Email template
Client onboarding welcome email
The welcome email sets the expectation for the whole relationship. It should confirm the first close date, give the client one link for the onboarding records and tell them who to contact. It should not be a long welcome letter with the checklist attached.
When to use it
Send this within one business day after the engagement letter is signed, before the first close date.
Welcome to {{firm_name}}: what we need to get started
Hi {{client_name}},
Thank you for choosing {{firm_name}}. We are looking forward to working with you.
To get started, please complete the onboarding checklist here: {{checklist_link}}
It asks for the business details, the accounting software access, the bank and card accounts, the current-year statements and the prior-year return. You can upload a photo or a PDF, and you can stop and come back later.
Our first close is planned for {{first_close_date}}. If the records are in by {{due_date}}, we will have everything we need.
If you have a question, reply to this email or call us at {{phone_number}}.
Thank you, {{firm_name}}
Replace the placeholders in braces with the client's details. Keep the client's tax ID or account number out of the email.
Notes before you send
- Send it within one business day of the signed engagement letter.
- Name the first close date and the records due date.
- Give one link, not a list of attachments.
- Tell the client who to contact and how.
Questions about this template
What should a new bookkeeping client send first?
The onboarding checklist asks for the entity details, EIN letter, accounting software access, bank and card list, current-year statements, prior bookkeeper's close package and prior-year return.
How long does onboarding take?
The records usually arrive over one to two weeks. The first close can happen in the first month if the access and opening balances are ready.
When is the first close?
The welcome email should name the first close date. It depends on when the records arrive and whether the prior books need cleanup.
Who should the client contact with questions?
Name the person and the channel, such as the bookkeeper's email or the firm's phone number. A client who knows who to ask is less likely to send a question to an old address.