Coaching welcome packet.
The document a new client keeps. Pick the sections that fit how you coach, add your business and client name, then print the packet or save it as a PDF to send with your welcome email. Free, no sign-up, and written once for every client you ever take.
build your packet
sections to include
The four that are on make a complete packet for most coaches. A packet a client actually reads beats a binder they file away - add sections only when you know they earn their place.
Welcome letter
A personal welcome in your voice - why you are glad they are here · What you noticed in their intake that you are excited to work on · One sentence on how you coach (straight, patient, evidence-led...)
What happens next
Step 1 - intake form and readiness screen come back signed · Step 2 - baseline assessment (measurements and movement) · Step 3 - your first program arrives, built from all of the above · Step 4 - first check-in at the end of week one
How we work together
Check-ins happen every ______ (day), in ______ (where) · Messages: where to send them and my reply window · What to do when a session, a meal or a week goes wrong
What I need from you
Completed intake form and signed readiness screen (PAR-Q) · Baseline photos and measurements, taken as instructed · Your honest schedule - the sessions you WILL attend, not the ideal · Equipment and space you actually have access to
First-session prep
What to wear and bring · Eat and drink guidance for the hours before · Where to be, or the video link, five minutes early
Policies at a glance
Cancellations and rescheduling: ______ hours notice · Payment day and method · Holidays and pauses: how they work here
New-client questions, answered up front
Will I be sore, and is that fine? (yes, early on; here is the plan) · When do results show? (honest ranges, not promises) · Can I message you between check-ins? (yes - here is how)
your packet
after the print
If a document like this goes out to every client, the rebuilding is the part worth retiring: in Coachway, forms, programs and meal plans live in the client app - sent, filled in and stored per client, no printer involved.
see inside Coachwaythe short answer
A coaching welcome packet is the document a new client receives right after signing up: a personal welcome letter, what happens next, how you work together, and what you need from them before session one. It answers the first week's questions before they are asked, which is when most quiet drop-offs begin. Build one above, print it or save it as a PDF, and send it with your welcome email - it pairs with the intake form and readiness screen this site also generates.
A welcome, not a binder.
The packet fails two ways: too thin to answer anything, or so thick nobody reads page two. These three rules keep it working.
first: write it once, personalize twice
The sequence, rules and checklist are identical for every client - that is the packet. The letter's first line and the client's name are the two places your hand shows, and they are enough to make it feel written for them.
second: it sets the rhythm
The single most valuable line in the packet is when the check-in happens and where. A client who knows Monday feedback is coming does not chase you on Thursday, and a coach who wrote the reply window down gets their evenings back.
third: point, do not duplicate
Prices live in the agreement, health questions in the PAR-Q, goals in the intake form. The packet points at each with one line and a checkbox. Two documents saying the same thing eventually say different things.
Where the packet sits.
The packet travels with the welcome email the day the client signs (the welcome and the four emails after it, with a prompt for each, are in AI prompts for onboarding emails), and it points at everything that follows: the intake form, the PAR-Q readiness screen, the coaching agreement and the onboarding checklist that tracks it all on your side. For the thinking behind what a packet should and should not carry, the guides on the coaching welcome packet and onboarding online clients go deeper than this page needs to. If AI tools touch any client-facing work, the packet is also where the AI use policy goes, one page of twelve clauses next to the policies section.
Frequently asked questions.
What goes in a coaching welcome packet?
Four things carry the weight: a personal welcome letter, a plain what-happens-next sequence, the practical rules of working together (check-in cadence, where to message, reply windows), and a short list of what you need from the client before session one. Add first-session prep, policies and a new-client FAQ when they fit your offer. The packet is not a contract and not a sales document - the client already bought. Its job is to convert sign-up excitement into a smooth first week.
When should a client receive the welcome packet?
Within a day of signing up, and before any paperwork chase begins. The hour after paying is when a new client is most certain and most nervous at once; a clear, warm packet settles them and starts the intake wheels moving. Send it with the intake form and readiness screen so everything arrives as one wave rather than a drip of documents across a week.
Is a welcome packet the same as a welcome email?
The email is the envelope; the packet is the contents. A welcome email confirms the start and says hello in two paragraphs. The packet is the reference the client keeps: the sequence, the rules of the road, the checklist. Plenty of coaches paste the packet under the email or attach it as the PDF this page prints. Both exist as generators on this site, built to be used together.
Should the packet include my prices and terms?
A one-line pointer, not the full text. Prices and terms belong in the coaching agreement the client signs; repeating them in the packet creates two versions that can drift apart, and the packet is meant to feel like a welcome, not a renegotiation. A "Policies at a glance" section with cancellation notice and payment day is the useful middle ground, and this builder includes one you can toggle on.
Does a welcome packet actually reduce client drop-off?
The first 30 days are when most clients quietly leave, and the common causes - not knowing what happens next, not knowing how to reach you, feeling silly asking basic questions - are exactly what a packet answers in advance. No document retains a client by itself; a packet plus a predictable first check-in is the pairing that does the work. What it certainly reduces is the repeated typing: you answer every first-week question once, properly, for every client you ever take.
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