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.
Explore More Wedding Industry Resources
- How to Start a Wedding Planning Business
- The Ultimate Wedding Planner Templates
- How To Start The Wedding Planning Process With Your Clients
- 6 Things You Need to Include In Your Wedding Planner Pricing Guide
- The Best Wedding Planner Onboarding Workflow: 5 Things You Need
- Looking for a Side Hustle? Here’s How To Become a Wedding Planner on a Budget
- How to Become a Wedding Planner with No Experience
- What You Need More Than Another Wedding Planner Course
- The 5 Stages of Scaling Your Wedding Business You Need to Know About
- How to go From Side Hustle to Full-time Wedding Planner
- Day of Coordination: The Pros and Cons as a Wedding Planner
- How To Get Wedding Clients When You’re Just Starting Out
- What A Business Plan Will REALLY Reveal About Your Business
- How Much Should You Charge As A Wedding Planner? Learn How To Figure Out Your Wedding Planner Pricing
- It’s Time For You To Launch Your Shit. But Here’s What’s Holding You Back
- 5 Contracts Every Wedding Planner Must Have To Be Legally Set
- 6 Things You Need To Include In Your Wedding Planner Process
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You might see the highlight reel and think ending up here was always my plan all along but you’d be wrong.
Like any good career, there have been lots of pivots and hiccups, and lessons that had to be learned the hard way.
Not seen here? The time…
- I forgot to add chairs to a rental order and ended up footing the $2,000 bill
- A client sat across from me crying that I ruined her wedding because her parents table had a low centerpiece
- I had to borrow $4,000 from Grandma Vera to make payroll, because I didn’t pay attention to my numbers
- About a hundred “dream clients” hired a different planner than me and I felt like an absolute failure
- I cried in my car before a wedding because I was completely and totally overwhelmed with the amount of responsibility on my shoulders (OK, maybe I did this more than once)
- My seasonal launch of The Planner’s Playbook completely bombed and I felt like my entire business was falling apart
…and roughly 700 other moments I’ve chosen to leave off the highlight reel.
So if you’re at the messy, nothing’s-working stage right now? Just know that if you have been to one wedding in your life, you are starting with more experience than I had.
I’m getting ready to embark on an exciting new chapter that I cannot wait to share with you… it’s big, and scary, and I’m sure in another few years I’ll have a lot more lore to share… but in the meantime…
Cheers to all the ups and downs I’ve experienced over the last 19 years!
And a special thanks to the photographers who made a lot of this lore possible: @c10ike @allanzepedaphoto @stevedepino @withincreative @robertandkathleen @thebrandedbosslady 💜🫶🏼😘
I’ve come to realize that many of us want to have a village, but we don’t recognize that we have to be a villager first.
My friend carla @c10ike is one of those rare exceptions and I want to introduce you to her!
When I started my planning business, I had no contacts and no real idea what I was doing. I was so green it makes me laugh to look back on it now!
And somehow, I got lucky enough to be taken under the wing of this incredible woman who showed up for me then when I was a little baby business owner, and has kept showing up ever since in more ways than I could possibly count.
She’s taught me so much over the years, and I don’t mean in the traditional sense of teaching someone something. She simply lived her life, and I paid attention.
She modeled what it means to be a friend.
A sister.
A daughter.
A wife.
A mother.
A business owner.
A boss.
I learned generosity by watching her be generous.
Compassion, connection, leadership… none of it came from advice. All of it came from the way she carries herself and the way she treats the people around her.
She has taught me more than she will ever know by the sheer act of living loudly and joyfully in every corner of her life.
I am so lucky to call her my friend. So lucky to be one of the many, many people she has been a villager for.
Carla thank you for letting me grow up right beside you. I love you. 🤍
DAY ONE // WPI Spring Retreat 💜
This was our first real day together! The theme of this whole retreat was refinement, so we wasted no time getting into it on Day 1!
The women shuttled up to my home, walked through the gate to mimosas and the biggest hugs, and got their welcome totes filled with goodies I curated from female owned businesses that were mostly local!
Then we settled in, did some tapping to manifest all the answers we needed for the week, courtesy of our very own @ashley.peraino (who couldn’t join us this year, but was SO THOUGHTFUL to record a video for us!)
I opened with a talk on complexity, discernment, and self-trust (today’s podcast episode, BTW) simplifying your business and actually trusting yourself to lead what’s left.
From there the room took over. We had three incredible member gives: @c10ike on trusting your creative instincts, @ininkweddings on refining your creative POV, and @welldressedevents on generating real revenue through Google Ads (it’s giving… LEADS 😉).
In between we had small group discussions, hot conversations about where instinct and POV are out of sync, a homemade Caribbean lunch, and an afternoon of poolside snacks and conversation.
This is what the WPI room looks like. A talented group of women who came with one big business question and spent day one getting closer to the answer while having fun and getting their brains stretched!
All these gorgeous moments captured by our retreat photographer + my business bestie @c10ike 💜💜💜
Do it or delete it.
I said this recently to a coaching client, and now it’s sort of become our mantra inside WPI, because almost every business owner I know has a to-do list with 47 things on it (the same 47 things that were on last week’s list, and the week before that).
They don’t get done. They just travel from week to week collecting guilt, and that guilt somehow makes it even harder to get anything done at all.
After years of coaching women through this, you start to realize that most of those tasks don’t actually have dire consequences if they never happen. They just feel important because they’ve been living on your list rent-free for six months.
I want you to look at your to-do list right now and choose.
You do it… meaning you do it right now or at the very least put it on the calendar with a real deadline.
You delegate it… but only if it’s actually worth someone else’s time, not because you’ve been avoiding it and want to make it someone else’s problem.
Or you delete it… and I mean actually delete it, not shuffle it to a “someday” list where it will haunt you until 2027.
The guilt you feel about your undone tasks won’t go away if you magically “get more productive.” Instead I want you to see it for what it is: a list-curation problem.
What’s one thing you’re deleting today?
PS: I can confidently say these @aritzia sweatpants are 10/10
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