Harper & Lowe Family Law: Uncontested Divorce Client Onboarding Email Sequence
This is a six-email onboarding sequence for new uncontested divorce clients. It is sent by Dana Ruiz, Client Intake Coordinator, on behalf of attorney Mark Lowe. It welcomes the client, asks for the engagement letter and documents, and sends gentle reminders over a 10-day window. Every email steers clients to the secure Clio for Clients portal, keeps a calm and reassuring tone, and does not mention fees.
Assumptions
- Deadline: "Within 10 days" is treated as 10 calendar days from the welcome email (Day 0). The exact date appears as [Deadline Date]. If you meant business days, move the reminder days later to match.
- Engagement letter: Your inputs didn't say how the engagement letter is delivered or signed, so it appears as [Engagement Letter Signing Method]. Because the letter isn't signed yet, the welcome email does not say that representation has begun.
- Separate emails: The welcome and document request are kept as two emails (Day 0 and Day 1). This lets the client focus on the engagement letter and questionnaire first. You could combine them if you prefer (see Staff sending notes).
- Next steps: Next steps after all documents arrive are left as merge fields. Your inputs didn't describe the process after document collection.
Send Schedule
| # | When to send | Trigger/condition | Goal | |
|---|---|---|---|---|
| 1 | Welcome | Day 0 | Right after the client confirms they want to move forward | Welcome the client, set a calm tone, and point to the engagement letter and intake questionnaire |
| 2 | Document request | Day 1 | Always | Share the full document list, the portal link and the deadline |
| 3 | Friendly reminder | Day 4 | Only if items are still outstanding | Light check-in and an offer of help |
| 4 | Second reminder (specific items) | Day 7 | Only if items are still outstanding | List exactly what's still needed |
| 5 | Final nudge | Day 8 or 9 (1–2 days before [Deadline Date]) | Only if items are still outstanding | Gentle note on timing, plus an offer to help |
| 6 | All received and next steps | When every item is received | All items received and logged | Confirm receipt, thank the client, explain what happens next, and end the sequence |
The Emails
Email 1: Welcome (Day 0)
Subject line options:
- Welcome to Harper & Lowe Family Law, [Client First Name]
- Getting started with Harper & Lowe Family Law
Preview text: We're glad you reached out. Here's a simple first step.
Body:
Hi [Client First Name],
Welcome, and thank you for choosing Harper & Lowe Family Law. I'm Dana Ruiz, the Client Intake Coordinator, and I'll be helping you with the paperwork side of getting started, on behalf of attorney Mark Lowe.
We know this can be a stressful time. Our goal is to make this part as simple and calm as possible.
Your first two steps:
- Sign your engagement letter. You can do this through [Engagement Letter Signing Method]. Once it's signed, we can move forward with your matter.
- Complete the intake questionnaire. You'll find it in our secure client portal, Clio for Clients: [Portal Link]
Tomorrow I'll send a short list of documents we'll need, along with simple instructions for uploading them.
If you have any questions about these steps, just reply to this email or call us at (555) 201-8890. We're here Monday to Friday, 9am to 5pm.
Sign-off:
Warm regards, Dana Ruiz Client Intake Coordinator, on behalf of Mark Lowe Harper & Lowe Family Law (555) 201-8890 | Mon–Fri, 9am–5pm
Email 2: Document Request (Day 1)
Subject line options:
- Your document list for [Matter Name]
- What to upload, and how, [Client First Name]
Preview text: Everything we need in one list, plus how to upload it securely.
Body:
Hi [Client First Name],
As promised, here is the list of documents and information we need. Please upload everything to your secure Clio for Clients portal by [Deadline Date] so we can prepare your paperwork.
Upload link: [Portal Link]
What we need:
- Signed engagement letter
- Completed intake questionnaire (in the portal)
- Copy of your driver's license or passport
- Marriage certificate
- Last 2 years of federal tax returns
- 3 most recent pay stubs
- Most recent statements for all bank, retirement, and investment accounts
- Mortgage statement or lease
- Vehicle titles or loan statements
- Any prenuptial agreement (if you have one)
A quick note on security: Please upload documents through the portal only. Don't send tax returns or account statements by email. The portal helps protect your personal information.
I've attached a printable checklist to make this easier. It's fine to upload items a few at a time.
If you're not sure what something is or where to find it, just reply to this email. We're happy to help.
Sign-off:
Warm regards, Dana Ruiz Client Intake Coordinator, on behalf of Mark Lowe Harper & Lowe Family Law (555) 201-8890 | Mon–Fri, 9am–5pm
Email 3: Friendly Reminder (Day 4)
Subject line options:
- A quick check-in on your documents
- How's the document gathering going, [Client First Name]?
Preview text: No rush today, just checking in and happy to help.
Body:
Hi [Client First Name],
I wanted to check in and see how gathering your documents is going. We know life is busy, and some of these items can take a little digging to find.
As a reminder, everything can be uploaded to your secure Clio for Clients portal: [Portal Link]
We're aiming to have everything by [Deadline Date].
A few tips that may help:
- Pay stubs are often available on your employer's payroll website.
- Bank and account statements can usually be downloaded from each account's online login.
- Uploading items a few at a time is completely fine.
If you can't find something, or you're unsure which document we mean, just reply to this email. We'll help you figure it