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Welcome Kit for your New Clients

A Virtual Assistant new client welcome kit is a great way to introduce your business to your new client.

Many Virtual Assistants send a welcome kit to their new clients from the first day of their business, while others put something together a little further down the road. If you have been a virtual assistant for a while, but have not created a welcome kit yet, it’s not too late. You can put one together today and send it to your all of your clients.

Your welcome kit is basically just a package of information and a professional way to introduce your new client to you and your business. This can go a long way towards establishing credibility and presenting yourself and a serious business owner as opposed to a home typist. These can be put together in an inexpensive folder or created in a format that can be emailed. Some Virtual assistants prefer one method over the other, while others use both methods depending upon the particular client. It’s your business; therefore, you choose whatever works best for you.

What should I include in my welcome package?

Everyone’s package will be a little different depending upon such factors as the type of services the VA provides, their client base and the country where the VA lives, yet they all have some common features.

Here are some common elements of the typical Welcome Kit:

  • Introduction letter on your company letterhead
  • Your business card – and extra cards for them to pass out
  • A brochure if you have created one
  • Your Business Forms: contract, confidentiality agreement
  • For US VAs a W-9 Form with your company information filled out for the client’s convenience if needed later for tax purposes
  • Any promotional items you may have: articles you have written or have been written about your business, testimonials, press releases etc.
  • Some Optional Items you can include:

  • Promotional items with your logo: pens, calendars, magnets
  • Client questionnaire – include this if you feel there is additional information you need to understand your client and their business. I try to gather this in my client assessment form during the initial consultation.

  • What should I include in my welcome letter?

    I would start by expresses my appreciation for their business and then provide a brief introduction of my business and services. This is a great opportunity to outline your basic policies and work procedures. Although you will have your policies stated in your contract, you can use your welcome letter to highlight any policies you feel are most important and want your client to be aware of from the beginning. You may want to mention your working hours, turn around times or best times and methods for contacting you.

    If you are mailing your welcome kit, you may include extra brochures and business cards for your client to hand out to any potential clients they may know.

    Don’t underestimate the importance of referrals and how much they can grow your business. People like to do business with people they know and a happy client will be your best advertisement. Remember to offer some type of incentive for your clients to refer other customers to you as well.

    Taking the time to write a nice introduction letter and putting together some information about your business will go a long way towards establishing your creditability with your new client. It is also convenient for you client to quickly find important information when they need it. A welcome kit is a small expense that will be well worth you time and effort.