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How to use Welcome Letters in CoachNexa

Greet every new client with a warm, branded welcome letter — automatically personalised with their name.

⏱ About 5 min · Updated 25 Sep 2026

Here is how Welcome Letters works in CoachNexa, step by step.

  1. Open Welcome Letters

    Click Welcome Letters in the sidebar. You'll see your saved letter templates.

  2. Create a template

    Click + Create Template. Give it a name (e.g. "My Welcome Letter") and a title that the client sees (e.g. "A Letter From Your Coach").

  3. Write the body with merge tags

    Compose your message and drop in merge tags like {{client_first_name}}, {{company_name}} and {{current_year}} — they're replaced with real values when the letter is sent.

  4. Set the footer

    Add a closing/footer line (e.g. "© {{current_year}} {{company_name}}") so the letter looks polished and on-brand.

  5. Preview the letter

    Use the preview to see exactly how the personalised letter will read for a client before you send it.

  6. Send to a client

    From a client's profile (or the new-client flow), choose a welcome letter template to send. The merge tags fill in automatically.

  7. Reuse and refine

    Edit your template any time. Changes apply to future sends, so you can keep improving your onboarding message.

  8. What your client sees — Client receives the welcome letter

    The client gets a beautifully formatted, personalised letter — addressed by their first name with your branding — as their first touchpoint after signing up.

  9. What your client sees — Client feels onboarded and reassured

    A warm welcome letter sets the tone for the relationship and reduces early drop-off by making the client feel seen and supported from day one.

Tip: Keep it personal and short — a warm 4–5 line letter beats a long formal one for first impressions. Tip: Send the welcome letter the same day you add a client, while their excitement to start is highest.

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