Free Resource
Client Onboarding Message Templates
8 AI-Ready Templates for a Professional First Impression
Free template pack from aibusinessaccelerator.au
All templates use [BRACKET PLACEHOLDERS]. Replace with your details before sending. Each entry includes the AI prompt to generate it + a completed example to adapt directly.
How to use: Save the final versions in a Google Doc labelled “Client Onboarding Templates.” When a new client confirms, open the doc, personalise each template with their name and specific details, send.
Template 1: Welcome Email (Send immediately on booking)
AI Prompt:
Write a warm, professional welcome email for a new client of my
[business type] in [city].
Include: thank them for choosing us, confirm what happens next
(first step: [describe]), what they need to prepare or send us
before we begin, our response time commitment, and how to reach us.
Tone: warm and confident, not corporate. Under 200 words.
Include a subject line.Completed Example:
Subject: Welcome aboard, [Name] 🎉
Hi [Name],
Welcome — I’m so glad you’ve decided to work together. I’m looking forward to [brief genuine statement about what you’ll help them achieve].
What happens next: [Describe the immediate next step — e.g., “I’ll send you a brief intake form within 24 hours” / “We’ll schedule our kickoff call this week”].
Before then, it would help if you could: [list 2–3 items they’ll need to prepare — e.g., “share access to X,” “send through any existing files,” “confirm the address for the first visit”].
I reply to emails within [X business hours] Monday to Friday. For anything urgent, you can reach me at [phone/email].
Looking forward to getting started.
[Your name] [Business name] [Contact details]
Template 2: Onboarding Checklist Email (Days 1–2)
AI Prompt:
Write a short email with a bulleted checklist of what a new client
needs to provide to get started with [service].
Business: [type]. Keep it friendly, not bureaucratic.
Intro sentence: reassuring.
Checklist: 4–6 items with notes on which are essential vs. optional.
Close: tell them what happens once we have these.
Include a subject line.Completed Example:
Subject: Quick checklist — everything we need to get started
Hi [Name],
We’re all set on our end — just a few things from your side to get everything moving:
Essential to start:
- [Item 1 — e.g., “Signed service agreement (attached for your signature)”]
- [Item 2 — e.g., “Access to your [system/platform] — I’ll send a sharing request”]
- [Item 3 — e.g., “Your preferred billing contact and ABN for invoicing”]
Helpful but not urgent: 4. [Item 4 — e.g., “Any existing files or documentation related to [project]”] 5. [Item 5 — e.g., “Examples of [style/format/brand] you like — for reference only”]
Once we have items 1–3, we can begin on [date/timeframe]. Items 4–5 can follow when convenient.
Any questions, just reply here.
[Your name]
Template 3: Week-One Check-In (Days 5–7)
AI Prompt:
Write a brief week-one check-in email for a new client. We've just started
working together on [type of service].
Ask how they're finding things so far.
Share one small progress update or positive observation.
Under 80 words. Warm, genuine.
Include a subject line.Completed Example:
Subject: Quick check-in — how’s week one going?
Hi [Name],
Just checking in at the end of your first week. How are you finding things so far?
On our end, [brief genuine update — e.g., “we’ve made good progress on X and expect to have a first draft/result ready by Thursday”].
If anything’s come up or you’d like to adjust the approach, now’s a great time to flag it.
[Your name]
Template 4: Ongoing Working Relationship Email (Long-Term / Retainer Clients)
AI Prompt:
Write a professional but friendly email explaining how we work together long-term.
Include: how to contact us, our response times, invoicing schedule and
how payment works, how to request changes or additional work, and what
to do in an urgent situation.
Business: [type]. Tone: clear and reassuring, not legalistic. Under 200 words.
Include a subject line.Completed Example:
Subject: How we work together — a quick overview
Hi [Name],
Now that we’re underway, I wanted to share a quick rundown of how things work on an ongoing basis.
Getting in touch: Email is best for most things — I reply within [X hours] on business days. For anything urgent, you can call or text me on [number].
Monthly rhythm: [Describe your regular touchpoints — e.g., “I’ll send a monthly update on the [X] of each month” / “We’ll check in on the first Monday”].
Invoicing: I invoice [weekly / monthly / per project] — you’ll receive your invoice on [day] with [X] days to pay by bank transfer. My bank details are included on each invoice.
Requesting additional work: Just send through an email describing what you need — I’ll reply with a scope and cost within [X hours].
Urgent situations: If something needs immediate attention, call me directly. I’ll do my best to respond same-day.
Any questions about how we work, just ask.
[Your name]
Template 5: “Here’s What I Need From You” Request Email
AI Prompt:
Write a friendly but clear email requesting specific information or
assets from a client that are needed to proceed with [project/service].
Items needed: [list 4–6].
Tone: warm but direct — make it easy to respond, not bureaucratic.
Include a deadline if relevant.
Under 120 words. Include a subject line.Completed Example:
Subject: A few things needed to move forward
Hi [Name],
To keep things moving, I need a few things from your side:
- [Specific item — e.g., “Login details for [platform] — you can share securely via 1Password or similar”]
- [Specific item — e.g., “The [document/file] we discussed on our call”]
- [Specific item]
- [Specific item]
If you can get these to me by [day], I’ll have [deliverable] ready by [date]. If any of these are proving tricky, let me know and we’ll work around it.
[Your name]
Template 6: “Your Project Is Underway” Progress Update
AI Prompt:
Write a brief progress update email for a client, sent early in
[project/engagement].
Include: a confirmation that work has begun, one specific update on
progress made so far, the next milestone and expected timing.
Under 100 words. Confidence-building, genuine.
Include a subject line.Completed Example:
Subject: Update — [project name] is underway
Hi [Name],
Quick update: we’ve [brief specific progress — e.g., “completed the initial review and have a clear plan in place” / “started work on the first stage”].
Next up is [specific next milestone], which I expect to have ready by [date/timeframe].
If anything’s changed on your end that might affect the direction, let me know. Otherwise, I’ll be back in touch when [milestone] is complete.
[Your name]
Template 7: First Invoice Cover Note
AI Prompt:
Write a brief, professional cover note to send alongside the first invoice
to a new client of my [business type].
Include: a brief description of what the invoice covers, the payment
deadline, preferred payment method, and a warm closing that reinforces
the relationship.
Under 80 words. Friendly, not demanding.
Include a subject line.Completed Example:
Subject: Invoice #[number] — [brief description of service]
Hi [Name],
Please find attached Invoice #[number] for [brief description — e.g., “the [month] retainer” / “completion of [project]”].
Payment is due by [date]. Bank transfer is preferred — details are included on the invoice.
It’s been great getting underway together. Looking forward to continuing.
As always, just reply if you have any questions.
[Your name]
Template 8: 30-Day Check-In (Relationship Maintenance)
AI Prompt:
Write a warm 30-day check-in email to send to a client who started
working with us one month ago.
Ask how they're finding the experience so far.
Invite any feedback (positive or constructive).
Mention you're available if anything needs adjusting.
Under 80 words. Genuine, low-pressure.
Include a subject line.Completed Example:
Subject: One month in — how are things going?
Hi [Name],
It’s been a month since we started working together — I wanted to check in properly.
How are you finding things overall? I’m always keen to know what’s working well and what could be better. If there’s anything you’d like to adjust — the approach, the communication style, the format of [deliverable] — I’m very open to it.
Looking forward to hearing from you.
[Your name]
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