The problem
Every new client relationship starts with the same paperwork mountain. You have the fact-find, the risk questionnaire results, the terms of business, and the regulatory disclosures — and somehow you need to stitch these together into a coherent onboarding pack that feels personal, not photocopied.
Most advisers spend two to three hours per new client just formatting documents, writing welcome letters, and drafting the initial summary of what was discussed. That time adds up fast. If you onboard four new clients a month, that is up to twelve hours spent on admin that could be spent on advice.
The frustration is not just the time. It is the inconsistency. Some clients get a beautifully written welcome letter, others get something dashed off at 6pm on a Friday. Your service should feel the same for every client.
The system
Step 1: Capture the fact-find data (Notion AI)
Create a Notion template for your client fact-find. After your initial meeting, use Notion AI to tidy up your notes into a structured summary with these sections: personal details, financial position, protection needs, investment objectives, risk profile, and agreed next steps.
This becomes your single source of truth for the onboarding documents.
Step 2: Generate the welcome letter (Claude)
Open Claude and paste in the structured fact-find summary. Then use this prompt:
"You are an IFA working in the UK. Using the client information below, write a warm, professional welcome letter for a new client. The letter should: confirm what was discussed in our initial meeting, summarise the key financial goals they shared, explain what happens next in the advice process, and make them feel confident they have made the right choice. Use plain English, avoid jargon, and keep it to one page. Do not use em dashes. UK spelling throughout.
Client details: [paste your Notion summary here]"
Review and adjust the output — it will typically need only minor tweaks.
Step 3: Draft the suitability summary intro (Claude)
Use a follow-up prompt:
"Now write a short opening paragraph (150 words) for a suitability letter that explains why this client came to us and what their primary objectives are. This will appear at the top of a formal suitability report. It should be written in third person and reference the fact-find date."
Step 4: Compile and personalise (Notion AI)
Paste both outputs into your Notion onboarding template alongside your firm's standard terms of business. Use Notion AI to check for consistency in tone and flag any sections that feel generic or mismatched.
Send for review, make final edits, and dispatch.
The results
Before: 2.5 hours per new client across welcome letter, summary, and initial suitability intro.
After: 35 minutes, including review time.
The letters are more consistent, more personal, and clients frequently comment positively on them during their second meeting. One adviser using this system said a client told her it was the most professional onboarding they had experienced from any financial services firm.
The key shift is treating Claude as a first drafter, not a final author. You bring the relationship knowledge; it brings the structure and speed.