Free Client Welcome Email Templates for Accountants
Six ready-to-send welcome emails covering the first month of a new accounting client: the welcome, the portal invitation, the information request, the first delivery, the day 30 check-in and the referral ask. All six are on the page.
Six ready-to-send welcome emails covering the first month of a new accounting client: the welcome, the portal invitation, the information request, the first delivery, the day 30 check-in and the referral ask. All six are on the page.
Last updated: September 2026
What is included in this template?
- Welcome email sent the day the engagement letter is signed
- Portal invitation with a plain explanation of what it is for
- Structured information request with a return-by date
- First delivery email that sets the ongoing rhythm
- Day 30 check-in
- A referral request that does not feel like one
When should you use it?
- For every new client, as a fixed sequence rather than ad hoc notes.
- When onboarding feels inconsistent between team members.
- As the basis for automated sends from your client records.
Section-by-section explanation
What each part is for, and the mistakes that show up most often when it is written badly.
Send the welcome immediately
The signed letter is the moment of highest enthusiasm and the moment most firms go quiet for a week. A same-day welcome sets the tone for the whole relationship.
Explain the portal, do not just link it
A bare system invitation gets ignored. Two sentences of why it exists and what goes in it changes adoption more than any feature.
One request, one date
A structured list with a single return-by date outperforms three friendly nudges, and it gives you something concrete to follow up.
Set the rhythm at first delivery
The first deliverable email should say what arrives next and when. Clients who know the rhythm ask fewer status questions all year.
Ask at day 30, not month 12
The best moment to ask for a referral is just after you have delivered something on time and the client is still comparing you to their last accountant.
The full template
The complete text is below so you can read it before downloading. Replace everything in square brackets with your own details.
CLIENT WELCOME EMAIL TEMPLATES Replace everything in [BRACKETS]. Keep them short; long onboarding emails do not get read. -------------------------------------------------- EMAIL 1 — WELCOME (send the day the engagement letter is signed) Subject: Welcome to [FIRM NAME], [CLIENT FIRST NAME] Hi [CLIENT FIRST NAME], Thank you for choosing [FIRM NAME]. We are glad to be working with you. Here is what happens next: 1. You will receive a portal invitation today. That is where documents and reports are exchanged. 2. Within two business days we will send you one list of everything we need to get started. 3. Once we have it, your first [DELIVERABLE] will be with you by [DATE]. Your day-to-day contact is [NAME], who you can reach at [EMAIL] or [PHONE]. If anything is ever unclear or late, tell us early rather than waiting. Best regards, [PARTNER NAME] [FIRM NAME] -------------------------------------------------- EMAIL 2 — PORTAL INVITATION (same day) Subject: Your [FIRM NAME] portal access Hi [CLIENT FIRST NAME], Your secure portal is ready. This is where we will ask for documents and where your reports and returns will be posted. Set up your access: [LINK] Two things worth knowing: - Please upload documents here rather than by email. It keeps everything in one place and it is secure. - You will see a list of anything we are waiting on, so you can always tell what is outstanding. It takes about two minutes to set up. If you have trouble, reply to this email and [NAME] will help. Best regards, [NAME] [FIRM NAME] -------------------------------------------------- EMAIL 3 — INFORMATION REQUEST (within two business days) Subject: What we need to get started — by [DATE] Hi [CLIENT FIRST NAME], Here is everything we need to begin. It is all in one list so we are not going back and forth. 1. [ITEM, e.g., 2025 federal and state tax returns] 2. [ITEM, e.g., prior-year financial statements and trial balance] 3. [ITEM, e.g., access to [SOFTWARE] as an accountant user] 4. [ITEM, e.g., bank and credit card statements for [PERIOD]] 5. [ITEM, e.g., payroll reports for [PERIOD]] 6. [ITEM, e.g., any open notices from the IRS or [STATE]] You can upload everything to the portal: [LINK] To keep to the [DATE] delivery we agreed, we need these by [DATE]. If something is going to be difficult to find, tell us now and we will work around it. Best regards, [NAME] [FIRM NAME] -------------------------------------------------- EMAIL 4 — FIRST DELIVERY (on the promised date) Subject: Your [DELIVERABLE] for [PERIOD] Hi [CLIENT FIRST NAME], Your [DELIVERABLE] for [PERIOD] is in the portal: [LINK] A couple of things worth your attention: - [POINT 1] - [POINT 2] From here, the rhythm is: - We will request documents on [DAY] each [month/quarter]. - Your [DELIVERABLE] will be delivered by [DAY/DATE]. - [MEETING CADENCE, where applicable.] If anything in there does not look right, tell me and I will walk you through it. Best regards, [NAME] [FIRM NAME] -------------------------------------------------- EMAIL 5 — DAY 30 CHECK-IN Subject: How is the first month going? Hi [CLIENT FIRST NAME], You are a month in, so this is a quick check rather than a status update. Three questions: 1. Is the information you are getting from us useful, or is something missing? 2. Is anything we ask for each month harder to produce than it should be? 3. Is there something you expected us to be doing that we are not? The last one matters most. It is far easier to adjust scope now than in eleven months' time. Happy to have a fifteen-minute call if that is easier: [LINK OR TIMES]. Best regards, [NAME] [FIRM NAME] -------------------------------------------------- EMAIL 6 — REFERRAL REQUEST (send after a clean, on-time delivery) Subject: A quick favor Hi [CLIENT FIRST NAME], Glad [RECENT DELIVERABLE] went smoothly. We grow almost entirely through clients telling other business owners about us, so if someone you know is frustrated with their accountant, I would appreciate you passing my details on. No pressure at all, and it will not change anything about how we work with you. If it is easier, forward this email and I will take it from there. Thanks, [PARTNER NAME] [FIRM NAME]
Download the editable copy
Enter your work email and the plain-text file downloads straight away. Have your own counsel review any engagement or disengagement letter before you send it to a client.
How Remindoo automates this
A template is a document. The reason firms still miss the thing the document describes is that nobody owns the follow-up. This is where software helps.
- Trigger the sequence from the client record when the engagement letter is signed, so timing does not depend on who is in the office.
- Merge client name, contact, dates and deliverables from the record rather than editing six emails by hand.
- Send email 3 as a tracked request list so you can see which items are outstanding without reading a thread.
- Schedule email 5 automatically at day 30, which is the one firms most often forget.
Related templates
Frequently asked questions
What should a client welcome email say?
Three things: thank you, what happens next with dates, and who to contact. Keep it under 150 words. The purpose is to set a rhythm and prevent the week of silence that usually follows a signed engagement letter.
How many onboarding emails should a new client receive?
Around six in the first month: welcome, portal invitation, information request, first delivery, day 30 check-in and, after a clean delivery, a referral ask. More than that in the first month reads as noise.
Should onboarding emails be automated?
The sending and the merge fields, yes. The content should still read as if a person wrote it, because clients can tell. Automate the trigger and the timing, not the tone.
When should you ask a new client for a referral?
After the first delivery that went smoothly and on time, usually around day 30 to 45. That is the point of maximum contrast with whatever they were used to before.
Stop maintaining templates by hand
Remindoo turns documents like this into recurring work with owners, internal due dates and automatic client follow-up. Per client, unlimited users.