7 Email Templates for Customer Onboarding: Tips for Success

Millie Pham Millie Pham · 11 min read

Using email templates for customer onboarding can help streamline the process and provide your clients with a consistent and positive experience.

Are you struggling to onboard customers effectively and efficiently? According to a recent study, 74% of customers who experience poor onboarding will consider switching to a competitor

This demonstrates that effective customer onboarding is critical for the success of your business. If you’re not properly introducing customers to your brand, they may become disengaged, uninterested, or worse, choose to work with a competitor.

But don’t worry, we’ve got you covered. In this blog post, we’ll show you how to streamline your process with seven customer onboarding email templates.

These templates will save you time, ensure consistency, and help you make a professional impression on your customers
By the end of this post, you’ll understand why customer onboarding email templates are crucial for successful customer onboarding and have the tools to improve your process.

Start your day 
with great 

What’s onboarding and the importance of effective customer onboarding

So, what exactly is onboarding? In simple terms, it’s the process of welcoming and integrating new customers or clients into your business.

And it’s not just a one-time event – it’s a continuous journey that starts with the first interaction and continues throughout the customer’s lifecycle, and email marketing is a key component of it.

Effective customer onboarding is crucial for business success because it sets the foundation for a long-lasting relationship between you and your customers. 

It’s the first step in building trust and loyalty, and it’s a key driver of customer satisfaction and retention. 
In fact, companies with a strong onboarding process can improve customer retention by 50%. (according to Gitnux)

So, if you’re serious about customer service and customer success, onboarding should be a top priority.

Fortunately, customer onboarding email templates can help streamline your customer onboarding process and make it easier to provide consistent and effective communication. 

In the following section, we’ll introduce you to seven email templates that can be customized to suit your brand’s voice and tone, while also addressing the specific needs of your customers at each stage of the onboarding process. 

These templates can save you time and effort, and help you provide a professional image that builds trust and confidence with your customers.

7 email templates for customer onboarding 

The point of a welcome email is to say hello to your customer and make them feel welcome to your company. It’s like giving a virtual high-five and saying “Nice to meet you!”.
A good welcome email should be short, sweet, and informative. It should clearly explain what your company does and how it can help the customer. You can also use this email to introduce your team and create a personal connection with the customer.


Subject line: Welcome to [Company Name]!

Hi [Customer Name],

We want to take a moment to welcome you to [Company Name]! We’re thrilled that you’ve chosen our product/service to help [solve a problem, achieve a goal, etc.].

Let me take a moment to introduce you to our team. We are a group of passionate individuals who are dedicated to [explain what you do]. We are always here to help you with any questions or concerns you may have.

In the coming days, we’ll send you more information on how to get started with our product/service. In the meantime, feel free to explore our website and learn more about what we have to offer.

Thank you again for choosing [Company Name]. We’re excited to have you on board!

[Your Name]


This welcome email template provides a warm introduction to the company and sets expectations for what the customer can expect from the product or service.

Let’s take a look at the welcome email from Quickbase:

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Resource Email Template

Did you know that over half of customers return a product simply because they didn’t understand how to use it?

That’s why providing helpful resources to your customers during the onboarding process is crucial. A resource email template can include links to tutorial videos, articles, and frequently asked questions. 

This not only helps your customers get up to speed quickly but also reduces the burden on your customer support team

By providing these resources, you can show your customers that you care about their success and are committed to helping them get the most out of your product.


Subject line: Tips for taking the next step with [product/service]

Hey [customer name]!

We’re here to help you get started with [product/service]! We understand that there can be a lot to learn, but don’t worry, we’ve got you covered.

Here are a few tips to help you get better acquainted with us and start experiencing the benefits:

[Action/feature #1] – [Optional link and/or corresponding resource to help]
[Action/feature #2] – [Optional link and/or corresponding resource to help]
[Action/feature #3] – [Optional link and/or corresponding resource to help]

If you have any questions or need further assistance, don’t hesitate to reach out to us at [contact].

[Your signature]


 Here’s an example from Restream:

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Upsell Email Template

When it comes to growing your business, cross-selling and upselling to existing customers can be a great strategy. Not only can it help increase revenue, but it can also deepen the relationship with your customers. 

An effective upsell email should be personalized and focused on the customer’s needs. Start by highlighting the benefits of the product or service you are offering, and explain how it can help solve their problem or meet their needs.

To make the offer more compelling, consider including a limited-time promotion or a bundle deal. But remember, be respectful of your customer’s time and budget – don’t come across as too pushy or salesy. 

Here’s an example template you can use to craft your own upsell email:


Subject line: Get more out of [Product/Service]

Hi [Customer],

We hope you’ve been enjoying [Product/Service] and finding it useful for [Task/Goal]. We’re always looking for ways to help you get the most out of our offerings, which is why we wanted to introduce you to [New Product/New Feature].

[New Product/New Feature] is designed to [Benefit 1] and [Benefit 2]. It’s the perfect solution for [Problem/Challenge], and we think it could be a great addition to your [Product/Service] experience.

As a valued customer, we’re offering you an exclusive discount of [Discount/Price] if you upgrade within the next [Timeframe].

Just log in to upgrade.

[CTA Button]

As always, if you have any questions or concerns, don’t hesitate to reach out to our customer support team. We appreciate your business and look forward to helping you achieve even greater success with [Product/Service].

Best regards,

[Your Company]


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Free trial expiration email template 

If you’re running an email marketing campaign and offering free trials, then it’s important to have a solid plan in place for when those trials come to an end. 

Free trial expiration emails can be a must-have in your email marketing strategy to retain those leads and convert them into customers. 

These emails are highly effective in reminding users of the trial end date and encouraging them to take action before it’s too late. 

The key is to make your offer irresistible and showcase the value of your product to encourage conversions.


Subject line: It’s time to add some features to your [product/service]

Hi [Name],

We hope you’ve been enjoying your free trial with [Product]. It’s been great having you on board and we’re super-happy that you gave our product a chance!

As your trial is coming to an end soon, we wanted to remind you that you’ll need to select one of our paid plans to continue using [Product]. Don’t worry, we’ve got some awesome features waiting for you!

We don’t want you to miss out on all the benefits that [Product] has to offer, so make sure to select a plan before your trial ends in [number of days left].

And if you have any questions or need help, just hit reply and we’ll be happy to assist you.

Thanks for giving [Product] a try and we hope to see you continue your journey with us!

[Your Name] from [Company Name]


Basecamp does this well by sending out end-of-trial emails that inform users about their account status and what they can do to upgrade. Providing social proof can also be helpful by showing that others are satisfied with your product.

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Re-engagement email template


Subject line: We miss you! Come back and try [Product/Service] again

Hi [Customer Name],

We noticed that you haven’t been using [Product/Service] much recently, and we wanted to make sure everything’s alright.

Is there anything wrong, or is there anything we can do to help you get the most out of our [Product/Service]? Please let us know if there’s anything we can do to assist you.

We believe that [Product/Service] can really benefit you in [briefly describe benefits]. That’s why we wanted to reach out and offer some tips on how you can get the most out of our [product/service].

Here are a few resources that you might find helpful:

[Link to tutorial video]
[Link to frequently asked questions]
[Link to customer success stories]

We hope that you’ll consider giving us another chance and coming back to use our [Product/Service] again. If you have any questions or concerns, please don’t hesitate to reach out to our customer support team.

[Your Name]


Tip: Want to show your customers some love and get them re-engaged with your business? A personalized “miss you” animation GIF in your email could do the trick. Let them know you miss them and are thinking about them. It’s a simple and fun way to make a connection and encourage them to come back.

Invite to webinar template

Hosting webinars is a great way to engage with your customers and provide them with valuable insights while also creating opportunities for cross-selling and upselling.

 By highlighting your customers’ struggles and offering solutions, you can encourage them to attend your live webinar and learn more about how your product or service can help them. 

The key is to focus on the benefits that your webinar will provide and to create a sense of urgency that will encourage your customers to take action. 

With the right message and approach, you can create a successful webinar invitation that will not only engage your customers but also drive more business to your company.

Here’s an example template for an effective invitation email:

Subject Line: Join us for our upcoming webinar: [Topic]

Hi [Customer Name],

We are excited to let you know that we will be hosting a live webinar on [Date and Time] and we would love for you to join us!

The webinar will cover [Topic] and provide valuable insights on how to overcome [specific problem/struggle].

During the webinar, you’ll learn from industry experts how to [customer’s desired outcome] and have the opportunity to ask any questions you may have.

Don’t miss out on this opportunity to gain valuable knowledge and connect with other professionals in your field.

Spots are limited so sign up now [insert link] to save a seat!

We can’t wait to see you there!

[Your Company]


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Feedback email 

If you want your customers to keep coming back for more, it’s important to make sure your product is always improving. And the best way to do that is by listening to your customers! 

That’s where a feedback email template can come in handy. By reaching out and asking for feedback, you can get valuable insights into what your customers are loving about your product and where they think it could use some work. 

This information can then be shared with the product management team to help guide future improvements. So don’t be afraid to ask your customers what they think – it could be the key to your product’s success!


Subject line:  [Customer Name] — Your [period of time] trial is over.

Hi [Customer Name],

Thanks so much for choosing our product/service! We hope you’re finding it helpful so far. We’re always looking for ways to improve and we value your opinion.

We would love to hear your feedback on your experience with our product/service. What do you like about it? What could be improved? Any suggestions for new features?

Your feedback will help us shape the future of our product/service, and we want to make sure we’re meeting your needs.

If you can, please take a moment to fill out our survey. Shouldn’t take longer than [number of minutes needed]



[Your Name]


Below is a real example from Thumbtack:

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Here’s a tip: With Nicereply, you can easily create one-click surveys that are both simple and effective. This platform is designed to help you gather customer feedback and improve your overall customer experience. What’s more, Nicereply’s feedback analytics feature can provide you with valuable insights into customer satisfaction, loyalty, and other key metrics based on your survey results.

free trial nicereply

Best practices and tips to write better customer onboarding emails

When it comes to customer onboarding, email campaigns are an essential component of the onboarding process. But how do you make sure your onboarding emails are effective? 
In this section, we’ll discuss the 6 best practices and tips for writing better customer onboarding emails.

Use clear and concise language

When crafting your onboarding email campaigns, it’s important to use language that your customers can easily understand. Using complicated terms or jargon can quickly turn off customers and make them feel confused or overwhelmed. 

Instead, try to use simple language that is easy to digest. Keep your sentences short and to the point, and use active voice whenever possible to make your emails more engaging. 

By focusing on clear and concise language, you can ensure that your customers will understand your company’s message and feel more confident about the onboarding process.

Use bullet points

It’s important to keep in mind that your customers are busy people, and they don’t have time to read long, dense paragraphs. By breaking up your text with bullet points, you can make your emails more scannable and easier to digest.

Bullet points are especially useful for highlighting key points or outlining steps that your customers need to take to succeed.

Identify bottlenecks and provide knowledge-based content

These are areas where customers may be getting stuck or losing interest. Once you identify these areas, you can create knowledge-based content to address them. This content can take the form of blog posts, tutorials, or video guides.

By providing helpful content, you can keep your customers engaged and help them overcome any obstacles they may encounter during the onboarding process.

Make your emails sound personable

When writing onboarding emails to customers, it’s important to make them sound as personable as possible.
One way to do this is by using the customer’s name and addressing them directly. You can also use a conversational tone and include some personality in your emails. This will help to build a connection with the customer and make them feel valued.

Additionally, including a personalized message or signature from a member of your customer support team can help to make the email feel more human and less like an automated message.

Personalizing your onboarding emails is a great way to show customers that you care about their experience and are invested in their success.

Test and optimize your onboarding emails

To ensure that your customer onboarding emails are as effective as possible, you should test and optimize them regularly. This involves monitoring the performance of your email templates and making adjustments to improve their effectiveness. 

By testing different subject lines, email formats, and call-to-actions, you can identify what works best for your customers and optimize your email onboarding campaign accordingly. 
Be sure to track metrics such as open and click-through rates over time to gauge the success of your email templates. This will allow you to make data-driven decisions and refine your onboarding process to increase customer success.

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Final thoughts 

In conclusion, effective customer onboarding is a crucial step in ensuring the success of your business. By utilizing these email templates for customer onboarding, you can streamline the process and provide your clients with a consistent and positive experience. 

Remember to personalize your emails, use clear and concise language, incorporate visual aids, and test and optimize your templates to ensure their effectiveness.

We hope this blog post has provided you with valuable insights and practical tips for improving your customer onboarding process.

Thank you for taking the time to read this post, and we wish you the best of luck in your customer onboarding efforts!

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Millie Pham Millie Pham

Millie Pham is an SEO content marketer at bymilliepham.com - where she explores all things marketing and is passionate about the unique ways online businesses can leverage AI to improve, innovate and grow. You can reach her at millie@bymilliepham.com.

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