Use AI to write your client onboarding emails
A welcome, a what-happens-next and an intake email, drafted by AI from one prompt, sent by you.
The first week after someone says yes is when they decide whether they made a good choice. A clear, warm onboarding sequence tells them they did. AI is very good at drafting one, as long as you give it the real details and you send each email yourself.
The three emails
- Welcome. Sent the day they pay or sign. Thank them, confirm what they bought and when you start.
- What happens next. The steps, in order, with dates. First call, first deliverable, how to reach you, when you reply.
- Intake questions. The five to ten things you need to know before you start, so your first session isn't spent on basics.
Gather the facts first
The AI can't know your process. Before you ask for drafts, write down your offer name, what's included, your start date rule, how clients book time with you, your usual reply time and your intake questions. Ten minutes of notes saves an hour of fixing invented details.
The prompt
Copy this, fill in the brackets and paste it in:
Write three onboarding emails for new clients of my [offer name]. Email 1: welcome and confirm what they bought: [what's included]. Email 2: what happens next, in numbered steps: [your steps and timing]. Email 3: intake questions: [your questions]. Use only the facts I gave you. Do not invent prices, dates, guarantees or policies. If something is missing, write [CHECK] instead of guessing. Open with "Hi [first name]," and sign off with [your sign-off]. Keep each email under 150 words, no paragraph over three sentences. Warm and plain, no hype.
Read before you save
- Search for [CHECK] and fill in every gap yourself.
- Check every date, price and promise against what you actually offer.
- Read it out loud. If a sentence sounds like nobody you know, rewrite it.
Turn them into templates
Once you're happy, save the three emails as templates in your email tool. For each new client, ask the AI to personalise them from your notes on that client, then read and send them yourself. If you keep a file for each client, it can pull their name, start date and package from there. See turn every customer into a project file AI can read.
When a client replies to the intake email, let the AI draft your answer inside that thread too. The rule stays the same as in let AI draft every reply, never send one: it writes, you send.
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