Beefree blog

SaaS Welcome Emails: 7 Examples and Best Practices

Emily Santos
Emily Santos
Jul 6, 2023
SaaS Welcome Emails: 7 Examples and Best Practices
SaaS Welcome Emails: 7 Examples and Best Practices

A SaaS welcome email is like the opening act of a grand opera; it sets the tone, introduces the main characters, and creates an air of anticipation.In other words, it’s the very first point of interaction between your business and a new customer or prospect. Hence, its impact on customer engagement, retention rates, and the overall trajectory of the customer relationship can be significant.Research indicates that welcome emails generate 320% more revenue per email than other promotional emails. So, we're not merely discussing an introductory email here; we're exploring a crucial aspect of your customer engagement strategy.Simply put, welcome emails matter because they are an opportunity to make a strong first impression, onboard new users effectively, and start building long-term customer relationships.

The Essential Elements of Welcome Emails in SaaS

Creating a unique, engaging, and effective SaaS welcome email requires a careful blend of several key elements. Understanding these elements can empower businesses to formulate emails that resonate with their customers, therefore improving engagement and customer retention.Let’s review them.

Eye-catching subject line

The subject line is the precursor to the email body. It is the first aspect of the email that recipients see and plays a pivotal role in determining whether the email is opened—so an effective subject line needs to grab the recipient's attention immediately. A great subject line incorporates personalization or highlights an enticing offer to increase open rates.

Personalization and Tone

The tone of your welcome emails plays a significant role in determining how recipients perceive your brand.Personalized emails create a more intimate interaction, leading to increased customer engagement. This can range from simple techniques like using the recipient's name throughout the text or more advanced methods such as targeted content based on customer behavior.A friendly tone that aligns with the brand's image also makes emails more relatable and helps build trust, increasing the chances of long-term email engagement.

Relevant and Clear Call-To-Action (CTA)

The call-to-action (CTA) in your email is your guiding light for customer engagement; it directs your customers toward the desired outcome of the email.A relevant and clear CTA is one that aligns with both the content of the email and the overall objectives of your brand, with a direct, concise message that tells the recipient exactly what to do next.For instance, if the purpose of your email is to encourage a new user to begin using a feature of your SaaS product, your CTA could be "Start Using Now!" This CTA is relevant because it directly ties into the content of the email, and it's clear because it tells the user exactly what to do without overcomplicating anything.The CTA should be prominently placed within your email design, ensuring it catches the recipient's eye. A great way to do this is by using contrasting colors to make the CTA stand out. Above all, always ensure that your CTA text is compelling and clear.

Concise Messaging

The age-old adage, "less is more," indeed holds for email communication. The body of your welcome email should be concise, delivering only the most pertinent information to your reader.First, introduce your SaaS product and its primary value proposition to the user. Second, if there are important features that the user should know about to get started, highlight these briefly.Consider what your recipient needs to know to achieve the desired action and convey that information in as few words as possible. Does your user need to understand a specific feature of your software? Or perhaps they need to be reassured about your data security measures? For example, if your product is a project management tool, explain how it helps in task organization or team collaboration.Third, reassure your users about important aspects such as data security or customer support, if applicable.By condensing this information into crisp, clear sentences, you not only improve the readability of your email but also guide your recipients toward the desired action effectively. This approach ensures you deliver value while respecting your users' time.

Branding and Design

Consistent branding in your welcome email is essential for building brand recognition. Leveraging your brand elements, such as logos, colors, and fonts, can create a familiar and consistent experience for the customer.More importantly, a well-designed, aesthetically pleasing email reinforces your brand image, building customer credibility and trust.

Mobile Optimization

As more and more people adopt mobile devices, adapting your welcome emails for mobile platforms is a necessity. Ensuring that your email design is flexible, with accurate displays across a range of screen sizes, will make your communication accessible and user-friendly—regardless of the device being used.Read: Email Design for Mobile: Best Practices to Take Your Email Marketing Up A Level.

Successful Examples of SaaS Welcome Emails

Now that we've covered the importance and essential elements of SaaS welcome emails let's delve into real-world examples and templates provided by BeeFree. These examples demonstrate how top SaaS businesses utilize welcome emails effectively to drive customer engagement.

Asana Emphasizes Benefits

Asana’s welcome email is a testament to their understanding of users’ needs. The line, "What do you need to get done today?" instantaneously highlights the product’s value proposition.Within the email, they briefly outline the core features and advantages of using Asana, such as task management and project tracking, maintaining brevity while still demonstrating clearly their benefits.The prominent 'Add Your Task' CTA prompts users to take the next step and use the application. And the overall tone of the email feels friendly, helpful, and hopeful of their organizational day ahead with Asana.

Asana Saas welcome email example

Dropbox Displays the Power of Simplicity

Dropbox employs the power of simplicity to its advantage. Their welcome email stands out because of its minimalist design and straight-to-the-point content.The email immediately offers a 'Get Started' CTA button, directing users toward their first interaction with the product.Additionally, they provide a brief rundown on using Dropbox and provide the reader with clear next steps of what’s coming in the next few emails. The direct, uncomplicated approach reduces friction and eases the onboarding process for users.

Dropbox saas email template

Slack Leverages Personalization

Slack's welcome email use of simple yet effective email personalization. The email begins with a friendly greeting, addressing the workspace name created by the user. It then proceeds to provide a personalized URL for the user's workspace, which not only offers convenience to the user but also plants the seed of a unique, tailored experience—encouraging them to engage further with Slack.

Slack welcome saas email

Zoom's Guided Assistance

Zoom’s welcome email provides new users with a comprehensive starting guide. The email is thoughtfully structured, presenting users with various resources such as training webinars, video tutorials, demo invitations, and support links. This approach not only eases the onboarding process but also emphasizes Zoom's commitment to user success. By offering these resources right in the welcome email, Zoom ensures users can smoothly transition into using their platform.

zoom saas welcome email template

MailChimp Builds Connection

MailChimp’s welcome email establishes a warm, friendly connection with users from the start. The email begins with a personalized greeting, followed by a brief introduction to their services. They discuss the ease of creating campaigns with MailChimp and guide users to create their first campaign through several CTAs. This approach is effective in making new users feel valued and excited about their journey with MailChimp.

Mailchimp saas email

HubSpot Offers Resources

HubSpot keeps content itself to a bare minimum but speaks loudly with the few lines it does include in its welcome email. Brief lines like “Close deals faster” and “250,000+ other sales teams skyrocketing revenue” summarize the product’s key points while still encouraging action. This approach conveys HubSpot's desire for users to succeed and get the most out of their services, which can increase user engagement and long-term retention.

HubSpot saas email template

Trello Embraces Visuals

Trello's welcome email stands out with its visually appealing layout and vibrant colors. It delivers a concise yet informative message, guiding users on how to get started with their first board and introducing key features. Through its visually engaging design, Trello effectively conveys its brand persona of simplicity and creativity, setting the stage for a positive user experience that encourages exploration and productivity.

Trello email saas welcome template

Start Creating Your Eye-catching SaaS Welcome Email with a Template

Creating an effective welcome message from scratch can seem daunting. Thankfully, using a premade email template can help make the process smoother and quicker. Templates help with the heavy lifting of having to identify what to write and where. A great email template should be easy to edit. be engaging, and offer guidance on the content.

Beefree’s SaaS Welcome Email Template

BeeFree's own SaaS welcome email template serves as a prime example of an engaging and well-designed welcome email. It features a simple yet eye-catching visual design, a space to insert personalization, and a brief section to list off features—all elements a SaaS business needs to provide a seamless onboarding experience. The best part? All of Beefree's templates are mobile-optimized to save you time and effort.

Get the Most Out of Your SaaS Welcome Email

The welcome email plays a pivotal role in setting the tone for your customer relationship and should be treated as an opportunity to establish your brand’s voice and personality. As simple as it might seem, that means it’s one of the most important pieces of content you can produce for your SaaSSo, be sure to remember these key elements when writing a winning email: Make sure it is eye-catching, personalized, concise, and mobile-friendly. Use these tips, get inspired by the examples, and make the most out of your welcome emails to foster successful customer relationships.Ready to get started? Check out Beefree’s library of email templates for more inspiration or dive deeper into welcome email design examples.

Related posts

Email strategies you’ve likely heard of but haven’t implemented yet

While email marketing has come a long way and is changing faster than ever, there’s only so much you can do within 600x1,500 pixels. However, there are no limits to where your creativity can take you. 
Kruti Shah
Feb 5, 2025

How to Leverage Email Campaigns to Gather Sincere Product Reviews

What do customers think about your brand’s products? The best way to find out is to ask them directly, which you can do via strategic email campaigns. Keep reading to learn how!
Beefree team
Jan 22, 2025

How Beefree is Helping Email Makers Scale Their Production

2024 was a banner year for email markers everywhere. From sleek newsletters to interactive promos, you flexed your creative muscle to new heights and did it with a level of speed and efficiency that made crafting award-worthy emails look easy. Let’s dive into the numbers, trends, and stories that made this year unforgettable for email makers like you.
Beefree team
Jan 6, 2025

Email strategies you’ve likely heard of but haven’t implemented yet

While email marketing has come a long way and is changing faster than ever, there’s only so much you can do within 600x1,500 pixels. However, there are no limits to where your creativity can take you. 
Kruti Shah
Kruti Shah
5 Feb
2025

Now, let's be honest—you’ve likely heard about all of these rotating for the last few years. While email marketing has come a long way and is changing faster than ever, there’s only so much you can do within 600x1,500 pixels. However, there are no limits to where your creativity can take you. 

Let’s get into it.  

#1. Unique, tailored experiences 

Damian Grabarczyk, the co-founder and growth marketer of PetLab Co., says, “We faced the challenge of connecting meaningfully with an audience that expects more than one-size-fits-all communication.” 

When we speak about crafting tailored emails we mean going beyond the recipient's first name in the subject line. We’re talking about optimizing your entire email strategy to design multi-stage touchpoints to nurture leads across the customer lifecycle. As well as, leveraging data to send hyper-personalized, relevant, and engaging emails that feel less like a broadcast message and more like a conversation. 

Many are using AI machine learning algorithms and AI automation to analyze customer interactions, past purchases, browsing habits, website visits, and even social media behavior to curate engaging email content that resonates deeply with the real-time needs of recipients.

For PetLab Co this looked like including content such as an individual’s pet health history or product usage timelines. Damian Grabarzyk expands, “This approach transformed the conversion rate and strengthened customer loyalty. As we look ahead, I see brands in 2025 moving beyond generic personalization to adopt strategies that make customers feel truly understood and valued.”

On the other hand, many are leaning into user-generated content (UGC) for crafting tailored experiences. Customers today are more likely to trust the opinions of peers over branded messages. UGC like customer reviews, testimonials, videos, and photos are the best form of social proof depicting real people using and benefitting from your products or services. 

We see the benefits of using both AI and UGC to get the most out of your email conversions ;). 

#2. AI tools as an addition, not a substitution

Experts at NordPass state, "AI-powered content generation tools are not here to replace email copywriters and marketers. These tools make us more efficient. The smarter the tool is, the better equipped we are to create high-performing email content that drives results." 

AI tools can support us by significantly enhancing the speed, precision, and effectiveness of your emails. For instance while traditionally A/B testing has required a lot of time to analyze small variations with AI you quickly implement and test multiple email elements and make adjustments based on real-time engagement data. There are AI algorithms that can even predict which variations are most likely to resonate with different audience segments, leading to more accurate targeting and faster optimization.

In short, AI tools are revolutionizing the way we craft and optimize our email’s deliverability. There are many different types of AI solutions so we suggest finding the right one for your needs. 

#3. Even more transparency around data

With AI continuing to rise, folks are more and more concerned about where their data is going. That’s where zero-party data collection becomes a key strategy in email marketing, allowing you to gather data directly from customers rather than relying on third-party sources. 

Zero-party data includes information that consumers willingly share, such as preferences, interests, and purchase intentions. This data is often collected through surveys, preference centers, quizzes, or interactive content and is highly valuable because it is shared explicitly, ensuring accuracy and deeper personalization without privacy concerns associated with third-party tracking.

As privacy regulations tighten, zero-party data will empower you to deliver hyper-personalized email experiences while respecting user privacy. This approach will help you build trust, as customers feel more in control of their data, and you gain insights that lead to more relevant and engaging email content.

#4. The death of static emails

With attention span getting shorter day after day, digest-format emails are expected to rise in popularity in 2025. Presenting email content in an easy-to-scan, organized, and minimalistic layout will surely help deliver the most relevant information in a fraction of the time. 

Additionally, interactive emails will allow recipients to directly engage within the email without having to visit a landing page or website. Interactive elements like product carousels, polls, and quizzes create a dynamic experience that keeps subscribers engaged, especially in visually driven industries like fashion brands

So what now? 

You’ve heard these strategies before, but now it’s time to actually put them into action. The brands that win at email marketing in 2025 won’t just be sending emails—they’ll be creating experiences. Whether it’s hyper-personalized content, AI-driven efficiency, zero-party data collection, or interactive emails that break the mold, the key is to stay ahead of the curve.

So, what’s the first strategy you’ll finally implement? Your inbox (and your audience) are waiting.

How to Leverage Email Campaigns to Gather Sincere Product Reviews

What do customers think about your brand’s products? The best way to find out is to ask them directly, which you can do via strategic email campaigns. Keep reading to learn how!
Beefree team
Beefree team
22 Jan
2025

What do customers think about your brand’s products? The best way to find out is to ask them directly, which you can do via strategic email campaigns.

Email makes gathering authentic product reviews quick and easy. By collecting sincere feedback, you can build trust, increase sales, boost loyalty, and innovate product improvements. 

That said, requesting reviews via email requires precise timing, personalized messaging, and lots of engagement optimizations. But don’t worry—we’ll walk you through some key steps to create email campaigns that deliver the valuable feedback you need.

Why product reviews matter

Product reviews do more than confirm that you're meeting customers’ needs. Sincere feedback drives loyalty and sales, offers valuable customer insights, and helps you develop a strategic product development roadmap.

  • Fosters customer loyalty: Requesting and listening to feedback makes your customers feel valued and heard. It demonstrates that you prioritize customer satisfaction, which helps you build stronger, long-term relationships. Review requests also act as re-engagement emails by starting new conversations with customers.
  • Increases sales: Social proof drives sales. According to a recent survey by Power Reviews, 90% of potential customers use online reviews to make purchasing decisions. In fact, reviews have more influence over purchasing decisions than product prices. Turning product reviews into customer testimonials and encouraging reviews on third-party sites can significantly boost sales.
Image sourced from powerreviews.com
  • Builds Customer 360 insights: Customer feedback delivers insights into customer needs and sentiments, enriching Customer 360. Exactly what is Customer 360? It’s a unified, 360-degree view of customer data. It empowers you to tailor products and customer experiences to meet individual needs and preferences. 
  • Drives product improvements: Sincere customer feedback reveals what target customers like/dislike about your products. It provides key insight into their value, functionality, and usability, unlocking large-scale development opportunities.

How to create an email campaign to collect product reviews

Want to unlock the power of product reviews? Let’s explore how to create email campaigns that encourage customers to share their feedback.

Segment your audience

Like promotional emails, product review requests shouldn’t be sent to every subscriber.

If subscribers haven’t had the chance to try your product, product review requests will feel irrelevant and may trigger unsubscriptions. So, only send review email requests to customers recently trying your product.

You can do this by segmenting your email list based on where customers are in the buying cycle. Target loyal customers, recent purchasers, and first-time buyers with tailored email campaigns. This ensures that you’re sending emails to customers most likely to respond with insightful feedback.

Write a compelling email subject line

According to Superoffice, 33% of people open an email based on the subject line. 

Image sourced from superoffice.com

To get the click-through rates you want, your email subject lines should be personalized, relevant, and engaging. Here are some examples:

  • Did you love [product]? Or hate it? Let us know!
  • We value your opinion — help us improve!
  • We want YOU to help us make our product better!
  • Up for a discount? Share your feedback for 10% off! 

Learn more > Tips for writing open worthy subject lines.

Optimize for customer engagement

A successful email marketing strategy relies on customer engagement. Here are some key email elements you need to encourage interactions.

  • An attractive email design: With the right layout, color scheme, typography, and images, you ensure easy readability and promote interaction. Use these engagement-boosting email design best practices to help you create a design that boosts conversion rates.
  • Gratitude and value: Thank customers for reading the email and explaining why their feedback is so important. Also, consider including a personalized Gmail email signature with your content details to build trust and encourage customers to engage with your review request. 
  • Personalized, relevant content: Personalized email content motivates engagement. Use customer data platform (CDP) data to tailor messages to individual customers. What is a CDP? It’s a centralized platform that collects and unifies customer information, building comprehensive customer profiles. 
  • Incentives: Offering a small discount can motivate customers to leave reviews, especially first-time buyers. That said, incentives can (sometimes) generate insincere reviews, so stress the importance of honesty. 
  • A strong call-to-action (CTA): Your CTA should direct readers straight to the reviews submission page. Use clear CTAs with bold buttons and typography to make it stand out.
  • Mobile responsiveness: If your emails are slow to load or don’t display correctly on mobile devices, your bounce rate will spike. Leverage solutions that offer advanced mobile optimization features — such as Beefree— to create responsive emails every single time.

Ask specific, concise questions

Complex, drawn-out questions that are too open-ended can disengage customers. So, get straight to the point with concise, direct questions. Here are some examples:

  • What did you think of [specific product feature]?
  • How often do you use our product?
  • What are your favorite/least favorite features?
  • How likely are you to recommend this product?
  • What could we do to improve our product?

Use a mixture of closed and open-ended questions to increase your chances of receiving meaningful responses.

Make it easy to respond

The easier it is for customers to leave a review, the more responses you’ll receive. So, make the process as seamless and convenient as possible. One way to do this is with survey emails.

Email surveys have high response rates. They can be completed within the email with minimal effort, which is a big plus for busy customers. And, they can generate a wealth of quantitative data and metrics that are quick to analyze, leading to faster improvements. BeeFree has an extensive collection of email survey templates to suit every need.

For longer review requests, include a CTA that directly links to the review submission page. Review forms should use simple, clear language, be optimized for mobile, and have a progress bar. 

You could even provide your telephone contact details to allow customers to leave a review via telephone. It’s the preferred communication method for 55% of Baby Boomers according to Hubspot, so it’s worth considering. 

Leverage small business telephone services from Vonage to access call center capabilities like virtual receptionists and CRM integrations, streamlining processes.

Also consider directing customers to leave reviews on popular review sites, such as Google and Amazon.

Optimize email timings

If you send product review requests too early, there’s a chance your customers won’t have tried your product yet. But if you send them too late, your customer might have forgotten their experience. 

So, when’s the best time to request reviews? 

Aim to send review requests within 7-14 days post-purchase. This gives customers a chance to try the product a few times, leading to more sincere, meaningful reviews. Plan for seasonal surges such as Black Friday and incorporate them into your schedules.

Key takeaways

Do email campaigns work for gathering valuable product reviews that drive improvements, boost trust, and increase sales and loyalty? 

Absolutely — but they need to be strategic.

To generate sincere reviews and valuable data, ensure your marketing emails are personalized, engaging, and optimized for convenience. And, use email list segmentation and marketing automation to ensure they’re sent to the right customers at the right time.

Stay informed on all email trends

From the latest creative design strategies that inspire your next campaign to industry best practices and tech advancements, our newsletter is the go-to for all things creation.

Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.
By clicking Subscribe you're agreeing with our Privacy Policy