Message templates for

  • Quick Intro Email
  • Special Offer Email
  • Cold Contact Email
  • Referral Contact Email
  • Hello Again Email
  • Simple Follow-Up Email
  • Book a Meeting Email
  • Video Follow-Up Email
  • Conversation Refresher Email
  • Customer Follow-Up
  • Simple Payment Request Email
  • Monthly Payment Reminder Email
  • Deposit Request Email
  • Milestone Payment Request Email
  • Booking Fee Request
  • Thank You for Hiring Me Email
  • Booking Confirmation and Thank You
  • Payment Thank You
  • Review Received Thank You
  • Referral Given Thank You
  • Reminder Email
  • Late Payment Request
  • Late Work Finished Email
  • Delay Explainer Email
  • Really Late Stuff Email

Quick Intro Email

This intro email features a place to compliment the customer on their business. Add a unique line about what makes them successful or interesting.

Subject

Ready to be EVEN MORE AMAZING?

Message

Hello Mike,


My name is Tim Davies and I’m a freelancer specialising in marketing and SEO. 

I’m writing because I’d like to talk with you about how I can help your company. Somerset Pest Control is doing really well in its first year of business. 

I think I could help you increase your website traffic by 12% each month through blogs, social media posts, and targeted SEO campaigns.

Please have a look at www.timdavies.com for more info or send me a message. I’d be happy to set up a chat with you.


Thanks,

Tim Davies



Special Offer Email

Do you have a special offer for new clients? This is an email template you can use to contact new clients about your fantastic deal.

Subject

 50% OFF 1st MONTH for NEW customers in 2022

Message

Hi Sarah,

This is Tim Davies. I’m a freelancer offering professional marketing and SEO services.

I’m contacting you to tell you about an offer I have for new customers. I can offer you 50% off your first month of my award-winning marketing and SEO services to grow your website traffic.

If this sounds good to you, then let’s have a chat. 

Please ring me on 01234567890 or respond to this email. I’ll be happy to talk with you about how I can help your business.

Thanks,

Tim Davies

Cold Contact Email

Everyone needs an email template for cold contacts. You can use this one and throw in some of your top stats and accomplishments.

Subject

3 numbers that could BOOST YOUR BUSINESS

Message

Dear Steve Fisher,

My name is Tim Davies and I’m writing to you about my marketing and SEO services.

I’ve been helping customers like you get brilliant results for over 15 years. I’d love to chat with you about how we could work together.

Here are some things I offer:

  • Website traffic increases averaging 8% per month
  • PPC campaigns returning an average of $8.50 for every $1 spent
  • SEO efforts regularly bring my clients’ websites to the top of Google results.

I’m sure I can help you as well. The first step is setting up a chat. 

Just send me a reply and we can work out the details.

Thanks,

Tim Davies

Referral Contact Email

Have a referral from a friend or contact? Use this template to reach out to them and offer your services.

Subject

We’ve got a mutual friend in Cheryl Stokes

Message

Dear Susan Browning,

I’m Tim Davies and I’m writing because Cheryl Stokes thought you could benefit from my marketing and SEO services. They gave me your contact information, so I’m reaching out to see how I can help you.

I’ve been offering marketing and SEO services for over 15 years. I’m sure I can help you with your needs.

Would you be interested in a free chat to talk about your plans? If so, then when is a good time to set up a chat?

Thanks,

Tim Davies

Hello Again Email

Freelancers meet potential customers in all kinds of places. You can use this email template to say hello again, remind them of how you met, and explore potential collaborations.

Subject

Wasn’t the CoC BBQ great? I was pleased to meet you!

Message

Hello Mitch,

It was a pleasure meeting you at the Chamber of Commerce BBQ. Thank you for giving me your contact details. I’m writing now to follow up on our conversation.

You mentioned you want marketing and SEO services. I’m sure I can help you with my professional skills. I’d love to set up a meeting for us to chat over a cup of coffee or have a more formal discussion.

When would be a good time to chat?

Thanks,

Tim Davies

Simple Follow-Up Email

Use this template when the prospect doesn’t reply. You’ll want to keep the same subject line, but add a bit more value to your email.

Subject

Did you know I also offer business branding?

Message

Hello Mark,

I didn’t hear from you after my last email, so I wanted to drop you another message to tell you a bit more about my services.

In addition to graphic design services, I also help clients with business branding. Doing both these things at once for clients helps them get better results with less spending.

I’m sure you’d like better results and a lower budget.

When is a good time to chat about how I can help you?

Thanks,

Tiffany King

Book a Meeting Email

Want to set up a meeting with a client and help them book it? This is a great email to send because it makes it easy for your lead to book the meeting by including a Calendly link.

Subject

Improve your logo and branding with a 15 minute meeting

Message

Hi Rebecca,

I noticed you haven’t responded to my previous email, but I’m sure you want to improve your company’s logo and branding.

To make it easier to get going, here’s a link to my Calendly feed. Let’s set up a quick 15-minute chat to talk about how I can help you.

[Calendly_link]

After our chat, we can see where we go from there.

I look forward to talking to you!

Kind regards,

Tiffany King

Video Follow-Up Email

A great way to impress clients is to include a video in your follow-up email. The trick is to make a short video, keep it simple, and end with a clear call to action. To reduce email file size, it’s also a good idea to upload your video to somewhere like YouTube or Vimeo.

Subject

 70 seconds of VIDEO could BOOST your business

Message

Hello Brian,

My last email mentioned some of my services and how I can help you. I thought I’d try to get things moving by taking a few seconds to tell you more about what I offer.

Here’s a 70 second clip I recorded to tell you a little more.

Life as a #digitalnomad

Please have a look and then let’s set up a call to talk about how we can work together.

Thanks,

Tiffany King

Conversation Refresher Email

If you’ve already had a meeting or a call with a client and they’ve gone quiet, this email template is what you need to get things moving again.

Subject

3 suggestions to TAKE the NEXT STEP

Message

Hi Mel,

It was great to chat two weeks ago during our discovery call. We had some good ideas and a few things we could launch.

Here’s how I think we could proceed. Please have a look and let me know what you want to do:

  • Create a design brief for the new company branding
  • Deliver two initial drafts of the new logo
  • Schedule another meeting to discuss some fresh ideas

Any one of these would be a great way to begin working together.

When you’re ready, please let me know and we can get started.

Thank you,

Tiffany King

Customer Follow-Up

Following up with customers in the public is a little different, and you want to be really friendly. Here’s a quick follow-up email for your services.

Subject

 Thanks for your interest. Can we chat?

Message

Hi Kelly,

Thanks so much for your interest in my graphic design services. I’d love to chat with you more about how I can help you.

Looking ahead, here are a few ways we can get started:

  • Let me know a good time to chat and I’ll call you.
  • Visit my website at www.tiffanyking.org.no to book your design appointment.
  • Schedule a video chat with me here [Calendly_link]

I’m super pleased you’re interested. Let me know how I can help you.

Sincerely,

Tiffany King

Simple Payment Request Email

Here’s a standard email you can use when sending a client an invoice. It’s really simple, doesn’t clutter up anyone’s inbox, and gets the job done.

Subject

 Invoice Attached for WordPress Development

Message

Hello Anthony,

Thank you for letting me provide WordPress Development services to you. I’ve attached an invoice for payment. 

The total amount outstanding is $2,640.00. Please arrange payment within 14 days.

If you have any questions at all, please send me a message or call me.

Thank you,

Louise Packard

Monthly Payment Reminder Email

Many freelancers choose to work on a retainer or monthly fee basis. Here is a template you can use to bill your clients and also remind them why you’re the best. All you need are a few positive results or highlights to include.

Subject

3 Highlights from May. Invoice also attached.

Message

Hi Brittany,

Thank you for continuing our partnership for another month. Here are some of the highlights of this month:

  • Debugged the new product search feature
  • Implemented a simple calculator for shipping costs
  • Integrated the reservation plugin to the order system

It’s also billing time, so I’ve attached an invoice for May. The amount due is our normal fee of $3600. Please arrange payment within 7 days.

Thank you again for this collaboration. I’m enjoying our work together and hope you see the value of these results as well.

Sincerely,

Louise Packard

Send messages at the right time with Indy.

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Deposit Request Email

One of the best things you can do to protect your cash flow and income is ask for a deposit for your services before you begin working. You can use this template to request payment for the deposit and begin working. All you need is a contract and deposit invoice to attach.

Subject

Arrange a deposit to LAUNCH YOUR PROJECT

Message

Hello Charlie,

Thank you so much for agreeing to work with me. As we discussed, our work will begin with a contract and a deposit. I’ve attached the contract and deposit to this email.

The amount of the deposit is $2,600. Once you arrange payment, our contract will start and I’ll get to work for you.

If you have any questions, please reach out to me by email or phone.

Thank you,

Louise Packard

Milestone Payment Request Email

Many projects run for weeks or months before finishing. Along the way, freelancers set milestones for their clients. Once these are achieved, a partial payment is made. This is a simple email template you can use to ask for a milestone payment.

Subject

We just PASSED A MILESTONE! Invoice attached.

Message

Hi Trevor,

We recently finished the first drafts of our project. Everything seems to be progressing according to the project plan we discussed in the beginning of our work. 

Here are some highlights of the project so far:

  • Full site structure is now in place for content
  • Major functions, such as Shopify integration, have been implemented
  • Backend setup, hosting, and reporting are installed

As we discussed, a partial payment is due now that we have completed this stage of the project. 

I have attached an invoice for this milestone payment. The amount due is $945.00. Please arrange payment within 14 days.

In the meantime, I’ll be starting on the next phase of the project.

If you have any questions, please send me an email or call me.

Many thanks,

Louise Packard

Booking Fee Request

Freelancers in service industries, like photographers or beauty therapists, normally ask for a deposit to secure a booking or appointment. We’ve created a simple and friendly email template you can use to ask for this deposit.

Subject

 SECURE YOUR BOOKING by paying the booking fee

Message

Hi Julie,

Thank you so much for your reservation! I’d love to help you with my party entertainer services on April 3rd.

I charge $60 to secure appointments. You can pay this using any of these methods:

  • PayPal at Louisetheclown@gmail.com
  • Visit my payments page for card payments louisetheclown.com/payments
  • Call me on (715)342-9854 for payments over the phone

It will be great to set this booking up and confirm the date. Once you arrange payment, a confirmation email will be sent to the email address you provided.

I’m really looking forward to working with you!

Thanks,

Louise Packard

Thank You for Hiring Me Email

One of the first things you want to say thank you for is being hired. You found a potential client, sent them a proposal, and they have entrusted you with their project and money. Use this simple email to drop them a quick thank you.

Subject

Thank you for hiring me!

Message

Hi Dave,

Thank you for our conversation and for trusting me with your website development project. I’m really looking forward to working with you!

As we get started, please let me know if you have any questions or suggestions. Otherwise, I’ll just begin with the work we’ve already discussed.

Thank you!

Brian Stephens

Booking Confirmation and Thank You

Freelancers offering specific services should send a thank you note that also doubles as a booking confirmation. This will give your customers a cheerful confirmation of their appointment. Here’s an email template you can use to say thank you for a booking.

Subject

 BOOKING CONFIRMATION for wedding photography services

Message

Hi Stephanie,

Thank you so much for booking my wedding photography services. Your appointment is confirmed and everything is ready to go.

Between now and your wedding, please get in touch if you think of any questions or have suggestions for me.

I look forward to working with you!

Sincerely,

Brian Stephens

Payment Thank You

Getting paid is a great feeling. Be sure to spread the goodwill a little and thank your customers for their payment. We’ve created a simple email you can use to say thank you for payments received.

Subject

Thank you for your payment!

Message

Hi Nathan,

Thank you for paying Invoice #6235. I really appreciate your business and the opportunity to work with you.

If you have any questions about the project, please get in touch by phone or email.

Thank you!

Brian Stephens

Review Received Thank You

Social proof is becoming increasingly important, so many freelancers are asking clients for reviews. These are great for building your portfolio or adding to your internet presence. Here’s a quick email template you can use to say thank you for a good review.

Subject

Thank you for your review!

Message

Hi Felicia,

Thank you so much for your kind review. Building a solid reputation for delivering quality work is one of my goals, so thank you again for helping me achieve this.

If there is anything else I can do for you, please get in touch. I really enjoyed working with you!

Sincerely,

Brian Stephens

Referral Given Thank You

Many freelancers build their client base through referrals. When someone refers a new client to you, it’s a super idea to say thank you. Use this email template to say thank you quickly. We’ve added in a line you can complete to add a small gift if you want to do so.

Subject

Thank you for the referral. GIFT INSIDE!

Message

Hello Kevin,

Marcia Daly recently contacted me because you told them about my web design services. I really appreciate your referral and the vote of confidence in me.

Here’s a small way of saying thank you:

[link_to_gift]

If there is anything else I can do to help you, please let me know. I’d also be happy for more referrals from you, so please pass my details to anyone you think could benefit from my web design services.

Thanks again,

Brian Stephens

Reminder Email

What do you do when you’re waiting on a crucial file or bit of paperwork? Simple. You just ask for it. Here’s a polite and simple email template you can use to remind someone to get moving.

Subject

Did you forget? Let me know...

Message

Hi Quincy,

I was expecting your project requirements by last Tuesday. I’m sure you’re on top of it, but I can’t seem to find the project list.

Can you give me a quick update please?

Thank you so much!

Albert

Late Payment Request

Late payments can really mess with your cash flow and business finances. When someone misses a payment, here is a quick reminder email to jog their memory. Just fill in the amount due and remember to attach your invoice.

Subject

Please arrange payment ASAP for overdue invoice

Message

Hello Brian,

Thank you for our work together. Recently, I sent an invoice to you. I can’t seem to find payment for this invoice yet, though. The due date was September 7th. The amount outstanding is $1255.00.

I’ve attached the invoice in case it was lost in the shuffle somewhere. Please arrange payment as soon as possible.

Thanks,

Albert Goodman

Late Work Finished Email

Sometimes, we all miss deadlines. If you’ve missed a deadline but you’re finished now, here is a simple email to let the client know you’re finished.

Subject

Phew! It’s all finished now. Please take a look.

Message

Hello Roberta,

I was expecting to finish the blog articles sooner, but the work took a little longer than expected. However, it’s done now. 

I’ve attached the finished work to this email. 

Please have a look and let me know what you think.

Sorry it was a little late!

Thanks,

Albert Goodman

Delay Explainer Email

When something is overdue and you’re not finished yet, it’s still good to communicate with your clients. You can use this simple email to let them know you’re running late and update them with a new delivery date.

Subject

Progress update and revised delivery date.

Message

Hi Nicki,

I’m writing to let you know the work on the SEO audit is taking longer than we planned. The original due date was last Monday, but now it looks like I should finish the job by Friday.

The delay has been caused by a few things:

  • Receiving answers from the dev team slowed by scheduling difficulties
  • Unusual configurations have taken longer to decipher

I apologize for the wait. I should get this to you by the new delivery date.

Please get in touch if you have any questions.

Many thanks,

Albert Goodman

Really Late Stuff Email

What do you do when something is really late? Here is a flexible email template you can use to show your client how serious the delay is for their project. You’ll need to add in a few consequences, but then this email will be ready to send.

Subject

UNLOCK PROGRESS by delivering the design approval

Message

Hello Henry,

I’m writing again because the design approval is still outstanding. The original due date was June 5th and I sent a reminder to you on June 12th.

Now, the project is waiting for your help to keep moving. If we can’t resolve this delay soon, then a few things could happen:

  • The overall project timeline will be delayed significantly.
  • Extra delays could result in an increase of the budget by as much as 10%.

I’d really like to keep making great progress on the work with you. Can you let me know when you can take care of this, please?

Thank you,

Albert Goodman