# Customer welcome email prompt: free ChatGPT template > A ChatGPT prompt for a new-customer welcome email: what they signed up for, first steps in order, how to reach a person, and no features you don't have. Source: https://learn.ynteractive.com/content/prompts/customer-welcome-email-prompt · Updated 2026-10-01 · Free from Stepthrough (https://learn.ynteractive.com) [Customer emails](https://learn.ynteractive.com/content/prompts#job-customer-emails) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 1, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this when someone becomes a customer and you want their first email from you to be useful, not a wall of marketing. It writes a short welcome with what happens next, the first few steps in order and a real way to reach a person. Welcome emails are where AI drafts invent features and results ("fill your calendar in a week"), so the prompt limits it to what you listed. ## The prompt Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every `[BLANK]` with your own details. It uses the four parts from [Prompt Writing 101](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text Role: You are [YOUR NAME] at [BUSINESS], welcoming a new customer who just signed up. Context: The customer: [CUSTOMER]. What they signed up for: [WHAT THEY BOUGHT]. Their first steps, in order: [FIRST STEPS]. How to get help: [HELP]. Mention only features, dates and support options listed here, and promise no results. Task: Write a welcome email that thanks them, says what happens next, walks through the first steps, says how to reach a person, and ends with the one step to do today. Format: Subject line first, under 8 words. Under 160 words, first steps as a short numbered list. Friendly and plain, no hype. Sign with my name and business name. ``` ## Fill in the blanks **`[YOUR NAME]`** A real person they can reply to. **`[BUSINESS]`** Your business name and what you do. **`[CUSTOMER]`** Name, company and anything you learned when they signed up. **`[WHAT THEY BOUGHT]`** The plan or service, with dates that matter (trial length, first visit) and terms like "cancel anytime." **`[FIRST STEPS]`** Three or four steps in the order that gets them value fastest. **`[HELP]`** Real contact options and hours, such as "reply to this email, Monday to Friday, 8 a.m. to 6 p.m." ## Example, filled in **A made-up example** from the free lesson [Build a Custom GPT That Writes Sales Follow-Up Emails](https://learn.ynteractive.com/content/custom-gpt-sales-follow-up-email-writer). Northwind Scheduling Software is the made-up company in the Sales Follow-Up Emails lesson. Its playbook says every plan starts with a 14-day free trial, no setup fee, cancel anytime. A made-up cleaning company just started. Copy example ```text Role: You are Sam at Northwind Scheduling Software, welcoming a new customer who just signed up. Context: The customer: Rosa Diaz, owner of Brightway Cleaning, a team of 6 cleaners. What they signed up for: online scheduling software, starting with a 14-day free trial that began Oct 1; no setup fee, cancel anytime. Their first steps, in order: 1. Add your services and prices. 2. Add your cleaners and their working hours. 3. Share your booking link with customers. How to get help: reply to this email or book a 20-minute setup call with me; our support team answers email Monday to Friday, 8 a.m. to 6 p.m. Eastern. Mention only features, dates and support options listed here, and promise no results. Task: Write a welcome email that thanks them, says what happens next, walks through the first steps, says how to reach a person, and ends with the one step to do today. Format: Subject line first, under 8 words. Under 160 words, first steps as a short numbered list. Friendly and plain, no hype. Sign with my name and business name. ``` ## What a good answer looks like - A plain subject like "Welcome to Northwind, Rosa." - The trial terms stated once: 14 days from Oct 1, no setup fee, cancel anytime. - Three numbered steps, then "start with step 1 today." - The setup call and support hours exactly as given. ## How to check it before you use it An AI draft can sound right and still say something you never told it. Use the habit from the [Reply Faster lesson](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): check every promise, name, date and number against what you gave it before anything goes out. - Delete any feature you didn't list. "Automatic reminders" or "syncs with QuickBooks" might be true, but if it isn't in your facts you haven't checked it. - Delete results claims like "more bookings" or "save 10 hours a week." The sales playbook in the lesson bans them for good reason. - If the draft gives a trial end date, check it against your billing system. It's safer to add the exact date as a fact than to let the AI count days. - Make sure "support" isn't upgraded to "24/7." ## Why this prompt works The Context lists the only things worth saying in a first email; the Format's numbered steps make the email something to do, not something to read. The same "only from the playbook" rule powers the GPT you build in [Sales Follow-Up Emails](https://learn.ynteractive.com/content/custom-gpt-sales-follow-up-email-writer). ## Practice it in the free lesson **[Prompt Writing 101: Role, Context, Task, Format](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format)**: Ask ChatGPT for the same customer email twice, once vaguely and once with a four-part prompt, and see exactly why structure gets a better answer. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/prompt-writing-101) ## Terms used here [Role, Context, Task, Format](https://learn.ynteractive.com/content/glossary/role-context-task-format) · [Hallucination](https://learn.ynteractive.com/content/glossary/hallucination) · [Knowledge files](https://learn.ynteractive.com/content/glossary/gpt-knowledge-files) ## Related prompts - [New service announcement email prompt](https://learn.ynteractive.com/content/prompts/new-service-announcement-email-prompt): Copy a four-part ChatGPT prompt that announces a new service to existing customers: real price, real dates, one call to action… - [Lead magnet welcome email prompt](https://learn.ynteractive.com/content/prompts/lead-magnet-welcome-email-prompt): A ChatGPT prompt for the email that delivers a free guide: the link up front, one tip that fits the signup's form answers, no… - [Bookkeeping client onboarding email prompt](https://learn.ynteractive.com/content/prompts/bookkeeping-client-onboarding-email-prompt): Write the welcome email a new bookkeeping client actually needs: what to send and by when, how to share access safely, billing… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)