How to Write a Letter to a New Client

33% of people say they haven’t received a handwritten note in over a year. Instead, our world has changed to a digital forum where we receive emails or typed out letters from friends and family.

Imagine starting a new job and getting a handwritten note from your boss in the mail. You’d probably feel super welcomed, ready to start, and happy you accepted the job.

That works the other way, too. If you have just landed a client as a business owner, and you want to make a good first impression, write a letter! They’ll always remember that you hand-wrote them a letter, since it is so out of the norm these days. However, you’re also making a great first impression on them.

If this sounds like the right route for you, keep reading to learn exactly how to write a letter to a new client!

33% of people say they haven’t received a handwritten note in over a year.

Welcome Your New Clients with a Handwritten Letter

There are many different types of greeting cards available, from a standard piece of paper to a card you buy at a drug store. However, it can take hours to write hundreds of new customer welcome letters by hand.

That can be solved, though. You could use different software that quickens how you write a letter. Although it looks personalized and handwritten, it’s digitized and can be created from your phone. This can accelerate the process of writing and sending client letters.

5 Necessary Sections for a New Client Welcome Letter

So how exactly can you welcome your new clients? Writing a handwritten letter will show them you care, at least if you do it the right way and provide the right information.

1. Create a Header

Just like in any email you would send (since we now need to compare handwritten letters to emails), you need to address whoever you are talking to.

This can also be made a bit more personal or formal, depending on the type of client you are addressing or the type of company you have.

Here are a few examples:

  • Welcome aboard, Brett!
  • Dear Christian, 
  • Hey Scarlett!

Each one gives off a different vibe for whatever type of client you are reaching out to. The first is a bit witty, the second is formal, and the third is inviting.

Once you address the client, you should welcome them to the team! This is one of the most important parts of the clientletter structure because it shows your excitement and eagerness to work with them.

2. Introduce Yourself

If you’re writing a letter to a client, you are probably an important part of the onboarding process and will most likely be working with them down the line.

Because of this, you should introduce yourself, what you do for the company, and what you offer! No one wants to talk to a stranger or should we say, write to a stranger)!

3. Write the Body

When it comes to writing the body of a letter, you want to hook in your reader. Although they’re probably pretty excited to be receiving a handwritten note from you, you still don’t want to bore them with unnecessary information.

When writing letters for clients, you will most likely need to sum up what you are offering them or the agreed-upon terms you’ve discussed. This should be done in one paragraph.

You should also include a section of the letter where you discuss your past experience and how you will be beneficial to the client.

In these types of client letters, you should organize each “subtopic” into its own paragraph to keep the letter organized and easy to read.

4. Share Contact Info

When writing letters for clients, you need to make sure to include contact info after you state all the other information they need to know.

Your client should know who to contact and how to get ahold of them when working with you. By writing this in the letter, they have an easy way to stay in touch.

5. Reaffirm and Close Out

If you are onboarding a new client, it’s a no-brainer that you should be exuding excitement to make sure they feel welcome. One way to be sure of this is to reaffirm why you are writing to them. You could also reaffirm your excitement for your new business relationship.

For example, you could state, “We’re ecstatic to start working together on Monday! Stay tuned for the planning documents!”

And of course, at the end of your handwritten note, you need to close it with a signature and your job title. Make this match your personality!

If you are formal, try out “Looking forward to getting started. – Zachary, CEO”

If you feel as though you are a bit more “fun,” you could try, “Can’t wait to chat next week! – Sasha, Director of ___”

Whichever you choose, make sure to always have a closing in a letter. Keep in mind that this is not the time to be ending your card “with love” – keep things more on the formal side.

holding welcome letter

Letter Template & Example Letters to Get You Started

You may be a little lost about where to start. With these three samples, you will know exactly what to write!

Letter Template

Hey, _______!

Welcome to the team! We are so happy to have you.

My name is _____, and I am the project manager for our social media channel. 

As our new freelancing marketer, we can’t wait to see what you do with our social media and how you’ll change the face of our page!

I’ll be your point of contact, so if you need anything, reach out to ______.

Excited to have you on board with us!

(Your name here)

Social Media Project Manager

Example 1

Hi Grace!

We’re so happy to have you on our team!

My name is Kelly, and I am your main form of contact.

As our newest TikTok creator for our brand, we want to get you started by asking you to visit our TikTok page to get an idea of what you’ll be doing.

We’ll be in touch shortly, but if you have any questions, don’t hesitate to reach out!

So happy to have you!


Social Media Manager at (Company)

Example 2

Dear Jeremiah, 

Welcome to the team. Our finance team is so lucky to have you.

I’m Steve, Director of Finances.

We can’t wait to get you started with getting to know our team. Be on the lookout for a calendar invite to your email in the next few days.

In the meantime, don’t hesitate to reach out. My number is 555-2719.

Looking forward to meeting you face-to-face, 


Director of Finances at (Company)

Example 3

Hello, Daniella!

Welcome to the best company on the planet! We are so happy to have you!

My name is Joseph, the director of communications here.

Over the next few weeks, you can expect to receive a ton of communication about your new role at the company.

In the meantime, if you have any thoughts or concerns, please email me at

Looking forward to some great days ahead!



Director of Communications at Best Company Ever

Send New Client Letters with Handwrytten

When onboarding new clients, there’s really no better way to impress and make them feel welcome than by sending a handwritten letter. You could also include a handwritten letter in a new client welcome kit. When you write a letter, you are showing that you took out the time from your busy schedule to show you care for your clients; just make sure you send it at the right time to get it to them on time. Putting it in a little kit shows you care even more.

If you’re ready to send handwritten letters with ease, contact Handwrytten! We’ll get you started with pricing options to best suit your business‘ needs.

Choose from our cards design or your own.

Over 100 designs to choose from or design your own. Our online card customizer makes it simple.

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