Q&A: The Welcome Packet

So much of what we do, is providing our clients with an experience. I believe that experience starts at DAY ONE, and that’s why I provide a welcome packet! It sets a very professional yet equally important, thoughtful tone. All the while, I’m able to get my clients all the necessary paperwork and information right away. Through the Welcome Packet, I am able to educate clients on what to expect from me and my business! This leads to a better more confident experience for them and less incoming questions which results in more time available for my family! Here are a few A’s to Q’s that you’ve sent me about my welcome packet and supplies so that if you haven’t already, you can get started on yours too!

Can you please share how you put together a welcome kit for under $4?

YES! The Welcome Packet consists of:

A Presentation Folder with Rice Studio Supplies is $1.29 (found here).

Then I have 6 Printed Letters on Linen Paper (Linen Paper is $.06 per sheet). I can print off my office printer or at Office Depot for like $0.18 cents.

The brochure is Vista Print Tri Fold Brochure and it’s free, but after shipping and upload fees were $0.86 each.
Then the magnet with Vista was Free but after s/h and upload was $0.24 cents each.
Now I’m trying to think of what I’m forgetting but that only brings me to $3.47 per welcome packet!! Isn’t that awesome? Totally doable!

Do you have any hints or tips on keeping your supplies stocked? I’m constantly running out and not having what I need. Do you buy enough to order at everything at once at the same time? Or is it all sporadic?

I go through spurts. Sometimes I’m on top of it and sometimes I’m not. Maybe try creating a worksheet or a grease-board that has all the items you need to keep stocked! Keep it updated so that you know when you’re running low, or set calendar reminders to check inventory so many times a year. I really love how easy organization is with worksheets!

Hey Leah, what do you include in your Welcome Packet?

For Leah Remillet Photography, in the Welcome Packet I include:

  • Branded Folder
  • Welcome Letter
  • Contract
  • Model Release
  • What to Wear Brochure
  • Magnet
  • Business Card
  • Pricing Guide (collections only)
  • Ordering Appointment Guide with Dessert Menu on the back.
  • And on the top of the folder I write a hand written note with my branded sticky notes.

They are all in the Paysen Customizable Marketing Kit, found HERE (except Welcome Letter, What to Wear Guide & Ordering Appt. Guide).

How do you get the VistaPrint items in your welcome kit for free?

Once you order one thing (even a free thing!), they send you non-stop offers. I get e-mails what seems like daily offering all kinds of things for free and those items typically come up. I snatch up those deals – VistaPrint makes it pretty easy. Also just Google Vista Print coupons and you will find no shortage of deals to click through!

Do you send out your welcome packet before or after your phone consultation?

I send out the welcome packet once the session has been  schedule and only after the session fee payment has been collected. The session consultation most likely will happen afterwards. Having clients invest first makes them commit more to the process (anyone having a problem with cancellations or re-schedules, that’s your solution), and somehow taking a credit card number seems to legitimize my business in their eyes while making the transaction run much smoother and more efficient.

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  1. Clair says:

    So helpful! Thanks, Leah! LOVE your packet!

  2. Leah,
    This looks great. An excellent first impression to give your clients. Do you mind sharing what paperwork (exactly) is in the packet? I am assuming contract/model release; a welcome letter perhaps and then maybe some kind of questionnaire? I do not have all of my paperwork set up but am in the process of doing so and would love to know what you include. Thanks so much for sharing!

    • It’s all answered in the third question but if I’m not clear enough just let me know! And almost all of it comes in the ultimate marketing kit !! which you can customize to fit your style and brand because it’ll all in psd layers. Just unclip and trash the current pattern, swap colors and you’ve got your own branded marketing kit! 😀

  3. This is a great idea! I need to do this! How do you go about it? Do you mail it them? Or give it to them at an in person consultation? And then do they sign the contracts then and there or do you just have them bring the contract to the session?

  4. A great post, as usual! Thanks for sharing!

  5. Allana says:

    Thanks for the valuable info Leah!

    I would love to send these out to clients – how do you handle last minute bookings? Maybe you don’t have any.. but I find that I have at least one client a month that I end up squeezing into my schedule rather than turn down the opportunity.

    • I have last minute bookings too! You’re not alone, we all squeeze sometimes. 😉 When that happens, I have a digital version that I send if a session is scheduled within 48 hours of the actual session date and I just explain that I won’t have enough time to send the regular welcome packet.

  6. Erin says:

    I have been waiting for this post. Thanks!

  7. Rachel says:

    I’ve been refreshing my Welcome Packet this week, so this is perfect timing! Thank you!

  8. Erin Wheeler says:

    This is such a great idea. I never thought of that! Thanks!

  9. Alison says:

    Thanks so much! I have a welcome packet that I print at home (new year resolution was to start printing in large batches at staples with my 30% coupons cause I am tired of fighting with my printer!!!) and I have been searching for the right folders. Since I started doing this, I get such a positive response from clients! I am going to create a different packet for my Intimate sessions, but I love the idea. Off to check out RIce for folders! 🙂

  10. Kerry says:

    Hey Leah, I attended both of your webinars (both- AAAAAmazing) this past year, and have written in my notes that you give out only your A La Carte prices before the premiere, not the other way around. Did I write that down wrong? If so, I’m confused now!

    • Let me see if I can clarify for you! 🙂 In emails I link to the full pricing guide BUT in the welcome packet I just include the collections because that’s what I want them to really focus on and be thinking about. They have access to the full PG because I of course want them to feel prepared and informed but I find that most haven’t looked at it by including the collections (only) in the Welcome Packet I know that they have at least seen those! 🙂 In regard to the pricing question… Both are shown in the Pricing Guide each under it’s own column. Hope this helps ya! Feel free to email me if you need better clarification! 🙂

  11. Brandy says:

    This is great! What do you do for repeat customers? Do they get one each time? Thanks!

  12. Erin says:

    Where do you buy your linen textured paper for .06/sheet? I am coming up empty on those prices. I already have my dessert/what to expect cards printed on a linen texture, it would be fun to match it all up.
    Thanks!

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