A ready-to-send welcome document that sets the tone, explains your process, and answers common questions before they get asked.
Write a short paragraph introducing your company to new clients. Cover who you are, what you do, and why you do it. Keep it warm but professional. This is not your sales pitch. It is your handshake. Include your company name, founding year if relevant, and a one-sentence mission statement.
Walk the client through what happens from this point forward. Describe each phase of your process in plain terms. Include rough timeframes. Clients get nervous when they do not know what comes next, so spell it out. Cover onboarding, discovery, production, review rounds, and final delivery.
Tell the client how and when to reach you. Specify your preferred channels (email, Slack, WhatsApp, etc.), your typical response time, and your working hours. If you do not respond to messages on weekends, say so here. This prevents misunderstandings before they happen.
List the people the client will interact with during the project. Include names, roles, and what each person handles. If you are a solo founder, still list yourself with your role and any contractors or assistants involved.
List every tool the client will need access to or will interact with. Include project management tools, file sharing platforms, communication apps, and feedback tools. If they need to create accounts, mention that here. Give them login links where possible.
Set expectations about what is and is not included in this engagement. Cover revision limits, out-of-scope requests, and how additional work is handled. Be direct. The clearest boundaries create the best relationships.
Answer the questions clients always ask. Think about the last 5 to 10 projects you ran. What did clients ask repeatedly? Write those questions and answers here. Common topics: payment schedules, file formats, ownership rights, what happens if they want to pause.