Your client welcome pack.
A clear place to begin.

01 / A useful starting point

Give the pack a clear job

A client opening the document on their phone should quickly understand what they have signed up for, where to find the essentials and what to do next.

You do not need to explain everything you know about nutrition. Keep the pack focused on starting the coaching relationship, with links to supporting information where needed.

The document sits within your wider onboarding process. For the sequence from signup to the first review, read our nutrition client onboarding guide. This article concentrates on the document itself: its contents, wording, personalisation and delivery.

02 / The contents

Decide what your client needs to find

Gather the information before opening the design. It is much easier to arrange a page when you know what it needs to say.

• A personal welcome and a clear first action.
• A summary of the service the client purchased.
• Contact details, working hours and response expectations.
• The first-week steps, in order.
• Check-in instructions, timing and the correct form link.
• Resource access and help if a link does not work.
• Answers to common practical questions.
• A version date so you can identify older copies.

Keep detailed intake questions in your intake form and formal terms in the relevant agreement. The welcome pack can point to those documents without repeating them.

Our guide also includes a programme snapshot, a roadmap, a nutrition outline and a training strategy. Review each section against your actual service. A nutrition-only coach may have no need for the training page. Removing an irrelevant section is part of personalising the pack.

03 / Your introduction

Write a welcome that sounds like you

The Welcome Guide has space for your mission and coaching philosophy. Use it to explain your approach in ordinary language. A client should understand what working together will involve after reading it.

Here is an example for a fictional coach and client:

The message ends with one action. Your client does not have to decide between reading several guides, starting a tracker and changing their meals before you have spoken.

Replace the fictional names and instructions with your own. Read the message aloud: if it sounds unlike something you would say to a client, simplify it.

04 / Working together

Make expectations easy to understand

The guide’s “Our Joint Commitment” page places the coach’s responsibilities beside the client’s. Use that structure to explain what you provide and how the client can participate.

Be specific about communication. “Message whenever you need” does not explain when a reply will arrive.

Please send coaching questions through the client portal. I check messages Monday to Thursday and aim to reply within two working days. The portal is not monitored continuously.

For appointment changes, direct clients to the arrangements they have already agreed:

Use the booking link in your confirmation email to change an appointment. Your service agreement explains the notice required and any cancellation charges. If the link does not work, contact me through the portal.

These are editable operational examples, not legal clauses or confirmed business policies. Replace the hours, response times and instructions with arrangements you actually provide. Keep them consistent with your service agreement.

Check the resource-access wording too. If clients receive selected guides, do not promise access to your whole library. Describe your professional role accurately and explain that questions outside it may need another source of support.

05 / Inside the guide

Turn the template into your client’s pack

The supplied Welcome Guide contains eleven PDF pages. You can shorten or adapt that structure. Work through the following six areas rather than treating every placeholder as something you must fill.

1. Personalise the cover

Replace the logo placeholder, social handle and client name. Check that the image suits your service and audience. Keep the title easy to read and add a version date somewhere consistent.

2. Add your welcome and next step

Use the welcome page to introduce your approach, then add a prominent “Start here” instruction. Link to the intake form or booking page using a descriptive label such as “Complete your intake form”.

3. Complete the programme snapshot

The snapshot brings key details into a table. Adapt it into a quick reference rather than repeating the entire intake record.

The template includes fields for measurements and a rate of progress. Keep only information relevant to the agreed service. A review date tells the client when you will revisit the plan without promising a result by a particular deadline.

4. Explain the roadmap and first week

Use the roadmap to outline the stages of your service. For example: get started, agree a first action, review how it went, then plan the next stage. Treat this as an overview that you can revisit together.

Give the client a short first-week checklist: check portal access, complete intake, attend the consultation and confirm the first check-in date. Avoid assigning extra tasks simply to fill the page.

5. Adapt the nutrition and check-in pages

The nutrition outline contains target tables, but your service may use a different approach. You could use this space to summarise an action agreed during the consultation, when the client intends to try it and what you will discuss afterwards.

On the check-in page, make the day and form link easy to spot. Explain what to submit and when you will respond. A useful answer might be: “I packed lunch on Monday and Wednesday. On Thursday I left earlier and had nothing prepared.”

The template lists several measurements. Review that list for relevance rather than presenting every item as a requirement for every client.

6. Finish with useful links and FAQs

Include the portal, appointment details and any agreed supporting resource. Answer practical questions about access, missed check-ins and appointment changes. Keep answers consistent with the rest of the pack.

If a client misses a response, wording such as “Send me a message when you can so we can agree how to pick things up” gives them a clear route back into the conversation.

06 / Supporting education

Choose one relevant guide to accompany it

The welcome document explains the service. A supporting educational guide helps with a particular topic. Give each a clear purpose.

If a client has asked about eating while travelling, you might introduce The Travel Nutrition Playbook like this:

You mentioned wanting to talk about food while travelling. If you have time before our session, browse this guide and note one situation you would like help planning for. There is no need to work through it all before we speak.

This tells the client why you shared it and what to do with it. Sending the full library without an introduction leaves them to make those decisions themselves.

Use resources within their licence and keep editable source links separate from client-facing files unless sharing them is permitted. Our white-label resource guide explains how ready-made materials can fit into your coaching service.

07 / Make it yours

Brand it, then test the finished file

Once the wording is settled, apply your logo, colours and fonts. Follow our Canva branding walkthroughs for detailed editing and PDF export instructions.

Keep headings clear and give instructions room to breathe. Use descriptive link labels, readable body text and enough contrast between text and background.

Before delivery, replace every placeholder, check the contents page against the final page order and confirm that the service details match the client’s purchase. Open every link in the exported PDF and read it on your phone as well as your computer.

Give the file a recognisable name, such as “Alex — Coaching Welcome Guide.pdf”. Keep a dated master copy so the next update starts from the right version.

08 / The handover

Send it with one clear instruction

The delivery message should repeat the first action, even when that action is already in the pack.

Review the master whenever your service, working hours, check-in process or resource locations change. Replace outdated download copies and tell existing clients about changes that affect them.

A useful welcome pack gives your client dependable information and an obvious next step. Start with the structure, make the details yours, and check the finished document from the client’s point of view.