HOW WE WORK TOGETHER ============================================= [YOUR BUSINESS NAME] — Client Welcome Guide Hi [CLIENT NAME], welcome! This guide covers everything you need to know about working with me. It only takes about 5 minutes to read and will save us both a lot of back-and-forth later. YOUR PROJECT TEAM ------------------ Your main point of contact: [YOUR NAME] Email: [YOUR EMAIL] Response time: [X hours/1 business day] during [DAYS/HOURS] COMMUNICATION -------------- How to reach me: → Best method: [Email / Slack / Voxer / etc.] → For urgent issues: [Phone / Text — define what "urgent" means] → Please don't: [e.g., "DM me on social media for project questions"] My working hours: [e.g., Monday–Friday, 9am–5pm EST] I do not check messages on weekends or after hours. If you send something late on a Friday, you'll hear from me Monday morning. Response time commitment: I'll respond to all messages within [1 business day / 24 hours] during my working hours. Project updates: I'll send you a brief status update every [day/week] so you always know where we stand — even if the update is just "everything's on track." PROJECT TIMELINE ----------------- Project start: [DATE] Key milestones: → [Milestone 1]: [DATE] → [Milestone 2]: [DATE] → [Milestone 3]: [DATE] Final delivery: [DATE] Timeline notes: These dates are based on both of us staying on schedule. If feedback is delayed or additional scope is added, the timeline will shift accordingly. I'll always give you advance notice if a deadline is at risk. REVISIONS & FEEDBACK ---------------------- Your project includes [X] rounds of revisions. What counts as a revision: → Changes to direction, copy, layout, or functionality within the original scope → One round = one complete set of consolidated feedback What's NOT included in revisions: → New features or deliverables not in the original scope → Changes that require rebuilding from scratch → Feedback submitted after the revision window closes How to give feedback: → [e.g., "Please compile all feedback in one document/email rather than sending it in multiple messages."] → [e.g., "Use specific, actionable language: 'Change the headline font to something bolder' rather than 'make it pop more.'"] → Feedback deadline per round: [X business days] after delivery Additional revisions beyond the included rounds are available at [YOUR HOURLY RATE]/hr. PAYMENTS ---------- Payment schedule: → Deposit (50%): [AMOUNT] — due before work begins [MARK: RECEIVED ✓] → Final payment (50%): [AMOUNT] — due [X days] before final delivery Payment methods: [PayPal / Stripe / bank transfer / check — whatever you accept] Late payments: Invoices not paid within [X days] of due date will accrue [X]% monthly late fee. Work pauses until outstanding invoices are settled. FILES & DELIVERABLES --------------------- Where to find your files: [SHARED FOLDER LINK] Final file formats you'll receive: → [e.g., "Design files: PNG, JPG, SVG, and PDF"] → [e.g., "Written content: Google Doc + PDF"] → [e.g., "Web: Staging link + full code handoff"] File storage: I keep project files for [90 days / 1 year] after project close. After that, please ensure you have your own copies. SCOPE CHANGES -------------- If you'd like to add to the project scope after we've started, just let me know. I'm happy to discuss additions. Any scope changes will be documented in a written change order with revised timeline and pricing before the additional work begins. No surprises. A NOTE ON GREAT OUTCOMES -------------------------- My goal is for you to love the work I deliver — and for this project to be one you're proud of. The best outcomes happen when: → Feedback is specific and timely → All stakeholders are aligned before I start each phase → We communicate early about anything that's not working If something doesn't feel right at any point, please tell me right away. Early feedback is always easier to address than late feedback. I'm excited to build something great together. [YOUR NAME] [YOUR BUSINESS NAME] --- Want the full Client Management Bundle with complete SOPs, email scripts, and 50+ ready-to-use templates? → solostack.madethis.app/products