So your proposal is approved and the contract signed—congrats! You obviously made a great first impression. But now you’ve landed that new client, how do you keep the good vibes going?
Enter the welcome packet, one of the most powerful tools in an interior designer’s repertoire. And yet, surprisingly, one that often gets overlooked.
I believe every designer benefits from including a welcome packet in their onboarding process. That’s why I’m devoting this post to why you need one, what it should include, and how to ensure it delivers the most value possible.
Let’s dive in.
What is a welcome packet?
A welcome packet, or new client packet, is a package of information (either a hard copy or a PDF) which you provide at the start of every project. It lays out everything your new client needs to know about you and your firm, and guides them through every step of your process, from the first official meeting to the final installation and post-project check-ins.
Why are welcome packets important in interior design?
- Creates a foundation of trust – A well-designed and comprehensive welcome packet reinforces your professionalism as an interior designer right off the bat. It sets your client at ease, providing reassurance they made the right decision and are in capable hands. This initial trust can have a big impact on your overall relationship, making the client more comfortable sharing their vision and concerns, and ultimately leading to a smoother collaboration and better results.
- Saves time and energy – For you both! Instead of spending valuable time during those initial meetings explaining the basics, you can direct your design clients to the packet. This not only saves you time, but also avoids information overload for the client. They can review and absorb the packet at their own pace, and revisit whenever necessary. While creating the welcome packet may require an initial investment of time and resources, once it’s done, it serves as an evergreen asset, preventing you from having to recreate the wheel with every project.
- Sets expectations up front – Clear communication is crucial to the success of any design project. Your welcome packet sets expectations at the start of the project, minimizing the risk of miscommunication and scope creep down the line. When everyone is on the same page from the start, it fosters a more positive working relationship, which is a win-win for everyone involved.
What should my interior design welcome packet include?
Ready to create an awesome new client packet? Make sure it has these key elements:
1. Welcome letter
A warm intro that sets a friendly tone, making your clients feel welcome, and amping up their excitement.
2. Firm overview
An overview of your design firm, highlighting its history, mission, and values. This helps clients understand your design philosophy and the principles that guide your work.
3. Team bios
Intros to key team members, including their roles and expertise. This allows clients to get to know who will be working on their project, and the right point-person for any questions that arise along the way.
4. Design process breakdown
An in-depth explanation of your design process, from the first official meeting to project completion to any post-project follow-ups. This lets clients know exactly what to expect at each stage.
5. Timeline
A detailed breakdown of the project timeline, including milestones and deadlines. This provides clients with a clear understanding of when key decisions will be made and when work will be completed. I also recommend including a clause here about unforeseen circumstances occasionally impacting project timelines, and how you will handle those delays.
6. Contract
Include your formal agreement, which outlines the scope of work, responsibilities, payment terms, and legal terms. This document ensures everyone is on the same page.
7. Communication guidelines
Let the client know how they can contact you, your preferred method of communication (phone, email, text, etc.), and your business hours. Be clear about when it’s okay to reach out and when they should expect a response. For example, if you don’t want to field questions on evenings or weekends, this is the place to make that crystal clear.
This is also a good place to mention what clients can expect from YOU in terms of communication. Will you provide weekly updates? Biweekly? Tell them.
8. Interior design questionnaire
A set of questions designed to help clients articulate their design preferences, goals, and requirements. This will help them get into the right headspace for that first meeting and give you valuable insights into their needs, tastes, and preferences.
9. Billing information & fee schedule
It’s always a good idea to be clear about billing procedures, including when and how invoices will be sent, due dates, and accepted payment methods. Also include a breakdown of your design fees, including any initial deposits, hourly rates, or flat fees for various project phases or services.
10. Client recommendations
Guidelines and tips for clients on how to best collaborate with you and make the most of the design process. What is your ideal relationship with your client? Here’s where you can make that known (and emphasize how following these recommendations will benefit them). For example, if they show up to meetings on time, you will get more accomplished. Or if they voice any concerns as soon as they arise, delays can be avoided.
11. Budget calculator
Budget is an area with the most potential to incite conflict and misunderstanding. Providing a tool for clients to be able to plan and manage their project budget effectively will empower them to move forward with confidence and clarity, and help nip any potential misunderstandings in the bud.
12. FAQs
Answers to common questions clients may have about the design process, payment communication, and other relevant topics. This section is a great way to reduce client uncertainty.
How to create an exceptional interior design welcome packet
Now that you know why you need a welcome packet and what to include, let’s talk about how to make yours great. Here are my best tips for maximizing the impact of your welcome packet:
- Be clear and concise – Your packet should be thorough and detailed…but you also want it to be user-friendly. Make sure both the language and the design are easy to follow.
- Stay on brand – Your welcome packet is a reflection of your brand. Ensure that both the design and voice are consistent with the rest of your brand identity.
- Opt for a hard copy – This one is up for debate. A lot of designers prefer to keep things electronic. Call me old-fashioned, but I think there’s nothing like a gorgeous branded folder to make a powerful impression, especially in this sensory industry. A physical packet also feels more like a gift to the client than an emailed document, don’t you think?
4 interior design welcome packet templates
Ready to create a new client welcome packet that eliminates confusion and kickstarts your project successfully?
Consider using one of these welcome packet templates. Below we’ve got both free and paid options to choose from.
1. Ultimate Interior Design Welcome Packet from the Interior Design BOSS Academy
Price: Free
Claire Jefford of the Interior Design BOSS Academy offers a free template, called the Ultimate Interior Design Welcome Packet. It’s got 7 easy-to-customize pages including a welcome page with a tagline section so you can make a strong impression. Other pages include testimonials, the benefits of your services, FAQs, and next steps.
2. New Client Welcome Packet from BusinessByDesignCo
Price: $10
Kathryn H offers affordable business templates for interior designers in her Etsy shop, BusinessByDesignCo. The New Client Welcome Packet is a 16-page Canva template with sections for the design process, what clients can expect, FAQ, and next steps.
3. Welcome Guide from the Interior Design Collaboratory
Price: $95
Interior designer Kim Horton offers several high-quality templates in her online shop, the Interior Design Collaboratory. Her Welcome Guide is a 36-page Canva template that includes key sections, like about the designer, company philosophy, price sheet, project process and timeline, client portal access, next steps, your social media handles, and more.
4. Client Welcome Packet from Designer’s Oasis
Price: $97
Kate Bendewald of Designer’s Oasis offers group coaching and business templates. She recommends giving the Client Welcome Packet during the consultation stage in order to increase your closing rates from consultation to booked project. With that in mind, the template offers important information to make working with you a no-brainer. There are 14 plug-and-play pages, from a welcome letter that sells your core value propositions to before and after photos and company policies.
This template also comes with a page-by-page video walkthrough to help you complete your packet.
By now you can see that the welcome packet isn’t just a formality—it’s a necessity. The best part? Once you streamline your business with this key document, you’ll be able to finally focus on why you got into this business in the first place—to design beautiful spaces.
Happy onboarding!
