This email template is designed for HR professionals to communicate with new clients who have recently signed a contract. It’s an essential step in establishing a positive relationship right from the start. Sending a warm, welcoming email reinforces the client’s decision to work with you and sets the stage for successful collaboration.
Template Email
Email subject line: Welcome Aboard, [CLIENT NAME]!
Dear [CLIENT NAME],
We are thrilled to welcome you to [COMPANY NAME]! Thank you for selecting us as your partner in [CLIENT’S KEY ISSUES]. We are excited to embark on this journey together and are committed to helping you achieve your goals.
Our team understands the unique challenges you face, and we assure you that we will work diligently to meet the objectives we’ve set forth. Here’s what you can expect as we kick off our partnership:
- Start Date: [INSERT START DATE]
- Rates: [INSERT RATES]
- Key Performance Indicators: [INSERT EXPECTATIONS/AGREED KPIs]
To facilitate a smooth onboarding process, we have attached some important documents for your reference:
- [INSERT DOCUMENT NAME 1]
- [INSERT DOCUMENT NAME 2]
- [INSERT DOCUMENT NAME 3]
Please don’t hesitate to reach out if you have any questions or concerns. Our dedicated team is here to support you every step of the way.
Once again, thank you for choosing [COMPANY NAME]. We look forward to a productive and successful partnership!
Warm regards,
[SENDER NAME]
[SENDER TITLE]
[COMPANY NAME]
[CONTACT INFORMATION]
Why does it matter?
Sending a “Thank You for Choosing Us” email is crucial for building trust and rapport with new clients. It demonstrates your appreciation for their business and reassures them that they made the right choice. A well-crafted email can set the tone for future interactions, fostering a sense of loyalty and engagement from the start.
When to send?
Send this email within a few days after the client has signed the contract, or ideally a few days before their official start date. Timing is vital; sending the email too late can give the impression that you are too busy to acknowledge their importance.
What to include?
- A heartfelt thank you for choosing your company
- An overview of what the client can expect moving forward
- Details such as start dates, rates, and agreed KPIs
- Attachments with relevant documentation or resources
Best Practices
- Personalize the email by using the client’s name and specific details about their business needs.
- Keep the tone warm and professional to create a welcoming atmosphere.
- Ensure all details mentioned are accurate and double-check attachments before sending.
- Encourage open communication by inviting the client to reach out with any questions or concerns.
Common Mistakes to Avoid
- Sending a generic email without personal touches can make the client feel undervalued.
- Failing to follow up on any questions or concerns raised by the client can damage trust.
- Neglecting to proofread for spelling or grammatical errors can come across as unprofessional.
- Not including crucial details about the contract or expectations can lead to confusion later on.
