Freelancer Client Onboarding Templates
Updated: February 22, 2026
Professional templates to onboard clients like a pro agency.
What's Inside
- proposal template
- contract template
- invoice template
- welcome packet
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Freelancer Client Onboarding Templates
Welcome & Project Overview Templates
Template 1: Welcome Email to New Client
Instructions: Send this email immediately after a client accepts your proposal to set a professional tone and outline next steps.
Subject: Welcome to [YOUR BUSINESS NAME] - Let's Get Started on [PROJECT NAME]!
Dear [CLIENT NAME],
Thank you for choosing [YOUR BUSINESS NAME] for your [PROJECT TYPE] needs! I'm excited to work with you on [PROJECT NAME] and help you achieve [CLIENT'S MAIN GOAL].
What happens next:
- I'll send you a detailed project brief within [TIMEFRAME] to confirm all requirements
- You'll receive our service agreement for review and signature
- We'll schedule a kickoff call for [PROPOSED DATE/TIME]
- Project work begins on [START DATE]
Project Overview:
- Estimated Timeline: [DURATION]
- Deliverables: [LIST MAIN DELIVERABLES]
- Investment: [TOTAL COST]
- Payment Schedule: [PAYMENT TERMS]
I've attached a client welcome packet with important information about our working relationship, including communication preferences and project milestones.
If you have any questions before we begin, please don't hesitate to reach out. I'm here to make this process as smooth as possible for you.
Looking forward to creating something amazing together!
Best regards,
[YOUR NAME]
[YOUR TITLE]
[CONTACT INFORMATION]
Template 2: Project Brief & Scope Confirmation
Instructions: Use this template to document and confirm all project details before work begins. This prevents scope creep and ensures alignment.
Project Brief: [PROJECT NAME]
Client: [CLIENT NAME/COMPANY]
Project Manager: [YOUR NAME]
Date: [DATE]
Project ID: [UNIQUE PROJECT IDENTIFIER]
Project Overview
Objective: [MAIN PROJECT GOAL]
Background: [CONTEXT ABOUT CLIENT'S BUSINESS/SITUATION]
Success Metrics: [HOW SUCCESS WILL BE MEASURED]
Scope of Work
Included in This Project:
- [DELIVERABLE 1 - DETAILED DESCRIPTION]
- [DELIVERABLE 2 - DETAILED DESCRIPTION]
- [DELIVERABLE 3 - DETAILED DESCRIPTION]
- [NUMBER] rounds of revisions per deliverable
- [ADDITIONAL SERVICES INCLUDED]
Explicitly NOT Included:
- [SERVICE/DELIVERABLE NOT INCLUDED]
- [ANOTHER EXCLUDED ITEM]
- [ADDITIONAL EXCLUSIONS]
Timeline & Milestones
| Phase | Deliverable | Due Date | Client Action Required |
|-------|-------------|----------|----------------------|
| [PHASE 1] | [DELIVERABLE] | [DATE] | [CLIENT RESPONSIBILITY] |
| [PHASE 2] | [DELIVERABLE] | [DATE] | [CLIENT RESPONSIBILITY] |
| [PHASE 3] | [DELIVERABLE] | [DATE] | [CLIENT RESPONSIBILITY] |
Investment & Payment Terms
- Total Project Cost: [AMOUNT]
- Payment Schedule: [PAYMENT BREAKDOWN]
- Payment Methods: [ACCEPTED PAYMENT METHODS]
Client Responsibilities
- Provide [REQUIRED MATERIALS] by [DATE]
- Respond to requests for feedback within [TIMEFRAME]
- [OTHER CLIENT RESPONSIBILITIES]
Please review this brief carefully and reply with your approval or any requested changes within [TIMEFRAME]. Work will commence upon your written approval and receipt of the signed agreement.
Client Information & Requirements Gathering
Template 3: Comprehensive Client Intake Form
Instructions: Send this form before your first meeting to gather essential information about the client's business, goals, and project requirements.
Client Intake Form
Instructions: Please complete this form as thoroughly as possible. The information you provide will help me deliver the best possible results for your project.
Business Information
Company Name: [_________________]
Industry: [_________________]
Company Size: [_________________]
Website: [_________________]
Primary Contact: [_________________]
Contact Email: [_________________]
Phone: [_________________]
Preferred Communication Method: [_________________]
Project Details
Project Type: [_________________]
Project Title/Description:
[_________________________________]
[_________________________________]
What specific problem are you trying to solve?
[_________________________________]
[_________________________________]
What does success look like for this project?
[_________________________________]
[_________________________________]
Target Audience/Users:
[_________________________________]
Desired Timeline:
- Project Start Date: [_________________]
- Preferred Completion Date: [_________________]
- Any Hard Deadlines: [_________________]
Budget & Resources
Budget Range: [_________________]
Have you worked with freelancers before? [Yes/No]
If yes, what worked well/didn't work well?
[_________________________________]
What materials/resources can you provide?
- [ ] Brand guidelines
- [ ] Existing content
- [ ] Access to sys...