Hi Everyone,

For all you VA's who have landed clients - Do you send them a welcome package? My husband and myself just launched our company and we're about to sign up our first client. I would like to send my client, and future clients, a welcome package. I would include a thank you letter for doing business with us, the agreement stating the type of package chosen, a list of our services, our payment policy and a business card. Has anyone ever done this? I think that I might need a specific type of folder (the type that has a slot for business cards). Are these expensive?

You're definitely on a roll. Sounds like you have wonderful instincts. The welcome package will be much appreciated by your clients, and it's worth the small cost of a folder with card slots. I'd suggest one with pockets inside, too, as papers stay in the folder so much more easily that way.
I'm envious ... can't wait to make up a welcome package for my first serious client!

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Mary H. Ruth/Virtual Writing & Communications
http://www.writingVA.com

I bought some white folders from Office Depot that are not very expensive and they have a card slot in them. I printed white mailing labels with my company logo on them to put on the front of the folder. I put my business card in the card slots on the inside and include a welcome letter, a copy of the signed contract, a completed W-9 form, a brochure and other misc. information.

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Rebecka Melson ~ Virtual Business Services

If you have a local warehouse like Costco or Sam's club you can usually get a pack of 20 or 25 of high quality folders (in thin plastic or heavy paper, with a slot for business cards) for less than $20. Office Depot (online) is another great resource for those specialty items in bulk, especially if you get them during a sale.

If you're going to print out your logo it's nice to add that to the front of the folder as well

There's actually a great thread here that you might find useful, about a customer welcome packet.

(I think I was posting at the same time as Rebecka! Sorry for the repeat on some info...)

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Thanks Rebecca, forgot that W-9 form, the rest of my welcome package is basically the same. I have mine in PDF format, but I do like the folder idea

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Deb Frawley
Gem's Virtual Office

Thank you for all your tips. This forum rocks!! I'm a little confused about one thing though,...the W9 form. Why would you need to send that to a client?

Guys,

Thanks for mentioning the W9 form. I hadn't even thought of it. I'll be adding that to my welcome package.

Slim, If the client pays you over $600 in a year he should send you a 1099 form. The W-9 form tells him who to pay and where to send it. You could wait for them to send you a request for one, but I opt to send it up front. It also helps to make sure they make the payments out to the correct entity.

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Rebecka Melson ~ Virtual Business Services

Originally Posted by Rebecka

I put my business card in the card slots on the inside and include a welcome letter, a copy of the signed contract, a completed W-9 form, a brochure and other misc. information.

I have the majority of these items in my welcome kit but I didn't think of the W-9 - good idea!

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Tracy Lynn
Virtual Alliance 2U - "Connected Virtually to Your World"
Virtual Connections 2U - Blog

Originally Posted by Rebecka

I bought some white folders from Office Depot that are not very expensive and they have a card slot in them. I printed white mailing labels with my company logo on them to put on the front of the folder. I put my business card in the card slots on the inside and include a welcome letter, a copy of the signed contract, a completed W-9 form, a brochure and other misc. information.

Why do I need a w-9. Can I just keep track of my earnings? my business is incorporated does it make a difference?