New Client Welcome Email Template
Make a great first impression with this new client welcome email template.
Template Preview
Subject: Welcome to {{business_name}}! 🎉
Hi {{client_name}},
Welcome to the {{business_name}} family! We're thrilled to have you.
Your first appointment is confirmed:
📅 {{date}} at {{time}}
📍 {{location}}
🗓️ {{service_name}}
Here's what to expect:
✓ {{expectation_1}}
✓ {{expectation_2}}
✓ {{expectation_3}}
Please bring:
• {{bring_item_1}}
• {{bring_item_2}}
Quick Links:
📱 Download our app: {{app_link}}
📍 Directions: {{directions_link}}
❓ FAQs: {{faq_link}}
Questions before your visit? We're here to help!
📞 {{phone}}
✉️ {{email}}
We can't wait to meet you!
Warmly,
The {{business_name}} TeamHow 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}}{{date}}{{time}}{{location}}{{service_name}}{{business_name}}{{phone}}{{email}}💡 Pro Tips
Send immediately after first booking
Set clear expectations to reduce anxiety
Include parking/directions info
Add personal touch with team photos
Perfect For
When to Use This Template
Send immediately after a first-time client books. For returning clients, a standard confirmation email is more appropriate — they already know the drill.
✅ Best Practices
Include a short video or virtual tour of your space so first-timers know what to expect when they arrive
Add a direct link to your intake form so it is completed before arrival, saving everyone time
Mention the specific provider or team member they will be meeting by name
⚠️ Common Mistakes to Avoid
Overloading the email with policies and disclaimers instead of making the client feel genuinely welcomed
Using generic language that doesn't mention the client's specific service or provider
Forgetting to include parking, transit, or accessibility information for in-person visits
Frequently Asked Questions
Can I customize this email template?
Absolutely! This template is designed to be fully customizable. Simply copy the template and replace the {{variables}} with your specific business information, branding, and messaging. You can also adjust the tone, add or remove sections, and personalize it for your audience.
When should I send this email?
For best results with new client welcome email template, timing matters. Send immediately after first booking Many businesses automate this email to trigger at the optimal time using scheduling software.
How do I automate this email template?
You can automate this template using SchedulingKit's workflow feature. Once set up, the system will automatically send personalized versions of this email to the right clients at the right time—no manual work required. This ensures consistency and saves hours of administrative work.
What makes a good email for appointments?
Effective appointment emails should be clear, professional, and include all essential information (date, time, location). Set clear expectations to reduce anxiety Using email templates ensures you don't miss important details.
Explore More Resources
Further Reading
- HubSpot: Free Business Templates — Curated collection of professional business templates.
- SCORE: Technology Resources — Free mentoring and guides for small businesses.
Automate This Template
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