Client Welcome Packet Examples That Feel Like a Warm Hug
If you’ve ever found yourself wondering how to elevate your onboarding experience, a client welcome packet might just be the missing piece. Whether you're a doula, reiki healer, coach, or wellness practitioner, sending a thoughtful, branded welcome packet sets the tone for a smooth and professional client relationship from day one.
In this guide, we’ll explore client welcome packet examples, what to include in a new client welcome packet, and creative welcome packet ideas for wellness professionals. Plus, if you’d rather not start from scratch, I’ll show you where to grab customizable templates made just for your niche.
This article is all about client welcome packet examples.
What Is a Client Welcome Packet?
A client welcome packet is a digital or printable document that you send to new clients after they’ve booked your services. It’s more than a formality — it’s your chance to set the tone, build trust, and ease your client into your process with warmth and clarity.
Think of it as a supportive guide that answers questions, outlines expectations, and helps clients feel grounded before you even begin your work together.
What to Include in a Client Welcome Pack
While the exact contents will depend on your services, here are the key sections most wellness professionals include:
Welcome Letter – A warm, personal message to let clients know you’re excited to work with them.
About You – A brief overview of who you are, your philosophy, and how you support clients.
What to Expect – A session timeline, workflow, or explanation of your process.
Boundaries and Policies – Business hours, communication guidelines, and cancellation policies.
Next Steps – Simple instructions on what to do next, like filling out a form or booking a session.
Forms and Agreements – Intake forms, consent forms, or links to sign important documents.
Helpful Resources – Prep guides, calendars, links to client portals, or FAQs.
Contact Information – Let them know how and when to reach you.
Of course every industry has other unique options that make it feel more personal and thoughtful.
Client Welcome Packet Examples for Wellness Professionals
If you’re not sure where to start, here are a few welcome packet ideas tailored to specific niches:
For Doulas and Midwives
A doula welcome packet is an essential part of preparing your clients for their birth experience and helping them feel supported every step of the way. You might include a birth preferences worksheet, which gently guides them through making informed decisions about the kind of birth they hope for — from pain management choices to who they want present in the room. This helps you better understand their vision and how to advocate for them.
You can also offer a clear overview of prenatal visits, outlining what topics will be covered, how many meetings are included, and how they can prepare for each session. Including this helps reduce any uncertainty and makes clients feel more grounded as they move through the process.
Don’t forget to highlight your postpartum care options, whether that’s emotional check-ins, basic newborn support, lactation resources, or simply being available for questions during the early days of parenting. This reassures clients that your care extends beyond the birth itself.
Lastly, be sure to clearly explain your role during labor and in the days that follow. Let clients know how you’ll support them physically and emotionally during labor, how you'll communicate with their care team, and what kind of debrief or follow-up support they can expect after baby arrives. When all of this is included in a well-crafted packet, your clients are more likely to feel safe, informed, and held through the entire journey.
For Reiki Healers
A Reiki welcome packet offers a gentle introduction to your practice and helps demystify the process for clients who may be new to energy work. You can include a thoughtful explanation of what a typical session looks like, how clients can prepare beforehand, and what sensations or experiences they might encounter. This helps ease any uncertainty and allows them to arrive more open and grounded.
It’s also helpful to include aftercare guidance, such as how to integrate the session’s energy, recommended hydration, journaling prompts, or emotional shifts to watch for. A short overview of the chakra system, aura cleansing, or energetic maintenance practices can also add value — especially for clients who are curious to deepen their understanding of the work. Your welcome packet is an opportunity to affirm that their experience matters and that you’re available to support their energetic well-being beyond the session itself.
For Sound Healers
A sound healing welcome packet sets the tone — literally and energetically — for what clients can expect from this unique form of vibrational therapy. Start by walking them through the flow of a session, including any rituals, instruments you use, and the healing intention behind different tones or frequencies. This helps them feel more connected to the process and confident in what they’re receiving.
You may also want to include pre-session tips to help them relax and prepare, like wearing comfortable clothing, staying hydrated, or arriving a few minutes early to ground themselves. Aftercare suggestions are equally important — such as resting, journaling, or avoiding heavy stimulation afterward — so they can fully integrate the effects of the session. Clients may also appreciate a brief explanation of how sound works on the body and energy field, which builds trust and awareness. Your welcome packet becomes a bridge between experience and understanding, helping them fully receive the benefits of your work.
For Wellness Coaches and Practitioners
A general wellness client welcome packet is designed to be a professional, approachable foundation that you can tailor to reflect your unique methods and philosophy. It’s helpful to start with a warm introduction and then outline your coaching structure, whether that’s weekly sessions, self-paced tools, or a hybrid format. You can also share what’s expected of the client in terms of engagement, follow-through, or communication so that the relationship feels clear and collaborative.
Because this packet is more neutral by design, it gives you room to infuse your own frameworks, exercises, or resources over time. Whether you specialize in mindset work, holistic health, productivity, or nervous system regulation, this format lets you customize the client experience while still offering the clarity of a consistent onboarding flow. It’s ideal for coaches and practitioners who want to start with a strong container but need room to grow and evolve their materials as their practice expands.
These thoughtful details offer more than information — they create a sense of being held, seen, and supported, which is at the heart of wellness work.
New Client Welcome Packet Tips
Keep it clear and focused – Only include what your client truly needs to get started.
Stay on brand – Use your brand colors, fonts, and tone of voice to create a cohesive experience.
Make it digital-friendly – Use Canva or PDFs with clickable links for an easy, modern delivery.
Update it regularly – Refresh your packet as your offerings or business details change.
Want to Save Time with a Ready-to-Use Template?
If creating a welcome packet from scratch feels overwhelming, I’ve designed a collection of client welcome packet templates specifically for wellness business owners who want to make a meaningful first impression without spending hours designing.
Choose the one that fits your work best:
Doula Welcome Packet Template
Gentle and supportive, this template was designed for birth workers who want to offer their clients clarity and comfort throughout the journey.
Reiki Welcome Packet Template
A calm, beautifully designed option that includes space for aftercare tips, energy prep, and everything your clients need to feel aligned.
Sound Healing Welcome Packet Template
Crafted specifically for sound healers, this packet helps clients understand the experience, benefits, and best practices for integration.
Wellness Client Welcome Packet Template
A clean, professional foundation that coaches and holistic practitioners can easily tailor with their own frameworks, resources, and session flow. It’s perfect if you want structure without feeling boxed in.
Each template is easy to personalize in Canva and helps you deliver a smooth, supportive onboarding experience that reflects your brand.
Final Thoughts
Your welcome packet is more than just a document — it’s the first real touchpoint of your working relationship. Done thoughtfully, it can calm nerves, set expectations, and create an experience that truly feels like a warm hug.
Whether you're a doula, energy worker, or coach, your onboarding experience has the power to reflect your values, your care, and your professionalism. And if you’d like a head start, one of my pre-designed templates is ready and waiting for you.
