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Architect Client Welcome Pack Template for New Projects
A welcome document an architect sends after appointment: who the client will deal with, the first nine weeks, the programme, what the practice needs from them and how the project runs.
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This template helps you welcome a new client and set the project up properly from the first week. Team introductions, a Stage 1 timeline, a client checklist and a site visit sign-off sit in one document.
Get the yes without leaving the page
Your client reads the steps, checks the tasks, and signs the agreement at the bottom, all in one scroll with no PDF to print.
Build the whole flow from blocks
Hero, steps, tasks, FAQ, agreement: drop each in, tweak it, and save your best versions to reuse on the next one.
Every step reads right on any screen
Your hero, cards, and accordion reflow on a phone in a taxi or a laptop at a desk, with no second layout to build.
See which step they stall on
Heatmaps show where readers linger in your steps or FAQ, and session replays let you time the follow-up when interest peaks.
Know the moment they open it
A ping when your client views, comments, or signs means you reply while the project is still on their mind.
Shape the draft together, live
You tighten the steps while a teammate fills in the task list, and both of you watch the page take shape.
See how every part fits
The pack opens with a warm welcome and the design intent, then moves through your team, the first nine weeks and the programme, and closes with a site visit sign-off. Keep, drop, or reorder anything to fit your practice.
Client Welcome & Onboarding Hero for Architect Appointments
A warm opening that confirms the appointment, sets expectations for the first nine weeks, and flags the three urgent items needed by Wednesday. Gives new clients instant clarity on what happens next.
Project Vision Statement: Purpose and Design Intent
An animated text statement that captures the heart of the project: a house for two people and forty sculptures. It aligns client and team on design intent from the first scroll.
Meet Your Project Team: Key Contacts & Responsibilities
Profile cards for the four people on the project, with guidance on who to call first for day-to-day questions. Removes uncertainty about contacts and speeds up communication.
RIBA Stage 1 Roadmap: The First Nine Weeks
A step-by-step walkthrough of Preparation and Brief, showing what is decided, costed, and assessed for carbon. Gives clients a clear view of progress and milestones.
Concept Design Programme & Project Timeline Tracker
A task-based programme with dates through to the end of concept stage, plus a candid note on risks such as the ground investigation. Builds trust through transparent scheduling.
Client Action Checklist: What We Need From You
Three clearly listed items due by Wednesday 24 March, with reasons for each. Keeps surveys and workshops on schedule by making client responsibilities easy to act on.
Ways of Working FAQ: Communication & Feedback Guidelines
Expandable accordion panels covering working habits such as feedback, with a reminder that none of it alters the signed appointment. Sets collaboration norms without cluttering the page.
Site Visit Confirmation & Survey Booking Sign-Off
A closing confirmation step to lock in the 8 March site date so the scan team can be booked. Turns the welcome pack into action and prompts early notice of any date clash.
Find your answers
Answers to common questions about building and sending a client welcome pack for an architecture practice.
A strong onboarding document should include a warm welcome, the purpose of the engagement, key contacts, a clear timeline for the first nine weeks, the full programme outline, and what you need from the client. This template covers all six sections so new clients know what to expect and what to do next. Clear structure reduces early questions and builds confidence from day one.
Replace the placeholder text in each section with your own details, starting with the Welcome message and 'What this is for' to reflect your services. Update 'Who you will deal with' with your team's names, roles, and contact details, then adjust the first nine weeks and Programme sections to match your delivery schedule. Add your logo, brand colors, and fonts to make it match your brand.
Yes, you can typically export the finished document to PDF for sharing with clients or to Word for further editing and collaboration. PDF keeps formatting consistent across devices, while Word suits teams that need to revise the content regularly. Check the export options in your editing software to confirm the supported formats.
Yes, the structure works for any service-based business that guides clients through a phased engagement, including consultancies, agencies, coaching, and training providers. The 'First nine weeks' and 'Programme' sections can be adapted to project milestones, learning modules, or delivery phases. Simply adjust the language and timeline to fit your industry.
List the specific items you need to start and keep work on track, such as access to systems, key documents, decision-makers' availability, feedback deadlines, and signed approvals. Give each request a due date and a named point of contact where possible. Being specific prevents delays and sets clear expectations for client responsibilities.
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