If you're reading this, chances are you're looking for ways to elevate your client onboarding experience (trust me you’re not alone!). First impressions MATTER, and a well-thought-out new client welcome packet can set the tone for a successful working relationship with your new couples. Today, we're diving right into what to include to ensure your clients know they've made the right choice (working with YOU!).
Plus, if you're looking to take your onboarding process and new client welcome packet to the next level, make sure to grab our Onboarding Playbook and done-for-you Canva New Client Welcome Packet template. I’ve created both of these to simplify your process, making it not just effective but also enjoyable for you and your clients.
Now, let's dive into what to include in a new client welcome packet that not only tells them what they need to know but also excites your new clients (because who WOULDN'T be excited to work with you?!).
What is Onboarding and Why is it SO Important?
Before we dive into the specifics, let's tackle the big question: What exactly is onboarding, and why does it matter so much? Onboarding is that pivotal first step post-contract signing, where the real service begins. Think of it as your golden opportunity to make a STELLAR first impression, not just as a professional but as the guiding light in the wedding planning process.
I want to be clear here: onboarding isn't about ticking boxes; it's about creating an experience. Through a well-crafted onboarding process, you're not just welcoming a client; you're setting the stage for an enjoyable (and seamless!) collaboration. It's where boundaries are established, next steps clarified, and, most importantly, your client feels supported and valued from the get-go.
Want more? Check out this video on my YouTube channel ↓
Not only is a solid onboarding process great for your clients, it also translates into greater efficiency for YOU. You need a repeatable, streamlined process that saves you time and ensures you remain in control right from the get-go. This phase is critical in solidifying your relationship, laying down what's expected, and showcasing the premium experience you've promised. Ensuring every client, regardless of whether they interact with you or a team member, goes through this process means no one gets left behind.
Onboarding is your chance to shine, to show your clients exactly why they made the right choice. Let's make it count, shall we?
Your Wedding Planner New Client Welcome Packet
Now, back to what you came for. Your new client welcome packet isn't just a bundle of documents; when done well, it should be the first true piece of paperwork that your new clients are excited to receive. Ideally, you want your new client welcome packet to affirm their decision, nurture their excitement, offer them a quick win, and lay out a clear path forward (while setting firm boundaries and expectations). On top of all that, it’s also your chance to surprise and delight them. Ooof – seeing that all in a list feels like a lot, doesn’t it?
So let’s break down exactly what you need to include.
Energetic Welcome
Kick things off with a bang! Your welcome letter is more than a formality; it's a celebration reminding them that the best is yet to come. Inject energy and excitement into your message, focusing on what your client is most looking forward to.
Meet the Team
Whether you’re a one-man show or have a team behind you, this next section is a chance to personalize the experience for them. If you have team members, introduce each one with a photo and a fun fact or two, highlighting their roles in your overall client process. Flying solo? Take this opportunity to reintroduce yourself, sharing something new or personal to strengthen that connection right from the start.
Important Information & FAQs
You’ll hear me say this over and over again: clarity is key. Outline your communication style, office hours, and boundaries here. Use this space to set expectations about how you'll work together, making it clear that these guidelines are in place to ensure a smooth and enjoyable process for everyone involved. A FAQ format can be particularly effective, offering straightforward answers to common questions and concerns. Trust me, your new clients will appreciate not having to guess what your office hours are or what style of communication you prefer!
Your Signature Planning Process
This is where you shine. Next, detail your unique approach to wedding planning, breaking down your process into digestible steps. If you haven’t yet defined your signature process, now’s the time. Illustrate this section with visuals or a flowchart to make it engaging and easy to understand. It’s not just about what you do; it’s about showcasing how your method makes the magic happen.
If you don’t have a signature planning process yet, you can steal mine here.
Introduce Them to Software & Tools
Whether you're all about the latest tech or prefer keeping it simple with Google Drive and emails (check out my client dashboard setup here), introduce the tools of your trade here. Familiarize your client with the platforms and software you’ll be using together. This isn’t just about logistics; it’s about getting them excited about the innovative ways you’ll collaborate throughout their wedding planning journey. Remember, people are paying you for YOUR expertise and YOUR processes. Don’t be afraid to show them how you have this down to a science (and it’s going to be so much fun for them!).
Important Links
Make life easy for your client with a go-to resource list of essential links they’ll want in their roster. From their client portal to payment gateways and your appointment calendar, compile everything they need in one spot. This proactive approach not only boosts your own efficiency but also significantly cuts down on back-and-forth emails.
Immediate Next Steps
Lastly, what comes after the new client welcome packet? Outline the first 7-30 days, providing a clear, actionable plan that your client can look forward to. This roadmap helps to maintain momentum and keeps your client engaged and informed about what’s happening next. It's about building trust and excitement from the outset! This is exactly how you avoid those dreaded “what’s next” emails ten minutes after they fill out your onboarding form.
Frequently Asked Questions about Creating a New Client Welcome Packet
Are you excited to start creating your new client welcome packet? Here are the top questions I often receive from wedding planners when they're putting together a new client welcome packet.
How can I make my new client welcome packet stand out?
Personalize it! Add touches and visually appealing designs in your packet that showcase your brand's personality. Consider including a small gift or something else that feels more exciting or interactive than a PDF.
Sound like a lot of work? If you prefer to have it all designed and ready-made for you to customize, get your hands on our New Client Welcome Packet Canva Templates!
Is a digital welcome packet as effective as a physical one?
Absolutely! While I won’t deny there is something magical about getting something in the mail, a digital welcome packet is not only eco-friendly but also instantly accessible. It allows you to include links directly to resources, tools, and schedules. Plus, updating it is a breeze, ensuring your clients always receive the most current information.
How often should I update my new client welcome packet?
I encourage wedding planners to regularly review and update your packet to reflect any changes in your processes, tools, or team. While some of your clients will skim it, some will read every single word. A good rule of thumb is to assess and update your welcome packet at least once a year or whenever you make significant changes to your services or processes.
Creating a New Client Welcome Packet
A well-crafted new client welcome packet does so much more than inform—it delights, engages, and sets the stage for a successful partnership. It’s your first big opportunity to demonstrate the value and unique touch you bring to the wedding planning process. With a mix of personal touches, essential information, and clear next steps, your welcome packet can transform a simple formality into an unforgettable part of the client experience.
Haven't whipped up your new client welcome packet yet? If you're looking for a bit of a boost to get things rolling smoothly, remember to check out our Onboarding Playbook and Canva Templates! They're the perfect sidekicks to help you craft an onboarding experience that's sure to wow your new customers. Want even more support as you grow your wedding business? Join us inside the Planner’s Playbook now.
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I’m SO excited to announce (and celebrate with you!) that the doors to The Planner’s Playbook are officially OPEN! 🎊
Over the last three years, 400+ wedding planners have joined this program to scale their businesses, book dream clients, and stop spinning their wheels. And every single month, my team and I have shown up to deliver:
✅ Frameworks that take the guesswork out of running a profitable business
✅ Shortcuts & workflows that help you work smarter, not harder
✅ Strategies that move the needle—because you don’t have time for fluff
✨ But this round? It’s extra special. ✨
… because some things have changed - in GOOD ways. Let me explain…
Because The Planner’s Playbook has evolved into a complete, step-by-step framework for scaling your wedding planning business to six figures—no more guessing, no more “figuring it out as you go.” You get the exact roadmap to:
💰 Raise your prices with confidence (and have clients say YES without hesitation)
💰 Book fewer, better weddings and stop overworking for scraps
💰 Streamline your process so your business actually supports your life (not the other way around!)
I created this program because I’ve been where you are.
When I was a wedding planner, things didn’t always come easily.
There were days where I struggled. Clients who I disappointed. Decisions I made that turned out to be big fat mistakes.
I believe you should never have to do business alone, which is why I created this special program.
🚨 Doors to The Planner’s Playbook are open—but not for long! Join today, and let’s get to work on building the business you KNOW you’re capable of.
🔗 Click the link in my bio to join, or drop “PLAYBOOK” in the comments, and I’ll DM you the link!
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Do you want to know how to draw people to you? 👀
This week on the podcast, I’m sitting down with Akeshi Akinseye, and we’re diving into how she’s built a wedding empire (as CEO of @keshevents, two-time published author, and building a lifestyle platform through @taoclifestyle)
But here’s the part you really need to hear…It wasn’t just about getting better at weddings. It was about building a personal brand so strong that people weren’t just drawn to her work… they were drawn to HER.
This has ultimately led her to being featured in incredible publications like People, Brides, Elle Décor, Inside Weddings, Muna Luchi, Conde Nast Traveler, and so many more!
If you’ve ever wondered how to elevate your brand (so you’re not just another vendor, but the one people seek out), you’re going to love this new installment of our Behind The Brand series, where I’m interviewing iconic wedding brands and rising stars, to figure out the magic behind their success.
Comment 179 for the link to listen! ⬇️
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You’re just ONE strategy away from a six-figure wedding business.
I just wrapped up our first $100K Playbook masterclass this week - and in this live video, I wanted to share the #1 thing wedding planners need to shift if they want to finally hit $100K+ in their business—without working more, booking every inquiry, or waiting years to ‘earn’ it.
Because here’s the truth:
💡 It’s not about working harder. (If it was, you’d already be there.)
💡 It’s not about booking more weddings. (More weddings ≠ more money when you’re undercharging.)
💡 It’s not just “raising your prices.” (It’s about structuring your services to actually be profitable.)
If you’re ready for the full breakdown, my free masterclass is happening again soon. Drop “TRAINING” in the comments, and I’ll DM you the link!
#candicecoppola #weddingpros #weddingplannerlife #weddingindustry #eventprofs #weddingplannerbusiness #luxuryweddingplanner #weddingplannereducation #eventplannerlife #weddingplannerstrategy #weddingindustryinsider #weddingplannerhustle #weddingbusinessgrowth #worklessmakemore #weddingplannertips #weddingplannercoach
Wedding planners… it’s time to have some AUDACITY.
You know who gets it when it comes to charging their worth? The band.
They arrive at 6 PM, play for 4 hours, eat their vendor meal, and leave with a $20K+ check.
And you know what? They should.
They’ve mastered their craft. They create an experience. They set a rate that reflects their value, and clients pay it.
Meanwhile, wedding planners (ahem, YOU) are out here working for months managing vendors, problem-solving, fielding emails at midnight…
If you’ve been waiting for permission to charge like the expert you are, this is it.
💡 Charge for the transformation, not just the hours.
💡 Position yourself like a premium service, not an on-call assistant.
💡 Have the AUDACITY to ask for more, because your clients will pay it.
Inside my free masterclass, I’m breaking down exactly how wedding planners finally start making six figures without overworking, undercharging, or letting the band out-earn them ever again.
✨ Drop “TRAINING” in the comments, and I’ll DM you the link!
#sixfigureweddingplanner #weddingpros #weddingplannerlife #weddingindustry #eventprofs #weddingplannerbusiness #luxuryweddingplanner #weddingplannereducation #eventplannerlife #weddingplannerstrategy #weddingindustryinsider #weddingplannerhustle #weddingbusinessgrowth #chargeyourworth #pricingforprofit #candicecoppola #weddingindustry #weddingplannercoach
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