Why Every Service Provider Needs a Client Welcome Guide (Plus a Free Template)
What's the first thing I do after I sign a new client? I send them a Welcome Guide.
In this guide, I give my clients all the information they need to know about working together.
This includes how to book our marketing coaching sessions, what to do if they need to reschedule, details of my referral program and how renew at the end of our package.
I love to give all this information upfront, for clear communication from Day 1.
If you don't have a Welcome Guide, I highly recommend you put one together, to create a fabulous onboarding experience for your new clients.
Signing a new client is one of the best feelings in business - but what happens after they say yes is just as important as the sale itself.
That first impression sets the tone for the entire working relationship. And one of the easiest, most professional ways to create a smooth and elevated client experience right from the start?
👉 A Client Welcome Guide.
It’s the very first thing I send after a new client signs on - and honestly, I wouldn’t run my business without it.
What’s a Welcome Guide?
A Welcome Guide is a beautifully designed document that gives your new client everything they need to know about working with you. Think of it as a warm, professional handshake that also answers their most common questions before they even have to ask.
Whether you’re a coach, consultant, designer, or service provider - having a clear, well-organised Welcome Guide is a small touch that makes a big difference.
What to Include in Your Welcome Guide
Here’s what I include in mine (and what I recommend you add to yours):
How to book sessions: Clear instructions on your calendar, booking process, and what to expect.
Policies: What to do if they need to cancel, reschedule, or are running late.
How communication works: Set expectations around response times, preferred communication channels, and office hours.
Referral program: If you offer incentives for referrals, include the details here!
Renewal details: Let them know what happens when their package is finished - and how they can keep working with you.
This isn’t just about logistics - it’s about building trust, clarity, and confidence from Day 1.
Why It Matters
A Welcome Guide helps you:
✔️ Reduce confusion and back-and-forth emails
✔️ Set professional boundaries (without the awkward convos)
✔️ Improve client satisfaction
✔️ Save time
✔️ Look and feel more polished
Best of all? It makes you feel confident and in control, knowing everything is clearly laid out.
Want My Free Canva Welcome Guide Template?
To make things easier for you, I’m sharing my own FREE Canva Welcome Guide template. Just plug in your own info, adjust the colours and fonts to match your brand, and you’re ready to go.
👉 Just click here to grab my FREE Canva Welcome Guide template
Creating a professional onboarding experience doesn’t have to take hours - and it absolutely doesn’t need to feel overwhelming. With the right tools in place, you can wow your clients from the very beginning.
Here’s to making every client feel like a VIP 🥂
