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email Template

Client Onboarding Sequence Template

Multi-email sequence for onboarding new clients over their first week.

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EMAIL 1 — Immediate (Upon Booking)
Subject: Welcome to {{business_name}}, {{client_name}}! 🎉

Hi {{client_name}},

Welcome! We're excited you chose {{business_name}}.

Your first appointment:
📅 {{date}} at {{time}}
📍 {{location}}
🗓️ {{service_name}}

Here's what happens next:
1. Complete your intake form (takes 2 min): {{intake_link}}
2. Check your email tomorrow for preparation tips
3. Arrive 10 minutes early on {{date}}

Questions? Reply to this email or call {{phone}}.

See you soon!
{{your_name}}, {{business_name}}

---

EMAIL 2 — Day Before Appointment
Subject: Getting ready for tomorrow, {{client_name}}

Hi {{client_name}},

Your appointment is tomorrow! Here's how to prepare:

✅ {{preparation_1}}
✅ {{preparation_2}}
✅ {{preparation_3}}

Getting here:
📍 {{location}}
🅿️ {{parking_info}}
🚪 {{entry_instructions}}

Your provider, {{provider_name}}, is looking forward to 
meeting you!

See you tomorrow at {{time}},
{{business_name}}

---

EMAIL 3 — Day Of (Morning)
Subject: See you today at {{time}}! 📍

Quick reminder, {{client_name}}:

⏰ {{time}} today
📍 {{location}}
🗓️ {{service_name}} with {{provider_name}}

Running late? Call us at {{phone}}.
Need to reschedule? {{reschedule_link}}

See you soon!

---

EMAIL 4 — Post-Appointment (2 hours after)
Subject: How was your first visit, {{client_name}}?

Hi {{client_name}},

Thank you for choosing us! We hope your {{service_name}} 
was everything you expected.

Quick question — how was your experience?
⭐ {{feedback_link}}

We'd love to see you again. Based on your service, we 
recommend booking your next appointment in {{rebooking_interval}}.

Book your next visit: {{booking_link}}

Thank you!
{{your_name}}, {{business_name}}

---

EMAIL 5 — Day 7 (One Week Later)
Subject: Your next {{service_name}} appointment, {{client_name}}?

Hi {{client_name}},

It's been a week since your first visit! We hope you're 
enjoying the results of your {{service_name}}.

Clients who book their next appointment within 2 weeks 
see the best results. We have openings:

📅 {{suggested_date_1}}
📅 {{suggested_date_2}}
📅 {{suggested_date_3}}

Or pick any time: {{booking_link}}

As a thank you for being a new client:
🎁 {{new_client_offer}}

Hope to see you again soon!
{{your_name}}, {{business_name}}

How to Use This Template

Copy the Template

Click the copy button above to copy to clipboard

Replace Variables

Swap {{variables}} with your business info

Send or Automate

Use manually or automate with SchedulingKit

Variables to Replace

{{client_name}}{{business_name}}{{date}}{{time}}{{location}}{{service_name}}{{intake_link}}{{phone}}{{your_name}}{{preparation_1}}{{preparation_2}}{{preparation_3}}{{parking_info}}{{entry_instructions}}{{provider_name}}{{reschedule_link}}{{feedback_link}}{{rebooking_interval}}{{booking_link}}{{suggested_date_1}}{{suggested_date_2}}{{suggested_date_3}}{{new_client_offer}}

💡 Pro Tips

Set up the entire sequence to run automatically for every new client

Personalize Email 2 based on the specific service they booked

Stop the sequence if the client cancels or reschedules

Include the provider's name to build personal connection before the visit

Perfect For

New client onboardingFirst-visit preparationClient retentionAutomated welcome sequencesReducing first-appointment no-shows

When to Use This Template

🎯

Trigger the sequence when a first-time client books an appointment. The entire flow should be automated. For returning clients, the standard confirmation and reminder templates are sufficient — they do not need the full onboarding treatment.

✅ Best Practices

Space the emails logically — immediate welcome, day-before prep, day-of reminder, same-day follow-up, one-week rebooking

Include the provider or team member's name in the pre-appointment email to create a personal connection before they meet

Offer a small new-client incentive in the final email to drive the second booking, which is the strongest predictor of long-term retention

⚠️ Common Mistakes to Avoid

Sending all five emails without checking whether the client completed earlier steps (like the intake form)

Using the exact same voice and format for every email, making the sequence feel robotic instead of progressively relational

Not including a rebooking prompt in the post-appointment email, missing the highest-intent moment for a second booking

Frequently Asked Questions

How many emails should an onboarding sequence have?

Five emails over the first week is the sweet spot. Fewer than three leaves gaps in the experience; more than seven feels overwhelming for a new relationship.

Should the onboarding sequence replace my regular reminders?

The sequence includes a day-before and day-of reminder (Emails 2 and 3), so you can skip your standard reminders for first-time clients. Resume normal reminders from their second appointment onward.

What is the most important email in the sequence?

Email 4 (post-appointment follow-up). It captures feedback while the experience is fresh and plants the seed for the second booking, which is the single biggest driver of long-term client retention.

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