Zack WebsterFreelance Email Templates
This comprehensive document takes you from the initial inquiry through project completion and beyond—covering discovery, onboarding, project execution, payment management, and special scenarios. Save or print this guide to streamline your freelance communications and ensure a consistent, professional approach with every client interaction.
Table of Contents
Initial Inquiry & Consultation
- Responding to a New Client Inquiry
- Scheduling a Free Consultation with a Calendar Link
- Pre-Consultation Reminder Email
- Follow-Up After No Response to Consultation Offer
- Referral Introduction Email
- Initial Cold Outreach Email
Discovery & Proposal
- Follow-Up After a Discovery Call
- Proposal/Quote Email
- Follow-Up After Sending a Proposal
Onboarding & Pre-Kickoff
- Request for Content or Materials
- Project Kickoff Email
Project Execution
- Mid-Project Check-In
- Request for Feedback/Revisions
- Handling Scope Creep / Difficult Requests
Payment & Contract Management
- Gentle Payment Reminder
- Chasing a Late Payment (Firm but Polite)
- Confirming Receipt of Payment
Project Completion & Handover
- Final Handoff & Project Wrap-Up
- Providing Training or Handover Instructions
Post-Project Follow-Up
- Thank You Email After Project Completion
- Requesting a Testimonial
- Asking for a Referral
- Following Up After a Project for Future Work
Additional & Special Situations
- Notifying a Client of a Break/Vacation
- Letting a Client Know You’re Fully Booked
- Announcing New Services / Upselling Additional Services
- Offering a Discount for Bulk Work
- Introducing a Retainer Package
- Notifying a Client About Price Increases
- Apologizing for a Mistake
- Referring a Client to Someone Else
- Confirming a Call or Meeting
1. Initial Inquiry & Consultation
A. Responding to a New Client Inquiry
Subject: Thanks for Reaching Out – Let’s Connect!
Hi [Client’s Name],
Thank you for your inquiry regarding your [project type]. I’m excited to learn more about your needs and explore how my services can help bring your vision to life. To get started, I’d love to offer you a free [X-minute] consultation. Please let me know your availability, or feel free to book a time directly using this link: [Calendly/Booking Link].
Looking forward to our conversation!
Best regards, [Your Name]
B. Scheduling a Free Consultation with a Calendar Link
Subject: Let’s Schedule Your Free Consultation
Hi [Client’s Name],
I’m delighted to offer you a complimentary consultation to discuss your [project type]. To make scheduling as easy as possible, please use the link below to select a time that works best for you: [Calendly/Booking Link]
I look forward to our chat and exploring how I can support your project.
Warm regards, [Your Name]
C. Pre-Consultation Reminder Email
Subject: Reminder: Your Consultation on [Date]
Hi [Client’s Name],
This is a quick reminder about our upcoming consultation on [Date] at [Time]. If you need to reschedule or have any questions beforehand, please let me know.
Looking forward to speaking with you soon!
Best, [Your Name]
D. Follow-Up After No Response to Consultation Offer
Subject: Follow-Up: Free Consultation for Your [Project Type]
Hi [Client’s Name],
I’m just checking in to see if you had a chance to consider the free consultation offer for your [project type]. I understand that schedules can get busy, so if there’s a better time or way to connect, please let me know.
Thank you, and I hope to speak with you soon!
Best regards, [Your Name]
E. Referral Introduction Email
Subject: Introduction from [Referral Name] – Let’s Discuss Your [Project/Service]
Hi [Client’s Name],
[Referral Name] mentioned that you’re exploring options for [project/service], and I’d be thrilled to help. I’d like to offer a free consultation to understand your needs and discuss potential solutions. Please let me know a convenient time for you or book directly here: [Calendly/Booking Link].
Looking forward to connecting soon!
Best regards, [Your Name]
F. Initial Cold Outreach Email
Subject: Helping You with [Project Type] – Free Consultation Available
Hi [Client’s Name],
I noticed your interest in [project type] and thought my expertise might be a great match for your needs. I offer a free consultation to discuss your project goals and how I can help. Would you be open to a brief call?
Please let me know your availability or feel free to book a time using this link: [Calendly/Booking Link].
Best regards, [Your Name]
2. Discovery & Proposal
A. Follow-Up After a Discovery Call
Subject: Great Connecting – Next Steps
Hi [Client’s Name],
It was great speaking with you about your project. Here’s a brief summary of our discussion:
- Project Goals: [Summary of goals]
- Next Steps: [Action items]
Please let me know if everything looks good so we can move forward.
Best, [Your Name]
B. Proposal/Quote Email
Subject: Proposal for [Project Name]
Hi [Client’s Name],
Thank you for considering me for [Project Name]. Attached is my proposal which outlines:
- Scope of Work
- Timeline
- Pricing
I look forward to your feedback. Let me know if you have any questions.
Best, [Your Name]
C. Follow-Up After Sending a Proposal
Subject: Following Up on My Proposal
Hi [Client’s Name],
Just checking in to see if you had a chance to review the proposal for [Project Name]. Please let me know if you have any questions or need further clarification.
Best, [Your Name]
3. Onboarding & Pre-Kickoff
A. Request for Content or Materials
Subject: Materials Needed for [Project Name]
Hi [Client’s Name],
To kick off [Project Name], I’ll need the following:
- [Item 1]
- [Item 2]
- [Item 3]
Please send these by [Deadline] so we can stay on schedule.
Thanks, [Your Name]
B. Project Kickoff Email
Subject: Project Kickoff – [Project Name]
Hi [Client’s Name],
I’m excited to begin work on [Project Name]! Here’s a quick overview of what we agreed upon:
- Deliverables: [List of deliverables]
- Timeline: [Start Date] to [Estimated Completion Date]
This list defines the full scope of the project. Any additional requests may require a separate agreement.
Looking forward to working together!
Best, [Your Name]
4. Project Execution
A. Mid-Project Check-In
Subject: Update on [Project Name]
Hi [Client’s Name],
I wanted to provide a quick update:
- Completed: [Tasks/Deliverables completed]
- In Progress: [Current tasks]
- Next Steps: [Upcoming tasks]
Please let me know if you have any feedback at this stage.
Best, [Your Name]
B. Request for Feedback/Revisions
Subject: Feedback Request for [Project Name]
Hi [Client’s Name],
I’ve completed the latest version of [deliverable]. Please review it at your convenience and share any feedback by [Deadline]. If you’d like to discuss in detail, I’m happy to set up a call.
Thanks, [Your Name]
C. Handling Scope Creep / Difficult Requests
Subject: Update on [Project Name] Scope
Hi [Client’s Name],
I understand you’d like to include [additional request]. As this falls outside our initial scope, I can provide an estimate for incorporating this change. Please let me know how you’d like to proceed.
Best, [Your Name]
5. Payment & Contract Management
A. Gentle Payment Reminder
Subject: Reminder: Invoice #[Invoice Number] Due Soon
Hi [Client’s Name],
Just a friendly reminder that Invoice #[Invoice Number] for [Project Name] is due on [Due Date]. Please let me know if you have any questions regarding the payment.
Best, [Your Name]
B. Chasing a Late Payment (Firm but Polite)
Subject: Urgent: Overdue Invoice #[Invoice Number]
Hi [Client’s Name],
I wanted to follow up regarding Invoice #[Invoice Number] for [Project Name], which is now overdue. Please process the payment at your earliest convenience to avoid any late fees.
Thank you, [Your Name]
C. Confirming Receipt of Payment
Subject: Payment Received – Thank You!
Hi [Client’s Name],
I’m writing to confirm that I have received your payment for [Project Name]. Thank you for your promptness. I’ll proceed with the next steps as planned.
Best, [Your Name]
6. Project Completion & Handover
A. Final Handoff & Project Wrap-Up
Subject: [Project Name] is Complete!
Hi [Client’s Name],
I’m pleased to let you know that [Project Name] is now complete. Please find your final deliverables attached:
- [Final File/Link 1]
- [Final File/Link 2]
Feel free to reach out if you have any questions.
Best, [Your Name]
B. Providing Training or Handover Instructions
Subject: Using Your New [Website/Design/Assets]
Hi [Client’s Name],
Your new [website/design/marketing materials] are ready. Attached is a guide to help you manage them: [Attach instructions or link to tutorial]
Please let me know if you need any further assistance.
Best, [Your Name]
7. Post-Project Follow-Up
A. Thank You Email After Project Completion
Subject: Thank You for a Great Collaboration!
Hi [Client’s Name],
Thank you for the opportunity to work on [Project Name]. I truly enjoyed the experience and look forward to future collaborations.
Best regards, [Your Name]
B. Requesting a Testimonial
Subject: Would Love Your Feedback!
Hi [Client’s Name],
If you’re happy with the work on [Project Name], I’d appreciate a short testimonial about your experience. Your feedback helps me improve and grow.
Thanks so much, [Your Name]
C. Asking for a Referral
Subject: Know Someone Who Needs [Service]?
Hi [Client’s Name],
I really enjoyed working on [Project Name] with you. If you know anyone who might benefit from my services, I’d appreciate an introduction.
Thank you, [Your Name]
D. Following Up After a Project for Future Work
Subject: Let’s Plan Your Next Project!
Hi [Client’s Name],
I hope you’re doing well! If you have any upcoming projects or need further assistance, I’d love to help. Let’s discuss how I can support your next initiative.
Best, [Your Name]
8. Additional & Special Situations
A. Notifying a Client of a Break/Vacation
Subject: Upcoming Availability Notice
Hi [Client’s Name],
Just a heads-up that I’ll be unavailable from [Start Date] to [End Date]. If you have any pending work, please let me know before [Deadline] so we can plan accordingly.
Thanks, [Your Name]
B. Letting a Client Know You’re Fully Booked
Subject: Limited Availability for [Upcoming Month]
Hi [Client’s Name],
I wanted to inform you that I’m currently fully booked until [Next Available Date]. If your project timeline is flexible, please let me know so we can schedule accordingly.
Best, [Your Name]
C. Announcing New Services / Upselling Additional Services
Subject: New Services Now Available!
Hi [Client’s Name],
I’m excited to announce that I’m now offering [New Service]. This can complement your current projects by [brief benefit]. Let me know if you’d like to discuss how this might benefit your business.
Best, [Your Name]
D. Offering a Discount for Bulk Work
Subject: Special Offer for Bulk Projects
Hi [Client’s Name],
If you’re planning multiple projects, I’d be happy to offer a discounted rate for bulk work. Let me know if you’re interested, and we can discuss the details.
Best, [Your Name]
E. Introducing a Retainer Package
Subject: Ongoing Support with a Retainer Package
Hi [Client’s Name],
For regular updates and continuous support, consider my monthly retainer package. This ensures priority service and a discounted rate on ongoing projects. Let me know if you’d like more details.
Best, [Your Name]
F. Notifying a Client About Price Increases
Subject: Upcoming Rate Adjustment Notice
Hi [Client’s Name],
I wanted to inform you that my rates will be updated as of [Date]. If you’d like to secure projects at the current rate, please let me know before [Cutoff Date].
Thank you for your understanding, [Your Name]
G. Apologizing for a Mistake
Subject: My Apologies for [Issue]
Hi [Client’s Name],
I sincerely apologize for [describe the mistake]. I have taken steps to rectify the situation and ensure it does not happen again. Please let me know if there’s anything further I can do to make this right.
Thank you, [Your Name]
H. Referring a Client to Someone Else
Subject: Referral for [Project Name]
Hi [Client’s Name],
Thank you for considering me for [Project Name]. Unfortunately, I’m currently unable to take on this project. However, I’d be happy to refer you to [Referral’s Name] who specializes in [service].
Best, [Your Name]
I. Confirming a Call or Meeting
Subject: Confirmation: [Meeting Date & Time]
Hi [Client’s Name],
Just confirming our call on [Date] at [Time] (Timezone) to discuss [topics]. Here’s the link to join: [Meeting Link]. Let me know if you need to reschedule.
Looking forward to our conversation,
[Your Name]
Additional Tips for All Emails
- Personalization: Customize greetings and details to match the client’s inquiry and project specifics.
- Clear Calls-to-Action: Ensure each email provides a clear next step or scheduling link.
- Professional Tone: Maintain a friendly yet professional tone to build trust and rapport.
- Follow-Up Strategy: Don’t hesitate to send gentle reminders or follow-ups when needed.