Welcome
Letter

Coaching Practice Tools

A professional letter template for welcoming new clients
and orienting them to the coaching relationship before the first session.

Setting the Right Tone Before You Meet

The period between a client signing on and arriving for their first session is often overlooked. Clients in that window are oriented toward questions: What exactly will happen? What should they prepare? What does this person actually bring to the work?

A welcome letter answers those questions and does something else: it sets the relational tone before the first conversation. Clients who receive a professional, specific letter arrive already confident they made a good choice. Those who receive nothing wonder about it.

The most common mistake is keeping the letter vague. "Excited to begin" and "looking forward to working together" take up space without adding information. Use the letter to tell the client something specific about what you bring, what to expect in the first session, and what to do before you meet.

Customize the bracketed sections with specific language that reflects your actual approach and what you are actually sending the client.

How to Use This Template

  1. Fill in every bracketed field before sending - a letter with visible placeholders is worse than none.
  2. Personalize the coaching background section with the specific experience or credentialing that is most relevant to this client's situation.
  3. Name the attachments you are sending (intake form, agreement, contact info, resources). Clients who know what to expect from the envelope process them; clients who do not ignore them.
  4. Confirm the specific date, time, and platform for the first session. Do not leave logistics to a separate communication if you can consolidate.
  5. Keep it to one page. A letter that requires scrolling signals that you have not edited it.
1

Welcome Letter

Date:
Dear
,

[Opening: one to two sentences specific to this client and why they are beginning coaching now. Start with something that shows you heard them during the intake or discovery call.]

I work with   who are focused on  . [One to two sentences describing your background, approach, or credential relevant to what this client is working on.]

To prepare for our first session, please review the enclosed materials:

Our First Session

[One sentence on what to expect in the first session - what you will cover or how you will open. Keep it brief and specific.]

If you have any questions before we meet, you can reach me at  .

[Closing that fits your professional style - warm but not effusive]

[Your Name], [Credential]

[Contact Information]

2

Tandem Coaching Partners

Credentialed coaches with real-world leadership experience,
partnering with executives and organizations
to unlock sustainable growth.

Consultation

tandemcoach.co/
contact-us

Email

info@tandemcoach.co

Phone

855 51 COACH

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