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Client Onboarding Email Templates That Actually Get Responses
Why Most Onboarding Emails Fail
The average onboarding email asks for too much, explains too little, and arrives with no clear next step. Clients read it, intend to reply, and then forget. Two weeks later your account manager is sending a polite chase.
The templates below fix three specific problems: clarity, simplicity, and a single call to action per email.
Template 1: The Welcome Email
Send this within 24 hours of the contract being signed.
Subject: Welcome to [Agency Name] — here is what happens next
Hi [First Name],
We are delighted to have you on board. This email confirms that your project has been set up and we are ready to get started.
Over the next few days, you will receive a separate email with a secure link to your client portal. Through the portal, you can share the account access and assets we need to begin work — it takes around 10 minutes.
In the meantime, your main point of contact is [Name] and you can reach them at [email].
We look forward to working with you.
[Your name]
Template 2: The Portal Invite Email
Send this 24 hours after the welcome email.
Subject: Action needed: your onboarding portal is ready
Hi [First Name],
Your client portal is ready. Please click the link below to complete your onboarding — it should take around 10 minutes.
[Access your portal]
Inside the portal, you will be asked to:
- Grant access to your analytics and advertising accounts
- Upload your brand assets
- Confirm a few details about your project
If you have any questions at any point, reply to this email and we will help.
[Your name]
Template 3: The Chase Email
Send this 3 days after the portal invite if the client has not completed onboarding.
Subject: Friendly reminder: your onboarding portal
Hi [First Name],
Just a quick note — your onboarding portal is still waiting for you. Completing it lets us get started on your project without delay.
[Access your portal]
It takes around 10 minutes. If anything is unclear or you are having difficulty with any of the steps, just reply and I will walk you through it.
[Your name]
Template 4: Onboarding Complete Confirmation
Send this once all access has been received and verified.
Subject: All set — we are ready to begin
Hi [First Name],
We have everything we need. Your project is now officially underway.
Here is what to expect in the coming days:
- [Milestone 1 with date]
- [Milestone 2 with date]
- [First check-in call — date and time]
Your dedicated contact for day-to-day questions is [Name] at [email].
Looking forward to getting great results for you.
[Your name]
A Note on Tone
Keep every email short. Clients are busy. A welcome email that runs to four paragraphs will be skimmed. A single clear action per email outperforms a long list every time.
For the full picture of what you need to collect from clients, refer to the complete onboarding checklist. To make the portal experience as smooth as possible, read our guide on what every client portal should include.