Prompt

I’ve just closed a deal with a new freelance client. Provide the following in your response:

1. Client Onboarding Checklist: A list of 5-7 essential steps I should follow to onboard the new client successfully. (For example: send contract for signing, issue initial invoice or receive deposit, gather detailed project requirements via a questionnaire or kickoff call, set up project management tools or a shared folder, establish communication guidelines, etc.)

2. Welcome Email Template: A warm, professional email to welcome the new client aboard. It should thank them for choosing to work with me, recap the project we’ll be working on in one sentence, outline what will happen next (like scheduling a kickoff meeting or the next deliverable due), and set expectations for communication (for instance, how often I’ll update them). Include a friendly closing and sign-off.

Make sure the checklist and the email are clear and help set a positive, organized tone for the start of the project.

How to Use

1. Run the Prompt: Execute this prompt when you want a thorough starting point for onboarding a new client. The AI will generate two outputs: a checklist of onboarding steps and a draft welcome email.

2. Review the Checklist: Go through the AI’s suggested onboarding steps. Ensure they fit your workflow. If something is missing (say you need to send a separate intake form, or set up a Slack channel with the client), add it to the list. If something isn’t applicable (maybe you already signed a contract during the sales process), feel free to remove or tweak it. The checklist should reflect all tasks you need to do to get the project rolling smoothly.

3. Customize the Welcome Email: Take the email template and insert the client’s name, the specific project name, and any details unique to your situation. For example, if the project is a “Website Redesign for XYZ Co,” mention that. If you promised to deliver a timeline in a week, include that in the next steps. Make sure the tone of the email matches how you usually communicate — it should sound like it’s coming from you personally.

4. Send and Implement: Use the refined welcome email to greet your client (sending it via your email or platform messaging as appropriate). Then, follow the checklist steps one by one. You might even copy the checklist into your task manager to track completion. This will ensure you don’t forget any important onboarding steps, creating a great first impression and a clear roadmap for your client.

5. Reuse & Refine: Save this prompt (and the output template) for future clients. Over time, you can refine the checklist as your process evolves, and adjust the welcome email template for different types of projects. Having a solid onboarding routine will improve your service delivery and client satisfaction, leading to better reviews and more referrals (which is great for monetization!).