Name the portal after your agency

Use your agency name in the title and the email that carries the link. A vendor name in the subject line makes the message look like a new subscription they did not buy.

Match the tone of your other mail. A playful studio with a severe system email feels like a phishing mismatch. A serious firm with a jokey template feels the same kind of wrong.

Put your mark where the login is. You do not need to reskin every button to earn trust. Consistency beats a theme that fights the text.

Check contrast. A trendy pale logo on a pale field fails the client who is approving from a sunny window.

Messages about reviews should come from a domain you own, or at least a name they recognize. Introduce the address at kickoff so the first notification is not a surprise.

Ask them to whitelist it. This is dull and it prevents the "I never saw the approval" month.

The portal is the agency's door. Personalizing every screen with the account manager's nickname makes a handover look like a new company. People can change. The door should stay.

A footer with a support address that more than one person reads is safer than a first name only.