Did you know that businesses with strong client onboarding processes can increase customer retention by as much as 50%?
Starting with a new client can feel like juggling a dozen moving parts at once. However, with client onboarding templates, you can make the process seamless and efficient.
In this guide, we’ll share 8 best client onboarding templates that will save you time, ensure consistency, and keep everyone on the same page.
Let’s help you make the best impression and build long-term client relationships.
What is A Client Onboarding Template?
A client onboarding template is a simple guide that helps you organize the key steps and tasks needed to onboard new clients smoothly. It includes the important details required to create a clear and efficient process for welcoming new customers.
These templates give you a consistent plan so every client starts their journey with confidence and purpose. They guide you through essential actions like setting up meetings, making introductions, outlining timelines, tracking progress, and marking milestones along the way.
By using an onboarding template, you can also keep your internal teams aligned. It helps standardize tasks, improve communication, and avoid missed steps, ensuring everything runs efficiently.
With a good template, you save time, stay organized, and create a professional and welcoming experience for every new client.
Top 8 Client Onboarding Templates to Impress Clients from Day One
These eight templates will help you simplify client onboarding and ensure a smooth, efficient process. Each one is designed to set up your clients for success from the start:
1. Welcome Email Template
The Welcome Email Template is the first touchpoint to set the tone for a positive client relationship. This email introduces the client to your team and outlines the next steps, ensuring they feel supported right from the beginning.
Welcome Email and Packet Template
To: [Client Email Address]
Subject: Welcome to [Brand Name] – Let’s Get Started!
Hi [Client Name],
We’re thrilled to welcome you to the [Brand Name] family! Thank you for choosing [Product Name]—your success is our top priority, and we’re excited to be part of your journey.
My name is [Your Name], and I’ll be your dedicated point of contact throughout this process. Feel free to reach out to me anytime if you have questions or need guidance. You can easily schedule a call with me here: [Insert Link to Calendar].
To get started right away, I’ve put together a few resources for you:
- [Resource 1] – Overview of [Product Name]’s Features
- [Resource 2] – Quick Start Guide
- [Resource 3] – Knowledge Base for FAQs and Troubleshooting
Welcome Packet Overview
Along with this email, we’ve prepared a Welcome Packet to guide you through the first [Insert time frame] of onboarding. Inside, you’ll find:
- An introduction to our team and your primary points of contact
- A detailed onboarding timeline outlining key milestones
- Access to important help documentation and learning materials
- A client intake form (please return by [Insert Due Date])
Meet Your Team
Below are your key points of contact at [Brand Name], who will be assisting you throughout your journey:
| Name | Title | Email Address | Phone Number |
| [Name] | [Title] | [Email] | [Phone] |
| [Name] | [Title] | [Email] | [Phone] |
We’re here to ensure a smooth start, and we look forward to supporting your success with [Product Name]. If you have any immediate questions, don’t hesitate to reach out. We’re excited to get started with you!
Best regards,
[Your Name]
[Your Title]
[Your Contact Information]
Purpose
This template establishes early contact, providing clarity about the upcoming steps and ensuring that the client knows who their main point of contact will be.
2. Client Intake Form Template
The Client Intake Form Template is designed to gather all the necessary information from the client at the start of the onboarding process. It helps to ensure that both sides are aligned on goals, requirements, and expectations.
Client Intake Form Template:
Client Intake Form
Please complete this form and return it by [Insert Due Date]. We’ll review your responses together during our first call on [Insert Date/Time].
Basic Information
- Client Name: [Insert Name]
- Company Name: [Insert Company Name]
- Company Industry: [Insert Industry]
- Company Address: [Insert Address]
- Client Position: [Insert Role/Title]
- Email Address: [Insert Email]
- Phone Number: [Insert Phone]
- Date Completed: [Insert Date]
Company Overview
- Briefly describe your brand or organization:
[Insert company description] - Core Products/Services:
[Insert details] - Number of Employees:
[Insert number] - Key Team Members (name, role, email):
[List team members who will work with us regularly]
Company Goals & Objectives
- Company’s Key Goals:
[What is your company aiming to achieve?] - Team’s Specific Goals:
[What are your team’s objectives within this project?] - Budget (if applicable):
[Insert team’s budget, if relevant to the service]
Challenges & Competitors
- Top Three Challenges Your Company Faces:
- [Insert obstacles]
- [Insert obstacles]
- [Insert obstacles]
- Who are your major competitors?
[List competitors]
Previous Setup & Expectations
- Describe your previous processes (before working with us):
[How were you managing these tasks before?] - Technology Stack (if applicable):
[List tools that will be replaced by our solution] - Will you require assistance migrating data or settings?
[Yes/No]- Budget for technical assistance (if applicable): [Insert budget]
- Best Point of Contact for Migration (if applicable): [Insert Name/Email]
Expectations
- What are you hoping to achieve by working with [Insert Company Name]?
[List your goals or expectations] - Why did you choose us over other providers?
[Insert reasoning]
Purpose
This template is designed to capture essential client information while giving the company insight into the client’s objectives, challenges, and previous setups. It also includes fields for expectations, allowing teams to align from the beginning.
3. Kickoff Meeting Agenda Template
A well-structured Kickoff Meeting Agenda Template ensures that the first meeting between your team and the client is productive, with clear goals and action items set.
Kickoff Meeting Agenda Template Example:
Kickoff Meeting Agenda
Meeting Date: [Insert Date]
Client Name: [Insert Name]
Project Name: [Insert Name]
Facilitator: [Insert Facilitator’s Name]
Attendees: [List all team members from both sides]
| Agenda Item | Time | Description | Responsible Team Member |
| Introductions & Agenda | 5 mins | Welcome everyone, introduce the key players on both sides, and outline the purpose of the meeting. | [Insert Name] |
| Overview of Onboarding | 5 mins | Walk through the onboarding process, including timelines and team roles. | [Insert Name] |
| Client Needs & Objectives | 10 mins | Discuss the client’s goals and how they will be using your product/service to meet those goals. | [Insert Name] |
| First Steps to Success | 15 mins | Introduce the client to your product/service with a quick overview of key features and first tasks. | [Insert Name] |
| Access to Support Channels | 5 mins | Explain how clients can get support, share help resources, and set expectations for response times. | [Insert Name] |
| Next Steps & Action Items | 5 mins | Outline immediate next steps, assign responsibilities, and schedule follow-up check-ins. | [Insert Name] |
Detailed Meeting Flow
1. Introduction & Agenda (5 mins)
- Start with introductions and get everyone acquainted.
- Go over the purpose of the meeting and key objectives.
- Make sure all attendees know their role in the project.
2. Overview of Onboarding Process (5 mins)
- Present the onboarding timeline, including key milestones and deliverables.
- Provide an overview of how your team will be involved in different stages.
- Ensure the client understands the onboarding structure.
3. Address Client Needs & Objectives (10 mins)
- Discuss the client’s specific needs and expectations for the project.
- Ensure alignment between your service/product and the client’s goals.
- Clarify the desired outcomes from the onboarding process.
4. First Steps to Success (15 mins)
- Walk the client through the first actions they need to take.
- Provide an overview of important features or tools they’ll use right away.
- Set initial goals for the client’s first steps, providing resources or training materials if needed.
5. Access to Support Channels (5 mins)
- Review all available support resources (help docs, videos, knowledge base).
- Provide direct contact information for immediate assistance.
- Ensure the client knows how to get help at every stage of the onboarding.
6. Next Steps & Action Items (5 mins)
- Summarize the key takeaways from the meeting.
- Assign tasks to both your team and the client.
- Set deadlines and schedule the next follow-up meeting or check-in.
Action Items & Follow-Up
| Task | Assigned To | Deadline |
| Schedule Product Training | [Insert Name] | [Insert Date] |
| Client to Complete Intake Form | [Insert Name] | [Insert Date] |
| Follow-Up Meeting | [Insert Name] | [Insert Date] |
Purpose
This template organizes the first client meeting, ensuring everyone is on the same page regarding roles, timelines, and key objectives, creating a solid foundation for collaboration.
4. Task Assignment Template
The Task Assignment Template helps ensure clarity on roles and responsibilities by assigning specific tasks to each team member and setting clear deadlines.
Task Assignment Template Example:
Project Name: [Insert project name]
Date Created: [Insert date]
Project Manager: [Insert name]
| Task | Assigned To | Due Date | Status | Priority | Comments/Notes |
| [Task Name/Description] | [Team Member] | [Due Date] | [Pending/In-progress/Completed] | [High/Medium/Low] | [Insert any additional notes here] |
| [Task Name/Description] | [Team Member] | [Due Date] | [Pending/In-progress/Completed] | [High/Medium/Low] | [Insert any additional notes here] |
| [Task Name/Description] | [Team Member] | [Due Date] | [Pending/In-progress/Completed] | [High/Medium/Low] | [Insert any additional notes here] |
Purpose
This template ensures that every task is clearly defined and assigned, improving accountability and preventing any confusion over who is responsible for what during onboarding.
5. Check-In Email Template
The Check-In Email Template allows you to stay connected with the client throughout onboarding, offering support and ensuring that no step is missed.
Check-In Email Template Example:
Check-In: Day 1
Subject Line: Important Resources to Get Started with [Product/Service Name]
Email Body:
Hi [Client Name],
We hope you’re settling in well with [Product/Service Name]. To help you maximize your experience, we’ve gathered some key resources that may be helpful as you begin:
- [Key Resource #1]
- [Key Resource #2]
- [Key Resource #3]
Should you have any questions or need assistance, feel free to reach out to us at [Support Email] or visit our [Help Center/Knowledge Base] here: [Link to Help Center]. We’re always here to help!
Best regards,
[Your Name]
[Your Title]
[Company Name]
Check-In: Week 1
Subject Line: One Week In—How’s It Going with [Product/Service Name]?
Email Body:
Hi [Client Name],
It’s been a week since you started using [Product/Service Name], and we wanted to check in with you. Our team is here to assist with any questions or concerns you may have. If there’s anything specific you’d like to learn more about, we’d be happy to help.
In the meantime, here’s a quick overview of some additional resources that might be useful:
- [Additional Resource #1]
- [Additional Resource #2]
We’re excited to be part of your journey and look forward to seeing what you accomplish. If you need anything, feel free to contact us at [Support Email] or visit our [Help Center/Knowledge Base] here: [Link to Help Center].
Best regards,
[Your Name]
[Your Title]
[Company Name]
Check-In: Week 2
Subject Line: Two Weeks In—Let’s Unlock More Potential
Email Body:
Hi [Customer Name],
It’s been two weeks since you joined us at [Product/Service Name], and we’re excited to help you get even more out of it!
Here are some insider tips and handy tricks to enhance your experience:
- [Tip 1] – A quick way to [specific benefit or action].
- [Tip 2] – Save time by [specific feature or shortcut].
- [Tip 3] – Achieve more by leveraging [specific feature/tool].
Need extra guidance?
If you have questions or need help, we’re just an email away. Contact us at [Support Email], or explore more resources in our [Help Center/Knowledge Base]: [Link to Help Center].
We’re here to support you every step of the way!
Best regards,
[Your Name]
[Your Title]
[Company Name]
Check-In: Week 4
Subject Line: One Month In—We’d Love Your Feedback!
Email Body:
Hi [Client Name],
It’s been a month since you joined us at [Product/Service Name], and we’d love to hear about your experience so far. Your feedback is invaluable to us, and it will help us improve and better serve your needs.
If you could take a few moments to share your thoughts, we’d greatly appreciate it. You can leave your feedback here: [Link to Feedback Form].
Thank you for being a valued part of [Company Name]. We’re thrilled to support your ongoing success!
Best regards,
[Your Name]
[Your Title]
[Company Name]
Purpose
This template ensures that communication stays open during onboarding, reinforcing the client’s progress and providing a touchpoint for addressing any concerns.
6. Resource Planning Template
The Resource Planning Template helps you manage the allocation of team members and tools, ensuring that resources are effectively distributed throughout the project.
Resource Planning Template Example:
| Resource/Task | Description | Employee Responsible | Due Date | Status (Pending/In Progress/Completed) |
| Onboarding Welcome Email | Send welcome emails to new customers, introducing the team and outlining the next steps | [Employee Name] | [Insert Due Date] | [Status] |
| Product Training Webinar | Schedule and host a product webinar to familiarize the client with the platform | [Employee Name] | [Insert Due Date] | [Status] |
| Resource Access Setup | Provide access to the knowledge base and customer portal resources | [Employee Name] | [Insert Due Date] | [Status] |
| Feedback Request Email | Send an email requesting client feedback on the onboarding process | [Employee Name] | [Insert Due Date] | [Status] |
| Customer Success Call | Set up a success call to discuss progress and address any concerns | [Employee Name] | [Insert Due Date] | [Status] |
| Security & System Setup | Ensure the customer has completed all security measures and system setups | [Employee Name] | [Insert Due Date] | [Status] |
Purpose
This template helps in managing resources and distributing work efficiently, ensuring the project remains on track without overwhelming team members.
7. Handoff Email Template
The Handoff Email Template is crucial for transitioning the client from the onboarding team to their long-term account manager or customer success team.
Handoff Email Template Example:
To: [Email Address]
Subject: Meet Your Dedicated Account Manager at [Company Name]
Email Body:
Hi [Customer Name],
I hope your experience with [Product Name] has been great so far!
As we move forward, I’m excited to introduce you to your dedicated account manager, [Account Manager’s Name], who will be your main point of contact from now on. They have [years of experience] in [industry] and are here to help you make the most out of [Product Name].
[Account Manager’s Name] will be reaching out shortly to schedule a call and discuss your needs in more detail. In the meantime, please feel free to contact them directly at [Contact Information] for any questions, feedback, or support.
It’s been a pleasure working with you, and I look forward to seeing your continued success with [Product Name].
Best regards,
[Your Name]
Purpose
This template makes the handoff process seamless, ensuring that the client knows who to reach out to for ongoing support after onboarding is complete.
8. Project Status Report Template
The Project Status Report Template provides clients with a regular update on the status of the project, including key milestones, challenges, and the next steps.
Project Status Report Template Example:
| Project Name: | [Insert Project Name] |
| Report Date: | [Insert Date] |
| Project Manager: | [Insert PM Name] |
| Client Name: | [Insert Client Name] |
1. Progress Updates:
Overview:
Summarize the work completed since the last update, highlighting important tasks and milestones achieved.
| Task/Activity | Status | Completion Date |
| Task 1: [Describe task] | [In Progress/Done] | [Insert date] |
| Task 2: [Describe task] | [In Progress/Done] | [Insert date] |
2. Upcoming Milestones:
List key milestones or deliverables scheduled for the upcoming period, along with their expected completion dates.
| Milestone | Expected Date | Owner/Team |
| Milestone 1: [Describe milestone] | [Insert date] | [Assigned team] |
| Milestone 2: [Describe milestone] | [Insert date] | [Assigned team] |
3. Challenges & Risks:
Identify any risks or challenges that could impact the timeline, budget, or deliverables, and outline strategies for addressing these issues.
| Challenge/Risk | Impact | Mitigation Strategy |
| [Describe challenge/risk] | [High/Medium/Low] | [Assigned team] |
| [Describe challenge/risk] | [High/Medium/Low] | [Assigned team] |
4. Next Steps:
Provide an overview of the immediate tasks, along with assigned team members and deadlines.
| Task | Assigned Team Member | Due Date |
| Task 1: [Describe task] | [Assigned member] | [Insert due date] |
| Task 2: [Describe task] | [Assigned member] | [Insert due date] |
Purpose
This template helps maintain transparency throughout the project, keeping the client informed and engaged, which reduces the chances of surprises or delays.
Why Should You Use Client Onboarding Templates?
Client onboarding templates go beyond saving time—they improve quality and consistency in the onboarding process. Let’s explore some key reasons why using templates is beneficial:
1. Standardization Across Teams
Onboarding templates help create a uniform process for each client. Whether it’s the sales-to-customer success handoff or a project status update, a template ensures that no important details are missed.
2. Improved Client Experience
Templates ensure that each client is treated with the same level of care. This consistency helps build trust and confidence in your business, which is critical for client retention.
When clients feel like they’re well-supported, they’re more likely to stick around long-term.
3. Efficiency and Time-Saving
By having pre-made templates for emails, meeting agendas, or resource plans, you reduce the time spent on administrative tasks.
Your team can focus on building relationships with clients rather than constantly recreating the same documents.
4. Minimizing Errors
Templates reduce the risk of missing crucial steps in the process. By following a standardized guide, your team ensures that all necessary information is gathered and no important steps are skipped.
5. Scalability
As your business grows, you’ll need a system that scales with it. Templates allow you to onboard multiple clients simultaneously without sacrificing quality.
Conclusion
Client onboarding templates make it easier for you to welcome new clients by offering a clear and organized framework. These templates ensure that every step, from the handoff to updates, is well-structured and easy to follow.
When you use templates, you save time and work more efficiently. Routine tasks such as assigning resources, tracking progress, or sending emails are simpler to handle, which frees up your team to focus on building strong client relationships.
The five most important templates to use are handoff templates, kickoff meeting guides, email sequences, resource plans, and project status reports.
FAQs
1. Can I customize onboarding templates for different clients?
Yes, you can customize onboarding templates to fit each client’s unique needs while keeping the overall process consistent. For example, you can adjust sections to include specific timelines, personalize communication, or add tasks that are relevant to a particular client’s project. This ensures every client feels valued and the process stays efficient.
2. How do templates help with team coordination?
Templates make team coordination easier by defining tasks and responsibilities in a clear and organized way. Everyone on your team knows their role and what they need to do at each stage of the process. This minimizes confusion and reduces the risk of mistakes or delays. By using a standardized approach, you can improve communication, align efforts, and ensure the entire team works seamlessly together.
3. Do onboarding templates work for small businesses?
Yes, onboarding templates are perfect for small businesses. They help you work more efficiently by creating a structured process that saves time and keeps things consistent. Even if you have limited resources, templates allow you to handle client onboarding like a pro. They ensure every step, from sending welcome emails to tracking progress, is handled smoothly, making it easier to grow your business while delivering a great experience to your clients.
