Client Welcome Packs: What to Send New Clients and How
How to put together client welcome packs for new accounts: when to send them, what to include, how to present them and how they differ from staff welcome packs and client gifts.
By Zintora Team
Client welcome packs are branded gifts sent to a new client when the contract is signed or the project starts. They mark the beginning of the relationship, introduce the people the client will work with and put a few useful, well-made items on their desk. Choose quality over quantity, add a clear note and present it well.
This guide covers what a client welcome pack is and how it differs from a staff welcome pack or a one-off client gift, what to put in it, how to present it and how to plan delivery. Every product below comes from the live Zintora catalogue on 28 October 2026.
What a client welcome pack is, and what it is not
Three kinds of gift are often confused. Keeping them apart makes it easier to brief your team and your supplier:
- A client welcome pack marks the start of a relationship. It is sent once, at onboarding, to the people at the client who will work with you day to day.
- An employee welcome pack is for your own new starters. It is about belonging and practical kit for the first week; the employee welcome packs page and our employee welcome pack guide cover it.
- A client gift is a thank-you or seasonal gesture to existing clients, sent at any point in the relationship. Our guide to corporate gifts for clients covers how to choose those.
The difference matters because the message is different. A client welcome pack says "we are glad to work with you, here is how we will work together". It should feel like the start of something, not like marketing.
When to send a client welcome pack
Timing shapes the impression. The usual moments are:
- When the contract is signed, so the pack arrives before the first meeting.
- At the kick-off of a project, handed over in person or sent to the team ahead of a workshop.
- When a new contact joins the client's side, so new people at an existing account also feel welcomed.
- At the start of a retainer or a subscription, where the relationship is expected to last.
Agree internally who triggers the pack. In many companies it is the account manager, who knows when the contract is signed and who the contacts are.
Client welcome pack items from the catalogue
Pricing for your selection and quantity comes with your quote. Catalogue prices are ex VAT; printing and delivery are extra, UK import VAT and duties are paid on delivery. Every product page shows its own minimum.
| Product | What it includes | Minimum |
|---|---|---|
| Red Executive Gift Set | Matching notebook, pen, keyring and bottle in a presentation box with a fitted interior | Confirmed in the quote |
| Black & Cork Gift Set | Notebook, pen and bottle in a coordinated box with black, cork and wood finishes | Confirmed in the quote |
| Crate Premium Gift Box | Rigid box with a magnetic closure, custom-printed interior and fitted filling | 50 |
| Office card holder and pen pack | Card holder and metal pen | Confirmed in the quote |
| Elegant notebook and pen pack | Black A5 notebook and metal pen | Confirmed in the quote |
Ready-made sets
The Red Executive Gift Set combines a notebook, a pen, a keyring and a bottle in a red finish, presented in a box with a fitted interior. The bottle capacity, notebook dimensions, keyring finish and personalisation areas are confirmed when you request a quote. It suits clients where you want a coordinated, confident look.
The Black & Cork Gift Set brings together a notebook with a combined cover, a pen and a bottle with a black sleeve, in a coordinated box with black, cork and wood finishes. Capacity, dimensions, exact materials and marking possibilities are confirmed in the quote. It suits a quieter, more natural brand style.
Smaller packs
For a lighter welcome, or for a larger number of contacts, the Office card holder and pen pack and the Elegant notebook and pen pack are simple pairs that are used at work every day. Models, branding, packaging and minimum quantity are confirmed in the quote.
A box of your own
If you would rather choose the items yourself, the Crate Premium Gift Box is a rigid presentation box with a magnetic closure, a soft-touch laminated exterior, a custom-printed interior and die-cut foam or crinkle paper filling adapted to the contents. The logo is foil stamped on the outside and your message can go inside the lid. It comes in three sizes, with a minimum of 50. For more presentation options, see the branded gift boxes page.
What to put in a client welcome pack
A good pack has three parts: a few useful items, a personal note and a clear next step.
Useful items
Choose things a professional uses at work: a notebook for meetings, a good pen, a bottle for the desk. Avoid novelty items; they make the pack feel like a giveaway. Two or three quality items say more than six cheap ones.
A personal note
The note is the most important part. Write it for the client, not for a mailing list:
- Who they will work with. Names and roles of the main contacts on your side.
- How to reach you. The account manager's details and the best way to get in touch.
- What happens next. The first meeting, the kick-off date or the first delivery.
- A genuine thank-you. One sentence on why you are glad to work together.
A handwritten signature from the account manager, or from the team, makes the note feel personal.
A clear next step
The pack should lead to the first piece of work. A meeting date in the note, or a notebook to bring to the kick-off, turns the gift into part of the onboarding.
Branding: your logo, the client's logo or both?
A client welcome pack is about the client, so keep your own branding restrained. A small logo on the notebook or a foil-stamped logo on the box is enough. Some companies add the client's name or logo to show the pack was made for them; if you want to do that, ask the client's permission first, because brand guidelines often restrict how their logo is used. Ask in your quote request what personalisation is possible for each item.
Send logos as vector files (PDF, SVG or EPS). You approve the technique, position and size on a digital proof before production starts, and nothing is produced until you approve it.
Planning delivery to clients
Client packs are often sent to several contacts at different addresses, sometimes in different countries. A few practical points:
- Collect addresses properly. Ask your client contact for the right delivery address, and handle personal details in line with your data protection policy.
- Check office hours and reception. A pack left at a closed reception loses its moment.
- Hand over in person where you can. At a kick-off meeting, the pack becomes part of the first conversation.
- Plan a small reserve. New contacts join accounts; keeping a few packs ready means they get the same welcome.
Zintora delivers across the UK and internationally to Europe, the Middle East and Africa, Asia-Pacific and the Americas, to one address or to each recipient.
Timing your order
Because client welcome packs are sent through the year rather than for one date, many companies order a batch and send packs as accounts are signed. Work back from the first date you need them:
- Choose the items or the set and the box.
- Request the quote with logos as vector files and the quantity.
- Approve the digital proof.
- Production takes 10 to 20 working days after proof approval, confirmed in the quote.
- Add delivery time to one address or to each recipient.
For a regular onboarding flow, our packs page shows ready-made combinations that are easy to reorder.
Sustainability questions
Many clients now ask about the materials of the gifts they receive. If that matters to your client, ask with the quote for material details and documentation for the products in your selection. The only certificate we name is the GRS of The Tenth House, checked per lot. Certificates for other products are available on request.
Client welcome packs checklist
- Clear difference from staff welcome packs and seasonal client gifts
- Trigger agreed: contract signed, kick-off or new contact
- Two or three useful, quality items chosen
- Ready-made set or own selection in a gift box decided
- Personal note written with contacts and next steps
- Own branding kept restrained; client permission asked for their logo
- Logos ready as vector files
- Delivery addresses collected properly
- Small reserve planned for new contacts
- Order timed for 10 to 20 working days of production plus delivery
Frequently asked questions
What should go in a client welcome pack?
Two or three useful items for work, such as a notebook, a pen and a bottle, plus a personal note with contacts and next steps, presented in a good box.
How is a client welcome pack different from an employee welcome pack?
A client pack welcomes an external partner at the start of a relationship. An employee pack welcomes a new member of your own team and usually includes more practical kit and clothing.
How much does a client welcome pack cost?
It depends on the items, the box, the branding and the quantity. Request a quote with your selection and numbers, and the quote gives the total, including branding, preparation and delivery.
Can we add the client's logo?
It can be possible, depending on the item. Ask your client's permission first, and ask in the quote request what personalisation each item allows.
How long does an order take?
Production takes 10 to 20 working days after proof approval, plus delivery. The exact schedule is in the quote.
Ready to plan your packs? Browse the catalogue for more corporate gifts, or request a quote with the items, the number of packs, your logo and the first date you need them.