Free email templates
Client onboarding email templates for agencies
6 copy-paste templates for every moment from contract-signed to access-granted. Stop writing the same emails from scratch — adapt these once and reuse them every time.
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1Subject: Welcome to [Agency Name] — here's what happens nextHi [Client First Name], Welcome aboard! We're excited to start working with you on [brief project description]. I wanted to introduce myself and give you a clear picture of what the next few days look like. What happens next: 1. Intake form — please complete it by [date]. Link: [link] 2. Kickoff meeting — scheduled for [date, time, timezone] 3. Access setup — after kickoff we'll send a platform access list If you have brand guidelines or existing materials, feel free to share them anytime — even before the kickoff. [Your Name] · [Agency Name]
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2Subject: Quick follow-up — a few platform access items still pendingHi [Client First Name], Hope you're having a good week! Just a quick follow-up on the platform access we discussed during our kickoff. We've started work on [what you've been able to do], but there are a few items we still need to move forward with [specific work]. Still pending: Platform | Access Level | Who We Need It From Google Analytics | Admin | [Name] Meta Business | Admin | [Name] WordPress | Editor | [Name] If you need help granting access for any of these, I'm happy to send step-by-step instructions or hop on a quick call. [Your Name]
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5Subject: Re: [Client's request] — quick note on scopeHi [Client First Name], Thanks for sending this over. I can see why [request] would be valuable. I want to be upfront: this falls outside the scope of our current agreement, which covers [brief summary]. Taking it on would pull resources from [current priority work]. What I'd recommend instead: - We could include this in our next quarter's plan - I can quote it as a separate project - I can recommend a specialist who handles this well Let me know how you'd like to proceed. [Your Name]
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6Subject: Quick reminder — we need [item] from you by [date]Hi [Client First Name], Just a friendly reminder that we're waiting on a few items from your end to keep things moving: Item | Why We Need It | Deadline Final logo files | Required for ad creatives | [Date] Approval on content | Can't begin writing until | [Date] | topics confirmed | If any of these are going to take longer than expected, just let me know — we can adjust accordingly. [Your Name]
Get the full email sequence + the complete onboarding OS
The free templates above cover the most common moments. The full Agency Onboarding OS bundle includes everything you need to make every client start feel effortless:
- All 6 email templates in full — with tone notes, sending guidance, and variations
- 27-question client intake form (across 6 categories)
- 10-step AI-native onboarding checklist
- 5-phase internal delivery SOP
- 5 LLM prompt workflows (kickoff brief, access emails, missing-input detector, status updates, escalation)
- 6 Zapier/Make automation recipes
- Agency variant packs: marketing, SEO, web design, freelance
- 38 templates, SOPs, and checklists — ready to adapt
One-time payment. Founding batch. Instant download.
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