Congratulations! When a potential client reaches out and shows interest in hiring you as their doula, it’s an exciting milestone in your business. Now it’s time to shine—by guiding them through the process with professionalism, clarity, and warmth. A smooth consultation process helps set clear expectations, builds trust, and ensures a positive start to your working relationship.
In this blog, we’ll walk you through exactly what to do when a potential client wants to hire you.
Step 1: Respond Promptly and Professionally
When you receive a request from a client who wants to hire you, respond quickly to show your enthusiasm and professionalism.
- Timing: Reply within 24 hours, preferably sooner.
- Tone: Use a warm, reassuring tone to make them feel comfortable and excited about working with you.
Example Response:
“Hi [Client’s Name],
Thank you so much for reaching out and for considering me as your doula! I’m thrilled to support you on this journey. To get started, I’d love to schedule a call or in-person meeting to discuss the details, answer any questions, and ensure you feel completely confident moving forward.
Are you available [provide 2-3 time slots]? I’ll also send over a client agreement and a quick outline of my services.
Looking forward to working together!
Warmly, [Your Name].”
Step 2: Confirm the Details of the Consultation
Before finalizing the agreement, confirm important details:
- Type of Support: Clarify what type of doula services they need (birth support, postpartum care, or both).
- Service Package: Review your available packages and pricing options to ensure they’re aligned with their needs.
- Scheduling: Offer dates/times for the initial consultation or first formal meeting.
- Method of Communication: Confirm if the consultation will take place virtually (via Zoom/phone) or in person.
Step 3: Prepare Your Client Agreement/Contract
Once the client expresses clear interest in hiring you, prepare your contract and outline your services.
- Use a professional template to include:
- Your role and responsibilities as a doula.
- Services provided (e.g., prenatal visits, labor support, postpartum shifts).
- Fees, payment structure, and due dates.
- Cancellation, refund, and rescheduling policies.
- Send the agreement to the client for review and signature.
Tip: Use tools like Newmom.me, Dubsado, HoneyBook, or HelloSign to simplify contract signing and make the process seamless.
Step 4: Schedule a Kickoff Meeting
Once the contract is signed and payment terms are agreed upon, schedule a kickoff meeting to get started. This meeting is your chance to set expectations, build rapport, and discuss their unique needs.
What to Cover in the Kickoff Meeting:
- Introductions: Build connection and trust—let them share their story, and you share a bit about yourself.
- Review of Birth/Postpartum Plan: If applicable, help create or refine a birth/postpartum plan.
- Services Overview: Discuss your services in detail, including prenatal visits, birth support, postpartum care, and communication methods.
- Availability: Explain how and when they can contact you (e.g., calls, texts, or emails).
- Logistics: Confirm due dates, locations, shifts, or on-call hours based on their needs.
Step 5: Outline Payment Terms
Be clear and transparent about your fees and payment structure.
- Confirm the following:
- Payment amounts (e.g., deposits, balance due).
- Payment schedule (e.g., installments, milestones).
- Accepted payment methods (e.g., bank transfer, PayPal, Venmo).
Tip: Offer a payment plan option if the client needs flexibility.
Step 6: Provide Helpful Resources
Demonstrate your value and commitment by sharing helpful resources to support their journey. This could include:
- Welcome Packet: An overview of your services, FAQs, and what to expect.
- Educational Handouts: Resources on topics like labor positions, newborn care basics, or postpartum recovery tips.
- Client Checklist: A birth or postpartum checklist to help them prepare.
This will immediately reassure the client that you are organized, knowledgeable, and ready to support them.
Step 7: Establish Boundaries and Expectations
To ensure a smooth working relationship, set clear boundaries and expectations from the start.
- Your On-Call Period: If you’re a birth doula, clarify when you’ll be on-call before the client’s due date (e.g., from 38 weeks).
- Communication Preferences: Define how and when they can reach you (e.g., text for urgent matters, email for general questions).
- What’s Included: Reinforce what’s included in their chosen package to avoid confusion later.
Step 8: Follow Up and Confirm
After the kickoff meeting, follow up with a confirmation email that includes:
- A summary of what you discussed.
- Any next steps (e.g., scheduling the first prenatal visit or postpartum shift).
- A reminder of your availability and on-call policies.
Example Follow-Up Email:
“Hi [Client’s Name],
It was so great to meet with you! I’m excited to begin supporting you during this special time. Here’s a quick summary of what we discussed:
- Services: [Briefly list services in their chosen package].
- Next Steps: [E.g., ‘Our first prenatal visit is scheduled for ___.’]*
Please let me know if you have any additional questions! I’m here to help.
Looking forward to supporting you!
Warmly, [Your Name].”
Step 9: Begin Building the Relationship
Now that you’ve secured the client, it’s time to start building a strong, supportive relationship.
- Stay Accessible: Respond to questions promptly and check in occasionally to show care and attentiveness.
- Be Organized: Keep track of upcoming meetings, milestones, and shifts.
- Offer Ongoing Support: Share additional tips, checklists, or personalized resources to build trust and show your value as their doula.
Conclusion: Professionalism Builds Lasting Trust
When a potential client wants to hire you, it’s not just about signing the contract—it’s about creating a warm, professional experience that leaves them feeling confident and supported. By following these steps, you’ll not only secure the client but also build a foundation of trust and care that defines your work as a doula.
Ready to welcome your next client? Take it step by step, and you’ll make an incredible impression every time! 💕
Ready to Get Certified as a Doula?
If you’re ready to start your doula career, the Newmom.me Academy’s Postpartum Doula + Newborn and Infant Care Specialist Certification Program offers:
✅ Comprehensive training in postpartum, newborn and infant care.
✅ Business tools to help you launch your practice.
✅ Flexible, self-paced online learning.
👉 Learn More and Enroll Today: https://www.newmom.me/academy
Still deciding? Drop your questions in the comments or send us a message! We’re here to help you find the path that’s right for you. 💕
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