Free email templates for agencies
Free email templates for the client emails agencies send every week: invoices and payment reminders, onboarding, status updates, scope changes, renewals and referrals. Each one comes in professional, casual and direct versions. Copy one, fill in the brackets and send.
Billing & Payments
Invoice email template
A short invoice email that puts the invoice number, amount, due date and payment link where the client sees them first.
Late payment reminder email template
Polite, firm and final reminder emails for overdue invoices, each with the invoice details and a payment link.
Price increase notification email template
An email that tells existing clients about a rate increase, with the new price, the effective date, the reason and their options.
Client Management
Client onboarding email template
A welcome email for new clients that books the kickoff call, lists what you need from them and sets communication rules.
Feedback request email template
An email that asks a client for specific, usable feedback on a deliverable by a set date.
Thank you email template
A short, specific thank-you email for clients after a project, a renewal, a referral or a fast approval.
Meeting scheduling email template
An email that requests a client call with a clear purpose, agenda, length and three time options.
Contract renewal email template
An email that opens the renewal conversation for a retainer or contract, recaps results and sets out the new terms.
Referral request email template
An email that asks a happy client for introductions, with a clear description of who you help and an offer to draft the intro.
Testimonial request email template
An email that asks a client for a short testimonial, with guiding questions, an offer to draft it and clear permission for how it will be used.
Client offboarding email template
An email that closes a client engagement cleanly: final files, account handover, final invoice, support period and a door left open.
Client re-engagement email template
An email that reconnects with a past client by referencing your shared work and offering something useful, without a hard pitch.
Holiday notice email template
An email that tells clients when you will be closed, who covers urgent issues, and how it affects their project.
Project Management
Project status update email template
A weekly or monthly project update email: overall status, what is done, what is next, what you need from the client, and budget.
Scope change notification email template
An email that explains a scope change, shows the effect on time and budget, and asks the client to choose an option in writing.
Sales & Proposals
Proposal follow-up email template
Follow-up emails for proposals that have gone quiet, from a first check-in to a polite final message.
Service upsell email template
An email that suggests an additional service to an existing client, based on something you noticed in the current work.
More agency emails
Four emails agencies send every week that do not need a page of their own. Copy any of them as plain text.
New lead response
Reply to a new enquiry, ideally the same working day. Restates the need, asks four qualifying questions and offers a short call.
Hi [Name], Thanks for getting in touch about [what they asked about]. From your message, it sounds like you need [one-line restatement of the need]. A few questions so I can tell you whether we are a good fit: 1. What's prompting this now? 2. Do you have a timeline or launch date in mind? 3. Is there a budget range you're working with? 4. Who else will be involved in the decision? If it's easier to talk, here's my calendar for a 20-minute call: [Calendar link] Examples of similar work: [Link] Best, [Your Name] [Your Company] [Phone]
Deliverable ready for review
Send with each deliverable. Says what to review, what not to review yet, the feedback deadline and which revision round this is.
Hi [Client Name], [Deliverable] is ready for your review. Where to find it: [link / client portal] What to look at: [e.g., layout and content order on the homepage and services page] What not to review yet: [e.g., final images, which arrive in the next round] How to give feedback: - Collect comments from everyone on your side into one reply, or one set of comments in [tool] - Please send it by [date] so we stay on schedule for [next milestone] This is revision round [X] of [Y] included for this deliverable. Thanks, [Your Name] [Your Company]
Feedback received: revision plan
Send within a working day of receiving feedback. Lists the changes you will make, flags anything unclear or out of scope, and gives the date of the next version.
Hi [Client Name], Thanks for the feedback on [Deliverable]. Here's what we'll change: 1. [Change 1] 2. [Change 2] 3. [Change 3] Two points to confirm: - [Question about a comment that could be read two ways] - [Item outside scope, e.g., "Adding a pricing page isn't in the current scope. I can quote it separately if you'd like."] You'll have the updated version by [date]. This was revision round [X] of [Y] included. Best, [Your Name] [Your Company]
Monthly retainer report email
Send with the monthly report for a retainer client: capacity used, work completed, results against agreed targets, next month's priorities and decisions needed.
Hi [Client Name], Here's the summary for [month]. The full report is here: [Link] Retainer use: - Hours used: [X] of [Y] ([X] hours rolling over / expiring under our agreement) - Or deliverables: [X] of [Y] delivered Completed: - [Item 1] - [Item 2] - [Item 3] Results: [two or three metrics against the targets we agreed, with where each number comes from] Next month's priorities: 1. [Priority 1] 2. [Priority 2] Decisions needed from you: [item] by [date] Happy to walk through it on our [date] call. [Your Name] [Your Company]
How to use: copy the version that fits, paste it into your email client as plain text, and replace every [bracket] with your details. Delete any line that does not apply.
Every email by client stage
The full set from our former email packs, in the order you send them, with a link to the copyable text.
Sales and onboarding
Project communication
Billing and scope
Retention and renewal
Frequently asked questions
Are these email templates free to use?
Yes. Every template on this page is free to copy, edit and send. No sign-up is needed.
Can I edit these email templates?
Yes. Replace the bracketed placeholders, such as [Client Name] and [Date], with your details, and cut any section that does not apply. Each template has professional, casual and direct versions to start from.
What types of business emails are covered?
Billing (invoices, payment receipts, late payment reminders, final notices, price increases), client management (onboarding, kickoff, team introductions, feedback, testimonials, referrals, renewals, offboarding, holiday notices), project management (status updates, milestones, delays, scope changes, deliverable reviews) and sales (new lead replies, proposal follow-ups, upsells).
Can I download all the templates at once?
Yes. The download link at the top of this page gives you one plain-text file with every version of every template on this site, grouped by category, so you can paste them into your email client, help desk or snippets tool.
Do I need an AgencyPro account to use these?
No. Copy any template for free. If you do use AgencyPro, invoice emails, payment reminders and client portal invitations are sent from the app, using email templates you can edit with merge tags such as {client_name}.
What makes a good client email?
A subject line that says what the email is about, the main point in the first two lines, the key facts (amounts, dates, links) in a short list, and one clear request with a date. Keep it short enough to read on a phone.
Send these emails from AgencyPro
AgencyPro sends invoice emails, payment reminders and client portal invitations for you, from templates you can edit. Invoicing, reminders and the client portal are included on every plan, from $39/mo.