Introductory Email For New Bookkeeping Clients (Template)

A good introduction email to a new bookkeeping client shows you’re eager to get to work and dedicated to your services. 

The key is to be brief, professional, and friendly and continue building your client’s confidence in your business relationship. 

A lot is riding on this introductory email, but there’s no need to reinvent the wheel to nail it. Below is a sample introduction email template you can use to make that first impression with a new client account. 

Example Introductory Email Template

An introduction email kicks off the client onboarding process. The goal is to make your new clients feel they’ve made the right decision by hiring you and that you’re getting right to work. 

Send your welcome email once potential clients become official clients, such as after signing the service-level agreement for your services. It gets the ball rolling and sets clear expectations for the next steps. 

Keep the email simple – you don’t want to immediately overwhelm them with too much information or too many action items. 

Have the email sent by the account manager that will be a client’s point of contact throughout the engagement. You may appoint someone else to send these emails and include the account manager in the email if that best fits your workflow. 

Here’s an example of an introductory email you can send to new clients. 

Subject: Welcome to [Accounting Firm Name]! Here’s what to expect.

Dear [Client’s Name],

I’m [Name], your new account manager at [Firm Name], and I wanted to reach out and personally welcome you to the firm. We’re excited to work with you and keep your finances on track and organized with our monthly bookkeeping services. 

To get started, we’re requesting a few items from you to ensure we have everything we need to help you reach your business goals. 

Please upload each of the following to our secure portal by [date]. It shouldn’t take more than 10 minutes to complete: 

• Company details (company name, address, and contact information)
• Existing financial statements 
• Login credentials to your accounting system

Once we’ve received all these items, I’ll reach out again about the next steps. 

Feel free to contact me with any questions or concerns you may have. You can reach me by email or phone at [email address] or [phone number]. 

Talk soon, 

[Name]

How to Use This Template

Feel free to personalize this template where appropriate. Specifically, update the items in brackets to customize the email to your firm and services. 

Share any relevant links or platforms where they can go to upload their documents and information. Include additional action items, checklists, or questionnaires that help you deliver your services successfully. 

What to Include in Your Firm’s Introductory Email

Make a good impression with your new client and set the right tone for your business relationship by including a few essential elements in your introduction email. 

The tone may vary depending on the level of contact you’ve had with the recipient and the circumstances of your relationship:

• Subject line: Summarize the contents of the email, and make it engaging so it stands out in their inbox:
  • Getting started with [Firm Name]
  • Meet your new account manager
  • Welcome to [Firm Name] — here’s what’s next
• Address the client: Keep it professional but friendly, using the proper salutation and greeting to match the tone of your email:
  • Dear Ms. Smith
  • Hello Dr. Richards
  • Hi Chris
• Account manager introduction: Make it clear who their account manager is and include their name, title, and contact information.
• Provide a warm welcome: Welcome the client to the firm and express your appreciation and eagerness to start working together. 
• Request information: If you require further information from the client (e.g., questionnaires, bank details, file or document access), request it in the email.
• Next steps: Inform clients of what will come next (e.g., a kickoff call, scheduling a meeting time in Calendly). 
• Communication setup: Share your preferred communication channel (e.g., Slack, email, telephone). 
• Sign off: Quickly close the email using wording that matches the tone of your email:
  • Best regards
  • Thank you
  • Talk soon