Welcome emails set the tone — and when they’re triggered automatically the moment someone signs up, they land right when users are most engaged.
The best ones are simple. They say “we’re glad you’re here,” give a quick win, and guide the user to take the next step — whether that’s exploring the product, booking a demo, or just clicking around.
And they work. Welcome emails have some of the highest engagement rates across all email types — with average open rates reaching 80%, which is impressive!
In this post, you’ll find 10 real SaaS welcome email examples that show exactly how to make a great first impression.
Let’s dive in.
Contents
What is a SaaS Welcome Email?
A SaaS welcome email is the very first message you send after someone signs up for your product, joins your waitlist, or starts a free trial.
It sets the tone for everything that follows. It’s your chance to say “You’re in,” show users what to do next, and make them feel confident about their choice. Whether it’s short and friendly or packed with helpful links, the welcome email is all about making that first impression count.
Great welcome emails are clear, warm, and focused on one thing: helping the user take the next step without friction.
Why Send Welcome Emails for Your SaaS?
The #1 reason to send a welcome email is to help new users feel guided from the very first moment. It’s not just a greeting—it’s your first shot at retention.
- Give users a clear first step after sign-up
- Set expectations for what comes next
- Show your brand personality early
- Reduce confusion and support tickets
- Start building trust from day one
Your onboarding starts the second they hit “sign up.” A well-crafted welcome email can be the difference between someone exploring your product—or bouncing after 5 minutes.
And later down the line, renewal emails help maintain that trust and long-term engagement you started here. Also, you can celebrate user growth with year in review emails that reflect progress and build loyalty.
When Should You Send Welcome Emails for Your SaaS?
You should send your welcome email immediately after someone signs up. It should hit the inbox within seconds—while the interest is still fresh.
- Right after account creation or free trial signup
- After joining a waitlist or early access program
- When someone subscribes to your product updates or newsletter
- As the kickoff to an onboarding sequence
- After completing a specific action like importing data or connecting an integration
The faster it lands, the better. Your welcome email should feel like a natural extension of the sign-up moment—not an afterthought.
Listed: 10 Welcome Email Examples from SaaS Brands Doing It Right
1. Musixmatch – Your music journey starts here
Musixmatch goes all in on community vibes and product value. Their welcome email introduces the platform with a clear mission, vibrant visuals, and playful messaging. From syncing lyrics to exploring podcast features, the email teases what’s possible without overwhelming the reader.
Why it works: It’s visually bold, emotionally warm, and guides you toward discovery without pushing a sale.
If you like Musixmatch’s example, then you might want want to take a look at the top email marketing tools for musicians.
2. OpenClassrooms – Welcome to a global learning hub
This email from OpenClassrooms is all about clarity. You get login info right away, plus a short explanation of what the platform stands for. It gives just enough direction to help a new user find their footing, without distracting them with too many CTAs.
Why it works: It’s practical and welcoming, perfect for users looking to get started without friction.
3. Toggl Track – Ready to start tracking time?
Toggl Track’s welcome email feels like a gentle push in the right direction. It opens with a warm note, then quickly gets into the product. You’re shown how to create your first time entry, download the mobile app, and even watch a demo. It’s paced well and doesn’t assume prior knowledge.
Why it works: It’s action-oriented, with simple language and multiple paths to engage deeper.
4. Webflow – Two ways to get started
Webflow welcomes you with options — start from scratch or use a template. This approach is especially effective for platforms with a bit of a learning curve. The layout is clean and straight to the point, helping new users make an immediate decision.
Why it works: It respects user autonomy and encourages exploration, no fluff included.
5. xTiles – Let’s plan your day, your way
This one feels like a warm hug for planners. xTiles focuses on simplicity and personalization, highlighting how their platform helps users map out ideas and manage tasks visually. The welcome email includes webinar invites, onboarding prompts, and a focus on mental clarity.
Why it works: It addresses a specific user persona (creatives, ADHD-friendly), showing instant value.
6. Calendly – Save 4+ hours per week
Calendly’s welcome email jumps straight into ROI. It’s checklist-driven and super practical, breaking down setup tasks like linking calendars and sharing availability. There’s also a gentle explanation about the 14-day trial to reduce confusion or churn.
Why it works: It’s all utility. You feel like your time is respected — and that’s what Calendly is all about.
7. Canva – Start designing now
Canva’s welcome email is colorful, confident, and full of options. The visual language mirrors the product — fun and accessible — and encourages users to take the first step without feeling pressured. Each feature is framed as a way to unlock creativity.
Why it works: It’s aligned with brand identity and speaks to every kind of user, from beginner to pro.
8. Closely – You’re in!
Closely keeps it lean and confident. No fluff, no multi-step walkthrough — just a quick confirmation that your account is active and you’re good to go. It’s ideal for users who already know what they’re here for and want to get moving fast.
Why it works: Minimalist and clear, with one strong CTA to dive into the product right away.
9. Gemini (Google) – Meet your AI assistant
This welcome email reads like an onboarding tour. It explains exactly what Gemini is, how it integrates with your devices, and what it can help you do. It’s informative but conversational, breaking technical details into readable sections with clear links.
Why it works: It blends education with excitement, great for more complex SaaS products.
10. Miro – Welcome to the team
Miro’s welcome email makes collaboration feel instant. It highlights team features, onboarding videos, and sets expectations for what new users can do next. The tone is positive and the design mirrors their board-based UI — which helps reinforce trust visually.
Why it works: It gets the user hyped to collaborate while providing enough guidance to get started fast.
How to Improve Your SaaS Welcome Emails
Make the first step crystal clear
Your welcome email should guide users to one simple action — set up their account, install the app, or start a walkthrough. Don’t overload them. One step is all it takes to build momentum.
Reinforce the value of signing up
People forget why they joined. Remind them. Whether it’s saving time, increasing revenue, or organizing chaos — bring their goal back into focus.
Keep the tone warm and casual
No need to sound formal. Talk like a real person welcoming someone in. A friendly tone sets the vibe for everything that comes after.
Show them where to get help
If they get stuck, what’s the next move? Link to your docs, onboarding flow, or support chat. The faster they find answers, the less likely they are to churn.
Set expectations
Let them know what kind of emails they’ll get next. Weekly tips? Product updates? This helps reduce unsubscribes and builds trust from day one.
It’s also smart to prepare users early on for future changes — like with these price increase emails that communicate updates clearly and fairly.
A welcome email isn’t the end of onboarding
→ It’s the beginning, and Encharge takes it from there.
Most SaaS tools stop at a single “thanks for signing up.” Encharge helps you build a full welcome journey — one that guides users to their first win, faster.
- Trigger welcome emails based on signup source, role, or plan
- Build multi-step onboarding flows with tips, feature updates, and CTAs
- Track user actions and adapt the journey in real-time
- Connects email, CRM, and product data in one place
- Trusted by 1,000+ SaaS companies to turn signups into power users
A great welcome sequence doesn’t just greet — it activates. Encharge helps you make every new user feel like they joined the right product.
After the welcome, keep the momentum going with lead nurturing emails that gradually guide users deeper into your product.
FAQ for SaaS welcome email examples
1. How do I automate welcome emails to new users of my app?
You can automate welcome emails by setting up a trigger that sends as soon as someone signs up or creates an account. The key is sending it immediately—while interest is still high. With Encharge, you can build a full welcome flow that adjusts based on user actions.
How to automate it:
- Set a trigger for signup or account creation.
- Write a warm, simple welcome message with a clear next step.
- Use Encharge to build a full flow with delays and follow-ups.
2. What should I include in a SaaS welcome email?
A good SaaS welcome email should greet the user, explain what to do next, and offer one action to take. Avoid overwhelming them with too much info upfront. Encharge lets you personalize the email based on the user’s role, plan, or intent.
What to include:
- A quick thank-you or welcome line.
- A single CTA (like “Create your first project” or “Invite your team”).
- Optional link to helpful docs, guides, or support.
A quick note if your product recently changed — pair your welcome with a rebranding announcement email to explain what’s new.
3. How to generate consistent profit with a welcome email flow?
A welcome flow can drive long-term profit by guiding users to value quickly, reducing churn, and converting free users into paid plans. With Encharge, you can build automated flows that nudge users toward key activation and upgrade points.
How to drive profit from your welcome flow:
- Map the path from signup to first value (e.g. sent email, created campaign).
- Break it down into 2–4 short emails.
- Use Encharge to track user progress and send upgrade nudges.
You can also ask what matters most to users with survey emails, then personalize their onboarding based on responses.
4. How many emails should I include in a SaaS welcome sequence?
Most SaaS welcome sequences work well with 3 to 5 emails spaced out over the first few days. You want to educate without overwhelming. With Encharge, you can create time-based or behavior-triggered flows that adapt to each user’s journey.
How to structure your sequence:
- Day 0: Welcome + clear first step.
- Day 1–3: Product tip or use case.
- Day 4–7: Social proof, case study, or upgrade nudge.
5. Can a welcome email improve user activation?
Yes—a well-timed welcome email can boost activation by showing users exactly what to do next. It sets the tone, builds momentum, and reduces confusion. Encharge makes it easy to trigger follow-ups if users don’t take that next step.
How to boost activation:
- Make the CTA ultra-clear (one action only).
- Include a short “what to expect next” line.
- Use Encharge to monitor user behavior and follow up if needed.
