Freelance client welcome email: what to send after they say yes

The client said yes. The next email decides whether the job runs smoothly or turns into a week of “quick questions.” Here is a free copy-paste welcome email and the ten things it should cover.

The ten things to put in writing

1. Thanks, and a clear “I’m taking the job.”
2. A plain-language summary of the deliverables, with counts (“5 photos,” not “some photos”).
3. What is out of scope, or “anything else is a new request.”
4. Timeline targets: kickoff, milestones, final due date.
5. What you need from them before you start: files, logins, answers.
6. One request channel. Pick email, a form or a shared folder, and stick to it.
7. Who approves the work and how approval works.
8. A kickoff time, or a written kickoff agenda if you’re skipping the call.
9. How invoicing works: which tool, when invoices go out, who receives them.
10. The next date on the calendar and what happens that day.

Copy-paste welcome email

Subject: Welcome aboard: next steps for [PROJECT]

Hi [NAME],

Thanks for choosing me for [PROJECT]. I'm glad to be working on it. Here's a short summary so we're on the same page.

What I'm delivering:
- [DELIVERABLE 1, with count]
- [DELIVERABLE 2, with count]

Not included (happy to price separately if needed):
- [OUT OF SCOPE ITEM]

Timeline:
- Kickoff: [DATE]
- First draft: [DATE]
- Final due: [DATE]

What I need from you before I start:
- [FILES / ACCESS / ANSWERS]

How we'll work:
- Please send requests and feedback by [ONE CHANNEL].
- [APPROVER NAME] approves each stage by replying "approved."
- Invoices go to [BILLING CONTACT] from [TOOL], [WHEN].

Next step: [WHAT HAPPENS ON THE NEXT DATE].

Could you reply to confirm this looks right?

Thanks,
[YOUR NAME]

Keep their reply with your project notes. If anything they need to send arrives late, the dates move, and the email already says so in plain words.

The first 48 hours, in six checks

1. Kickoff booked or written kickoff sent
2. Files and assets you asked for on intake received
3. Access or logins received, if needed
4. One request channel agreed
5. Approver and approval format confirmed
6. Next date on the calendar

If something is stalled, write down what is missing, who owns it, and when you’ll follow up.

This email is a friendly summary, not a contract, statement of work or legal notice. If you need a binding agreement, get one separately and link it.

Want the worksheets?