AGENCY EMAIL TEMPLATES Source: https://agencypro.app/email-templates Replace every [bracket] before sending. Delete lines that do not apply. ======================================================================== BILLING & PAYMENTS: Invoice email template https://agencypro.app/email-templates/invoice-email ======================================================================== --- Send an invoice: Professional --- Subject: Invoice #[NUMBER] for [Project Name], due [Date] Hi [Client Name], Please find attached invoice #[NUMBER] for [project or service period]. Invoice details: - Invoice number: [NUMBER] - Amount due: $[AMOUNT] - Due date: [DATE] - For: [Project name or service period] How to pay: - Card or bank payment: [Payment link] - Bank transfer: [Bank details] If anything on the invoice needs a second look, reply to this email and I'll sort it out before the due date. Thank you, [Your Name] [Your Company] [Phone Number] --- Send an invoice: Casual --- Subject: Invoice #[NUMBER] for [Project Name] Hi [Client Name], Here's the invoice for [project or service period]. The PDF is attached for your records. - Amount: $[AMOUNT] - Due: [DATE] - Invoice number: [NUMBER] The quickest way to pay is here: [Payment link] Bank details are on the PDF if you prefer a transfer. Any questions, just reply to this email. Thanks, [Your Name] [Your Company] --- Send an invoice: Direct --- Subject: Invoice #[NUMBER]: $[AMOUNT] due [Date] Hi [Client Name], Invoice #[NUMBER] for [Project Name] is attached. Amount: $[AMOUNT] Due date: [DATE] Pay online: [Payment link] Bank transfer: [Bank details] If someone else on your team handles payments, please forward this to them or tell me who should receive future invoices. Thank you, [Your Name] [Your Company] [Phone Number] --- Payment received (receipt): Professional --- Subject: Payment received for invoice #[NUMBER], thank you Hi [Client Name], Thank you, your payment for invoice #[NUMBER] has arrived. - Amount paid: $[AMOUNT] - Payment date: [DATE] - Method: [card/bank transfer/PayPal] - Transaction ID: [ID, if applicable] This covers [e.g., "phase 1 of the website redesign" or "the [month] retainer"]. Your receipt is attached, and you can also find it in your client portal: [Link] [If more work follows: "With this in, we'll start on [next phase] on [date]."] [If it's the final payment: "This settles the account for [Project Name] in full."] Best regards, [Your Name] [Your Company] [Phone] --- Payment received (receipt): Casual --- Subject: Got it, thanks: payment for invoice #[NUMBER] Hi [Client Name], Just confirming your payment came through. Thanks! - Invoice: #[NUMBER] - Amount: $[AMOUNT] - Date: [DATE] Receipt attached, and it's in your portal too: [Link] [If applicable: "That means we're all set to start [next phase]. I'll keep you posted."] Thanks, [Your Name] [Your Company] --- Payment received (receipt): Direct --- Subject: Payment confirmed: invoice #[NUMBER], $[AMOUNT] Hi [Client Name], Payment received and recorded. - Invoice: #[NUMBER] - Amount: $[AMOUNT] - Date: [DATE] - Method: [payment method] - Transaction ID: [ID] Covers: [services or period] Receipt: attached, and available at [portal link] Next: [e.g., "Work on [next phase] starts [date]" or "Next invoice due [date]"] Thank you. [Your Name] [Your Company] ======================================================================== BILLING & PAYMENTS: Late payment reminder email template https://agencypro.app/email-templates/late-payment-reminder ======================================================================== --- Steps 1 and 2: overdue reminders: Professional --- Subject: Reminder: invoice #[NUMBER] was due [DATE] Hi [Client Name], A quick reminder that invoice #[NUMBER] for $[AMOUNT] was due on [DATE]. It may have been missed in a busy week, so here are the details again. - Invoice number: [NUMBER] - Amount due: $[AMOUNT] - Original due date: [DATE] - Days overdue: [X] You can pay here: [Payment link] Bank transfer details: [Bank details] If you've already paid, thank you, and please ignore this. If something on the invoice is holding up payment, let me know and I'll help sort it out. Thanks, [Your Name] [Your Company] --- Steps 1 and 2: overdue reminders: Casual --- Subject: Invoice #[NUMBER] is past due Hi [Client Name], Just a nudge on invoice #[NUMBER] for $[AMOUNT]. It was due on [DATE] and I haven't seen payment come through yet. Here's the payment link if that's easier: [Payment link] If it's already on its way, great, please ignore me. If it's waiting with someone else on your side, could you point me to the right person? Thanks, [Your Name] [Your Company] --- Steps 1 and 2: overdue reminders: Direct (second reminder) --- Subject: Second reminder: invoice #[NUMBER], $[AMOUNT], [X] days overdue Hi [Client Name], Invoice #[NUMBER] is now [X] days overdue, and I haven't had a reply to my reminder on [date of first reminder]. - Amount due: $[AMOUNT] - Original due date: [DATE] - Pay online: [Payment link] - Bank transfer: [Bank details] Please arrange payment by [new date], or reply to tell me when it will be paid. If you need to split the payment, I'm open to a short payment plan. [Only if your contract includes it: Under our agreement, a late fee of $[amount] applies from [date].] Regards, [Your Name] [Your Company] --- Step 3: final notice: Professional --- Subject: Final notice: invoice #[NUMBER], payment due by [Date] Hi [Client Name], This is a final notice about invoice #[NUMBER] for $[AMOUNT]. It was due on [original due date] and is now [X] days overdue. - Invoice number: [NUMBER] - Original amount: $[AMOUNT] - Late fee (only if your contract includes one): $[amount] - Total due: $[total] I sent reminders on [dates] and have not received payment or a reply. Please pay by [final deadline] using one of these options: - Card or bank payment: [Payment link] - Bank transfer: [Bank details] If payment is not received by [final deadline], I will [pause all work on your account / refer the balance to a collections agency / take the next step set out in our agreement]. If cash flow is the problem, please call or email me before that date and we can agree a payment plan. I would much rather settle this directly. Regards, [Your Name] [Your Company] [Phone] [Email] --- Step 3: final notice: Formal --- Subject: Final notice: invoice #[NUMBER], $[AMOUNT], action required by [Date] Dear [Client Name], This is formal and final notice regarding the outstanding balance on your account. Account details: - Invoice number: [NUMBER] - Original amount: $[AMOUNT] - Late fees under our agreement: $[amount] - Total due: $[total] - Original due date: [date] - Days past due: [X] Previous correspondence: - [Date]: invoice sent - [Date]: first reminder - [Date]: second reminder - [Date]: third reminder We have received neither payment nor a response. Required action: Full payment of $[total] must be received by [final deadline]. You can pay by: - Card or bank payment: [Payment link] - Bank transfer: [Bank details] If payment is not received by [final deadline]: 1. All services under our agreement will be suspended 2. The balance will be referred to [collections agency name] 3. We reserve the right to recover the balance and associated costs as permitted by our agreement and applicable law To resolve this, contact [Your Name] at [phone] or [email] by [final deadline]. Sincerely, [Your Name] [Your Company] [Phone] [Email] --- Step 3: final notice: Firm but fair --- Subject: Please respond by [Date]: invoice #[NUMBER] Hi [Client Name], I'm getting in touch one last time about invoice #[NUMBER] for $[AMOUNT], which is now [X] days overdue. I've sent [number] reminders and haven't heard back. I'd like to sort this out without escalating it. What's owed: - Invoice: #[NUMBER] - Amount: $[AMOUNT] - Original due date: [date] If I don't hear from you by [final deadline], I'll need to: 1. Pause any remaining work on your account 2. Pass the balance to a collections agency 3. Consider the other remedies in our contract I'd rather not. If cash flow is the issue, let's talk. I'm open to: - A payment plan that fits your budget - A part payment now and the rest on agreed dates How to resolve it: - Pay online: [Payment link] - Bank transfer: [Bank details] - Call me: [Phone] Please reply or call by [final deadline]. [Your Name] [Your Company] [Phone] [Email] --- Payment plan agreed: Professional --- Subject: Payment plan for invoice #[NUMBER]: confirmed Hi [Client Name], Thanks for talking this through. Here is the payment plan we agreed for invoice #[NUMBER], so we both have it in writing. Outstanding balance: $[TOTAL] (invoice #[NUMBER], originally due [date]) [Only if your contract includes it: late fee of $[amount] included above / waived if the plan is kept] Payments: - $[amount] by [date] - $[amount] by [date] - $[amount] by [date] How to pay: [Payment link] or bank transfer to [bank details]. Please use #[NUMBER] as the reference. While the plan is on schedule: [work continues as normal / work resumes on (date)]. If a payment is missed: [what you agreed, e.g., "the remaining balance becomes due in full"]. Please reply to confirm this matches your understanding. Thanks, [Your Name] [Your Company] ======================================================================== BILLING & PAYMENTS: Price increase notification email template https://agencypro.app/email-templates/price-increase-email ======================================================================== --- Price increase notification email template: Professional --- Subject: Update to our rates from [Date] Hi [Client Name], I'm writing to let you know about a change to our rates, which will apply from [date]. The change: - Current rate: $[amount] per [month/hour/project] - New rate: $[amount] per [month/hour/project] - Effective: [date] Why: [one or two honest reasons, e.g., "our costs for tools and senior staff have risen, and we've added [new capability] to the service over the past year."] As an existing client, [optional: your current rate will stay in place until [date]]. Your options: 1. Continue as now at the new rate from [date]. Nothing else changes. 2. Adjust the scope to keep your monthly spend closer to today's. 3. If it no longer works for you, end the arrangement with [X] days' notice as set out in our agreement. I'd be glad to talk it through on a call. Could you let me know by [date] how you'd like to proceed? Thank you for working with us. I value it. Best regards, [Your Name] [Your Company] [Phone] --- Price increase notification email template: Casual --- Subject: A heads-up about our rates from [Date] Hi [Client Name], I wanted to give you plenty of notice about a change to our rates from [date]. What's changing: - Current rate: $[amount] per [period] - New rate: $[amount] per [period] - From: [date] Why: [short, honest reason, e.g., "the cost of the tools and people behind the work has gone up, and we've added [improvement] this year."] [Optional: "You'll stay on your current rate until [date], so nothing changes before then."] If the new rate doesn't fit your budget, we can look at adjusting the scope. Just reply, or grab a time here: [Calendar link] Thanks for being a great client. [Your Name] [Your Company] [Phone] --- Price increase notification email template: Direct --- Subject: Rate change notice: effective [Date] Hi [Client Name], This is notice of a rate change effective [date]. - Current rate: $[amount] per [period] - New rate: $[amount] per [period] - Effective date: [date] - Change: [X]% Reason: [one line] [Optional: Your current rate applies until [date].] Options: 1. Continue at the new rate: no action needed 2. Adjust scope to stay within your current budget: contact me 3. End the service: [X] days' notice, as per our agreement Please let me know by [date] if you'd like to discuss. Book a call: [Calendar link] Thank you, [Your Name] [Your Company] [Phone] ======================================================================== CLIENT MANAGEMENT: Client onboarding email template https://agencypro.app/email-templates/client-onboarding-email ======================================================================== --- Welcome email (new client): Professional --- Subject: Welcome to [Your Company]: next steps for [Project/Service] Hi [Client Name], Welcome aboard. We're looking forward to working with you on [project/service], and I want to make the first few weeks easy for you. What happens next: 1. Kickoff call: please pick a 30-minute slot here: [Calendar link] 2. Portal access: you'll get an invite to our client portal, where you can see progress, files and invoices. 3. What we need from you by [date]: [brand guidelines, account access shared through [password manager], content, main contact for approvals] 4. Timeline: work starts on [date], and you'll see [first deliverable] by [date]. How we'll communicate: - Day-to-day questions: email or the client portal - Urgent issues: [phone/Slack] - Progress updates: every [weekday], by [email/call] - Response time: within [X] business hours Useful links: - Client portal: [Link] - Project brief: [Link] If you have any questions before the kickoff call, just reply to this email. Best, [Your Name] [Your Company] [Phone] --- Welcome email (new client): Casual --- Subject: Welcome aboard, [Client Name] Hi [Client Name], Really glad to be starting on [project/service] with you. Here's what happens next, so we're on the same page from day one. First steps: 1. Grab a 30-minute kickoff slot here: [Calendar link] 2. I'll send you an invite to our client portal, where you can follow everything as we go 3. Could you send over [brand guidelines and content] by [date], and share any account access through [password manager] rather than email? 4. We start on [date], and you'll see [first deliverable] by [date] How to reach us: - Day-to-day: email or the portal - Something urgent: [phone/Slack] - I'll send you an update every [weekday] - We usually reply within [X] business hours Any questions before we kick off, just reply. Talk soon, [Your Name] [Your Company] [Phone] --- Welcome email (new client): Direct --- Subject: Onboarding for [Project/Service]: 3 actions by [Date] Hi [Client Name], Welcome. Below is everything needed to start [project/service] on schedule. Please complete by [date]: 1. Book the kickoff call: [Calendar link] 2. Send these materials: [list of items] 3. Review and confirm the project brief: [Link] Timeline: - Kickoff call: [proposed date] - Work begins: [date] - First deliverable: [date] Communication: - Main channel: email or client portal - Urgent issues: [phone/Slack] - Updates: every [weekday] - Response time: within [X] business hours Access: - Client portal: [Link] - Project brief: [Link] Please confirm you've received this, and tell me if any of the dates above need to move. [Your Name] [Your Company] [Phone] --- Kickoff summary (after the meeting): Professional --- Subject: [Project Name]: kickoff summary and next steps Hi [Client Name/Team], Thanks for a productive kickoff meeting. Here's a summary of what we agreed, so we're all working from the same plan. Project overview: - Project: [Project Name] - Objective: [what we're trying to achieve] - How we'll measure success: [success criteria] - Budget: $[Amount] Milestones: - Phase 1: [Deliverable], due [Date] - Phase 2: [Deliverable], due [Date] - Final delivery: [Deliverable], due [Date] Who's who: - [Name], [Role], [Email] (main contact) - [Name], [Role], [Email] How we'll communicate: - Status updates: every [weekday] - Check-in calls: [frequency] on [platform] - Day-to-day: [email/Slack/client portal] - Urgent issues: [phone] Action items: - [Your Name]: [task] by [date] - [Client contact]: [task] by [date] - [Team member]: [task] by [date] Project links: - Project folder: [Link] - Timeline: [Link] - Chat channel: [Link] If anything here doesn't match your notes, please let me know by [date]. Otherwise, we're underway. Best, [Your Name] --- Kickoff summary (after the meeting): Casual --- Subject: [Project Name] kickoff recap Hi [Client Name/Team], Great kickoff today. Here's a quick recap of what we covered and what happens next. The plan: - We're building [short description] - Success looks like: [goal] - Budget: $[Amount] Key dates: - Phase 1, [deliverable]: [date] - Phase 2, [deliverable]: [date] - Final delivery, [deliverable]: [date] Your team: - [Name] ([Role]), your main contact: [Email] - [Name] ([Role]): [Email] Staying in touch: - Updates every [weekday] by [method] - Day-to-day questions: [email/Slack/portal] - Something urgent: [phone] Next steps: - [Your Name]: [task] by [date] - [Client contact]: [task] by [date] Project links: - Folder: [Link] - Timeline: [Link] Anything look off? Just reply. Otherwise, we're off. [Your Name] --- Kickoff summary (after the meeting): Direct --- Subject: [Project Name]: kickoff summary, actions and timeline Hi [Client Name/Team], Below is the kickoff summary for [Project Name]. Please review it and confirm it's accurate. Scope: - Objective: [what we're achieving] - Success measure: [metric] - Budget: $[Amount] Milestones: - Phase 1: [deliverable], [date] - Phase 2: [deliverable], [date] - Final: [deliverable], [date] Contacts: - [Name], [Role], [Email] - [Name], [Role], [Email] Communication: - Status updates: [frequency] on [weekday] - Check-ins: [frequency] via [platform] - Daily: [channel] Action items: - [Your Name]: [task], due [date] - [Client contact]: [task], due [date] - [Team member]: [task], due [date] Please confirm or flag changes by [date]. Work starts on [date]. [Your Name] --- Kickoff invitation and agenda (before the meeting): New client --- Subject: Kickoff for [Project Name]: [date and time], agenda inside Hi [Client Name], Now that the [agreement / statement of work] is signed, let's hold the kickoff for [Project Name]. When: [Date], [time and time zone], [duration, e.g., 60 minutes] Where: [Video link / address] Who should attend: - From your side: [decision maker who approves scope and budget], [day-to-day contact], [anyone who supplies content or access] - From ours: [Your Name] ([role]), [Name] ([role]) Agenda: 1. Goals and how we will measure success (10 min) 2. Signed scope: deliverables, exclusions and how changes work (15 min) 3. Timeline and the first milestone (10 min) 4. Who approves what, and how quickly (10 min) 5. Channels, update day and access to the client portal (10 min) 6. Questions and next steps (5 min) Please bring or send before the call: - [Brand files, existing content, account access via [password manager]] - Names of everyone who needs to approve work Signed scope for reference: [Link] I'll send a written summary of what we agree within one working day of the call. Best, [Your Name] [Your Company] --- Kickoff invitation and agenda (before the meeting): Existing client, new project --- Subject: Kicking off [New Project Name]: agenda and what changes Hi [Client Name], Thanks for approving [New Project Name]. Since we already work together on [current work], this kickoff can be short and focus on what is different. When: [Date], [time and time zone], [30 minutes] Where: [Video link] Agenda: 1. What this project covers, and what stays in [current retainer/project] (10 min) 2. Timeline, milestones and how they fit around current work (10 min) 3. Approvers for this project, if different from usual (5 min) 4. Anything new we need: access, content, budget owner (5 min) What stays the same: channels ([email/portal]), update day ([weekday]) and invoices to [billing contact]. What changes: [e.g., new team member, separate invoice, new project board] Signed scope: [Link] Best, [Your Name] [Your Company] --- Team change (mid-engagement): Professional --- Subject: Introducing [Team Member Name], your new [Role] Hi [Client Name], I'd like to introduce [Team Member Name], who will be [their role, e.g., "your account manager"] from [date]. About [Team Member Name]: [He/She/They] has [X] years of experience in [relevant area] and has worked on [relevant type of project]. [One specific line, e.g., "They led our last two ecommerce relaunches."] [Team Member Name] will be your main contact for: - [Responsibility 1, e.g., "day-to-day questions and requests"] - [Responsibility 2, e.g., "weekly status updates"] - [Responsibility 3, e.g., "scheduling deliverables and reviews"] I'll stay involved in [your continued role, e.g., "strategy and quarterly reviews"]. Why the change: [short reason, e.g., "As the account has grown, a dedicated account manager means quicker replies for you."] How to reach [Team Member Name]: - Email: [Email] - Phone: [Phone] - Usual response time: [timeframe] [Team Member Name] will be in touch by [date]. If you'd like a short call with the three of us first, just let me know. Best regards, [Your Name] [Your Company] --- Team change (mid-engagement): Casual --- Subject: Meet [Team Member Name] Hi [Client Name], I'd like you to meet [Team Member Name], who's joining your account as [role] from [date]. A bit about [Team Member Name]: [X] years in [area], and [short relevant achievement]. I think you'll work well together. What [Team Member Name] will handle: - [Responsibility 1] - [Responsibility 2] - [Responsibility 3] I'm still around for [your continued role]. You can reach [Team Member Name] at [email] or [phone], usually within [timeframe]. [Team Member Name] will get in touch by [date] to say hello. Any questions in the meantime, just ask me. [Your Name] [Your Company] --- Team change (mid-engagement): Direct --- Subject: Account update: [Team Member Name] is your [Role] from [Date] Hi [Client Name], From [date], [Team Member Name] will be your [role] for [account/project]. Background: - [X] years of experience in [area] - [Key relevant experience] Responsibilities: - [Responsibility 1] - [Responsibility 2] - [Responsibility 3] Contact: - Email: [Email] - Phone: [Phone] - Response time: within [timeframe] Who does what: - [Team Member Name]: [scope] - [Your Name]: [your continued involvement] Transition: - [Date]: [Team Member Name] joins the account - [Date]: optional handover call ([Link]) - [Date]: [Team Member Name] takes over day-to-day contact Please send day-to-day requests to [Team Member Name] from [date]. [Your Name] [Your Company] --- Team introduction (new client): Professional --- Subject: Your [Your Company] team for [Project Name] Hi [Client Name], Before we start, here is everyone you'll work with on [Project Name] and how to reach them. - [Name], [Role]: your main contact for day-to-day questions, updates and scheduling. [Email], [Phone] - [Name], [Role]: leads [area, e.g., design]. You'll see them in review meetings. - [Name], [Role]: handles [area, e.g., development and launch]. - [Name], [Role]: invoices and billing questions. [Email] How to reach us: - Requests and files: [client portal link / email] - Urgent issues: [phone] - Usual response time: within [X] business hours Next: [Name] will send the kickoff invitation by [date]. Could you reply with the names and roles of the people on your side who will review and approve work? Best, [Your Name] [Your Company] ======================================================================== CLIENT MANAGEMENT: Feedback request email template https://agencypro.app/email-templates/feedback-request-email ======================================================================== --- Feedback request email template: Professional --- Subject: Feedback needed on [Deliverable] by [Date] Hi [Client Name], [Deliverable] is ready for your review: [Link] What you're looking at: [One or two sentences on what this is and what stage it's at] It would help most if you could answer these: 1. Does this match the brief we agreed? 2. What's working that we should keep? 3. What would you like changed? 4. Anything else we should know before the next stage? Could you send your feedback by [Date]? That keeps us on track for [next milestone] on [date]. If several people on your side are reviewing, one combined set of comments works best. You can reply to this email, comment directly on the file, or book a 15-minute call: [Calendar link] Thanks, [Your Name] --- Feedback request email template: Casual --- Subject: Your thoughts on [Deliverable]? Hi [Client Name], I've just finished [deliverable] and I'd love your take on it: [Link] A few things that would help: - Does it feel right for what we discussed? - Which parts do you like? - Anything you'd change? If it's easier to talk it through, grab a time here: [Calendar link] If you can get back to me by [Date], we'll stay on track for [next phase]. Thanks, [Your Name] --- Feedback request email template: Direct --- Subject: Review needed: [Deliverable], feedback by [Date] Hi [Client Name], [Deliverable] is ready for review. Link: [Link] Feedback deadline: [Date] Please cover: 1. Does it meet the brief? 2. What should stay as it is? 3. What needs to change? 4. Any other concerns? Ways to respond: - Reply to this email - Comment on the file: [Link] - 15-minute call: [Calendar link] Feedback by [Date] keeps [milestone] on schedule for [date]. [Your Name] ======================================================================== CLIENT MANAGEMENT: Thank you email template https://agencypro.app/email-templates/thank-you-email ======================================================================== --- Thank you email template: Professional --- Subject: Thank you for [Project Name] Hi [Client Name], Thank you for the chance to work on [Project Name]. It's been a pleasure working with you and the team at [Company Name]. [One specific line: e.g., "Getting us the brand files in the first week let us start the designs early."] I'm proud of what we delivered, especially [key outcome or deliverable], and I hope it serves [Company Name] well. A couple of housekeeping items: - Final files are in [location] - Invoice #[NUMBER] [is attached / has been paid, thank you] If you're happy with the work, a short review here would mean a lot: [Review link]. No pressure at all. Thanks again, and I hope we get to work together again soon. Warm regards, [Your Name] [Your Company] --- Thank you email template: Casual --- Subject: Thanks, [Client Name] Hi [Client Name], Just a quick note to say thanks for [Project Name]. Working with you and the [Company Name] team has been a highlight this year. [One specific thing you appreciated, e.g., "Your feedback was always clear and on time, which made a real difference."] All the final files are in [location], and invoice #[NUMBER] is attached. If you know anyone who could use help with [your services], I'd always be glad of an introduction. Thanks again, [Your Name] [Your Company] --- Thank you email template: Direct --- Subject: Thank you: [Project Name] complete Hi [Client Name], Thank you for the opportunity to work on [Project Name]. The project is now complete. Delivered: [short summary of deliverables] Final items: - Files: [location] - Invoice: #[NUMBER] [attached/paid] If you were happy with the work, a short testimonial would be appreciated: [Link] I'd be glad to help with future projects. [Your Name] [Your Company] ======================================================================== CLIENT MANAGEMENT: Meeting scheduling email template https://agencypro.app/email-templates/meeting-scheduling-email ======================================================================== --- Meeting scheduling email template: Professional --- Subject: Call request: [Topic] ([X] minutes) Hi [Client Name], Could we schedule a [X]-minute call to [purpose, e.g., "review the Q1 results and agree the Q2 plan"]? Proposed agenda: 1. [Agenda item 1] 2. [Agenda item 2] 3. [Agenda item 3] 4. Next steps Do any of these times work for you? - [Day], [Date] at [Time] [Time Zone] - [Day], [Date] at [Time] [Time Zone] - [Day], [Date] at [Time] [Time Zone] If none of those suit, you can book a time here: [Calendar link] We'll meet on [Zoom/Google Meet/Teams]. I'll send the invite with the link as soon as we've picked a time. Thanks, [Your Name] [Your Company] [Phone] --- Meeting scheduling email template: Casual --- Subject: Quick call about [Topic]? Hi [Client Name], Could we find time for a quick call about [topic]? I'd like to [short reason, e.g., "walk you through the new designs and get your first reactions"]. What we'll cover: 1. [Agenda item 1] 2. [Agenda item 2] 3. [Agenda item 3] It should take about [X] minutes. Any of these work? - [Day], [Date] at [Time] - [Day], [Date] at [Time] - [Day], [Date] at [Time] Or grab a time here: [Calendar link] I'll send the meeting link once we've got a time. Thanks, [Your Name] [Your Company] --- Meeting scheduling email template: Direct --- Subject: Meeting request: [Topic], [X] minutes Hi [Client Name], I'd like a [X]-minute call to discuss [topic]. Purpose: [one line] Agenda: 1. [Item 1] 2. [Item 2] 3. [Item 3] 4. Next steps Available times ([Time Zone]): - [Day], [Date] at [Time] - [Day], [Date] at [Time] - [Day], [Date] at [Time] Or book directly: [Calendar link] Platform: [Zoom/Google Meet/Teams]. The link will be in the calendar invite. Please confirm the time that suits you. [Your Name] [Your Company] [Phone] ======================================================================== CLIENT MANAGEMENT: Contract renewal email template https://agencypro.app/email-templates/contract-renewal-email ======================================================================== --- Contract renewal email template: Professional --- Subject: Renewing your [Service Name] [retainer/contract] Hi [Client Name], Our [retainer/contract] for [Service Name] ends on [date], so I wanted to start the conversation about renewing. Over the past [timeframe], we've: - [Result 1, e.g., "launched three campaigns"] - [Result 2, e.g., "grown organic traffic from X to Y"] - [Result 3] Proposed renewal terms: - Service: [description] - Term: [X] months, [start date] to [end date] - Fee: $[amount] per [month/quarter] - Includes: [hours, deliverables, support level] - Auto-renewal: [yes/no] - What's changed: [e.g., "No changes" or "The fee rises from $X to $Y because..."] For the next term, I'd suggest focusing on [one or two priorities]. Next steps: 1. Review the renewal agreement: [Link] 2. Let me know about any changes you'd like to scope or terms 3. Sign by [date] so there's no gap in service Happy to talk it through on a call if that's easier. Best regards, [Your Name] [Your Company] [Phone] --- Contract renewal email template: Casual --- Subject: Time to renew [Service Name]? Hi [Client Name], Our [retainer/contract] for [Service Name] is up for renewal on [date], which came round quickly. A few highlights from this term: - [Result 1] - [Result 2] - [Result 3] Renewal details: - Service: [description] - Term: [X] months ([start date] to [end date]) - Fee: $[amount] per [month/quarter] - Includes: [key deliverables] For the next stretch, I'd like to focus on [upcoming priority]. To keep things going: 1. Have a look at the renewal agreement: [Link] 2. Sign by [date] so there's no gap 3. Want to change anything? Just tell me Happy to get on a call if you'd like to talk it over. [Your Name] [Your Company] [Phone] --- Contract renewal email template: Direct --- Subject: [Service Name] contract ends [date]: renewal terms Hi [Client Name], Your [retainer/contract] for [Service Name] ends on [date]. Results this term: - [Result 1] - [Result 2] - [Result 3] Renewal terms: - Service: [description] - Term: [X] months - Fee: $[amount] per [period] - Includes: [key deliverables] - Changes: [state them, or "None. Terms are the same as your current agreement."] To renew: 1. Review the agreement: [Link] 2. Sign and return by [date] 3. Contact me with any questions or changes If we don't have a signed renewal by [date], work will pause when the current term ends on [end date]. [Your Name] [Your Company] [Phone] ======================================================================== CLIENT MANAGEMENT: Referral request email template https://agencypro.app/email-templates/referral-request-email ======================================================================== --- Referral request email template: Professional --- Subject: A quick favor: do you know anyone who needs [your service]? Hi [Client Name], I've really enjoyed working with you and the team at [Company Name], especially [specific result, e.g., "getting the new site live before your trade show"]. I'm looking to take on a couple more clients like you, and I'd be grateful for an introduction if anyone comes to mind. Who we work best with: - [Profile 1, e.g., "B2B software companies with 20-200 staff"] - [Profile 2, e.g., "marketing teams that need a site they can update themselves"] - [Profile 3, e.g., "companies planning a rebrand in the next six months"] What we do for them: [one line, e.g., "We design and build websites that their own team can manage."] If someone comes to mind, the easiest options are: - Forward this email to them - Send me their name and I'll draft a short intro for you to send - Mention us if the topic comes up And if no one comes to mind, that's completely fine. Thank you for being great to work with. Warm regards, [Your Name] [Your Company] [Phone] --- Referral request email template: Casual --- Subject: Know anyone who could use help with [your service]? Hi [Client Name], Hope things are going well. I've really enjoyed working with you, and [specific result] was a highlight. Quick ask, with no pressure: if you know anyone dealing with [problem you solve], I'd love an introduction. The kind of people we work best with: - [Profile 1] - [Profile 2] Easiest ways to help: - Forward this email to them - Send me a name and I'll write an intro you can send - Mention us if it comes up If no one comes to mind, no worries at all. Thanks either way. [Your Name] [Your Company] [Phone] --- Referral request email template: Direct --- Subject: Referral request: introductions to [target profile] Hi [Client Name], Given the results we've achieved together, including [specific result], I'm writing to ask for referrals. Who I'm looking for: - [Specific profile 1] - [Specific profile 2] - [Specific profile 3] What I offer them: [one line] How to refer: 1. Forward this email to anyone who fits 2. Share their name and email, and I'll draft an introduction for your approval 3. Mention us in relevant conversations I'll let you know how any introduction goes. [If you have a referral program: "As a thank-you, [describe your referral reward]."] Thank you for considering it. [Your Name] [Your Company] [Phone] ======================================================================== CLIENT MANAGEMENT: Testimonial request email template https://agencypro.app/email-templates/testimonial-request-email ======================================================================== --- Testimonial request: Professional --- Subject: Would you share a few words about working together? Hi [Client Name], Working with you on [Project Name] was a highlight for us, especially [specific result, e.g., "launching the new booking flow ahead of the summer season"]. Would you be willing to write a short testimonial? Two or three sentences is plenty. These questions might help: - What challenge or goal did you have before we started? - What changed or improved? - What did you value most about working with us? - Would you recommend us, and to whom? If you're short on time, I'm happy to draft something from our conversations for you to edit and approve. Where it would appear: [e.g., "our website and proposals"]. Please also let me know how you'd like to be named, for example your name, title and company, or initials only. You can reply to this email, use this short form: [Link], or record a quick video: [Link/instructions]. If you could send it by [date], that would be great. And if now isn't a good time, no problem at all. Thank you, [Your Name] [Your Company] --- Testimonial request: Casual --- Subject: Quick favor: a few words about our work together? Hi [Client Name], Since we wrapped up [Project Name], I've been thinking about how well it went, especially [specific result]. Would you be up for sharing a few words about it? Two or three sentences is perfect. You could mention: - What things were like before we started - What changed - What you liked about working together Easiest options: - Reply to this email - Fill in this short form: [Link] - Or I draft something and you just tweak and approve it I'd use it on our website, with your OK on the wording and how you're named. No pressure either way. Thanks for being great to work with. [Your Name] [Your Company] --- Testimonial request: Direct --- Subject: Testimonial request: [Project Name] Hi [Client Name], I'd like to ask for a short testimonial about our work on [Project Name], where we [specific result]. Two or three sentences covering: 1. Your challenge before working with us 2. The result 3. Whether you'd recommend us Ideally by: [date] How to send it: - Reply to this email - Use our form: [Link] - Or approve a draft I write from our results Use: our website, proposals and possibly a case study, with your approval of the final wording and attribution. If writing it isn't convenient, reply "draft it" and I'll send a draft within a day or two. Thank you, [Your Name] [Your Company] --- Testimonial, review or case study: Professional --- Subject: A quick favor: would you share your experience? Hi [Client Name], Now that [Project Name] is wrapped up, I have a small request. If you're happy with how the project went, would you be willing to share a few words about it? Any of these would help: 1. A short written testimonial (about 5 minutes) A few sentences is plenty. These questions might help: - What was the challenge before we started? - What changed or improved? - What did you value most about working with us? - Would you recommend us, and to whom? 2. An online review (about 2 minutes) [Direct link to your review page] 3. A case study (about 20 minutes) A short interview, plus permission to use your company name and results. I'd send you the draft to approve before anything is published. If you're short on time, I'm happy to draft a testimonial from our conversations for you to edit and approve. And if now isn't a good time, no problem at all. Thank you either way. Warm regards, [Your Name] [Your Company] --- Testimonial, review or case study: Casual --- Subject: Would you share a few words about working together? Hi [Client Name], Now that [Project Name] is done, I wanted to ask a small favor. I'm really pleased with how it turned out, especially [specific result]. If you are too, a short testimonial would mean a lot. Two or three sentences is plenty. You could mention: - What things were like before we started - What's changed since - What you liked about working together The easiest ways: - Reply to this email - Use this short form: [Link] - Or I can draft something for you to approve, just say the word No pressure either way. Thanks for being great to work with. [Your Name] [Your Company] --- Testimonial, review or case study: Direct --- Subject: Testimonial request: [Project Name] Hi [Client Name], Now that [Project Name] is complete, I'd like to ask for a short testimonial. Two or three sentences covering: - The challenge before we started - The result - Whether you'd recommend us How to send it: - Reply to this email - Use our form: [Link] - Or ask me to draft one for your approval Where it would appear: our website and sales materials, with your approval of the final wording. If you'd like me to draft it, reply "draft it" and I'll send one within a day or two. Thank you, [Your Name] [Your Company] ======================================================================== CLIENT MANAGEMENT: Client offboarding email template https://agencypro.app/email-templates/client-offboarding-email ======================================================================== --- Final offboarding (engagement ends): Professional --- Subject: [Service/Project]: handover and final details Hi [Client Name], As our [service/project] comes to an end on [date], here's everything you need for a smooth handover. Final deliverables: - [Deliverable 1]: [location/link] - [Deliverable 2]: [location/link] - Documentation: [location/link] Accounts and access: - [Account/service 1]: [ownership transferred to you / transfer steps] - [Account/service 2]: [ownership transferred to you / transfer steps] - Logins: shared through [password manager], not in this email. We'll remove our own access on [date]. Final invoice: Invoice #[NUMBER] for $[AMOUNT] covers [what it covers] and is due on [DATE]. This is the last invoice for this engagement. Support: [If applicable: "We're happy to answer questions about the handover until [date]. After that, we can help at [rate/terms]."] One optional question: if there's anything we could have done better, I'd really value hearing it. A one-line reply is plenty. Thank you for working with us. [Specific positive note, e.g., "The relaunch in March was a real highlight."] If your needs change in future, we'd be glad to hear from you. Best regards, [Your Name] [Your Company] [Phone] --- Final offboarding (engagement ends): Casual --- Subject: Wrapping up: final details and a thank-you Hi [Client Name], As we wrap up our [service/project], I want to make sure you have everything. Your files: - [Deliverable 1]: [location/link] - [Deliverable 2]: [location/link] - Docs: [location/link] Accounts and logins: - [Account 1]: [handover details] - [Account 2]: [handover details] - Passwords are in [password manager]. We'll remove our access on [date]. Last invoice: #[NUMBER] for $[AMOUNT], due [DATE]. I'm around until [date] if any questions come up about the handover. It's been a real pleasure working with [Company Name]. [Specific positive comment.] If anything changes down the road, I'd love to hear from you. All the best, [Your Name] [Your Company] [Phone] --- Final offboarding (engagement ends): Direct --- Subject: [Service/Project] engagement ends [date]: final handover Hi [Client Name], This email confirms the end of our [service/project] engagement on [date] and lists everything needed for the handover. Final deliverables: - [Deliverable 1]: [location] - [Deliverable 2]: [location] - Documentation: [location] Account transfers: - [Account 1]: [transfer instructions] - [Account 2]: [transfer instructions] - Credentials: shared via [secure method]. Our access will be removed on [date]. Final invoice: - Invoice: #[NUMBER] - Amount: $[AMOUNT] - Due: [DATE] Support after the engagement: questions answered until [date]. After that, support is billed at [rate]. Please confirm once you have received the deliverables and can access each account. Thank you for the engagement. [Your Name] [Your Company] [Phone] --- Project complete (client stays): Professional --- Subject: [Project Name] is complete: final files and next steps Hi [Client Name], [Project Name] is complete. Thank you for your input and quick feedback along the way. What we delivered: [Short summary of key outcomes] Final deliverables (all in [location/link]): - [Deliverable 1]: [description] - [Deliverable 2]: [description] - [Deliverable 3]: [description] - Documentation: [Link] - Training materials: [Link, if applicable] Access: - [Account/system]: you have owner access. We keep our access during the support period so we can fix issues, then [keep it for ongoing work / remove it on (date)]. - Logins are shared through [password manager], not by email. - Training session: [date and time, or "recording at (link)"] Next steps: 1. Please review everything and confirm acceptance by [date], or tell us what is missing. 2. Invoice #[NUMBER] for the remaining $[AMOUNT] has been sent and is due on [DATE]. 3. Your [X]-day support period starts today. It covers [bug fixes / minor adjustments]. After [DATE], support is available at [rate/terms]. If you're planning further work, such as [maintenance retainer or next phase], I'd be glad to talk about it when the timing suits you. Best regards, [Your Name] [Your Company] [Phone] --- Project complete (client stays): Casual --- Subject: [Project Name] is done Hi [Client Name], We made it. [Project Name] is finished, and I'm really pleased with how it came together. Everything is in [location/link]: - [Deliverable 1] - [Deliverable 2] - [Deliverable 3] - Docs and training materials To wrap up: 1. Have a look and let me know it all checks out 2. Invoice #[NUMBER] for the remaining $[AMOUNT] is on its way, due [DATE] 3. You've got [X] days of support from me if anything comes up If you're happy with how it went, a short testimonial would make my day. And if new projects come up, you know where to find me. Cheers, [Your Name] [Your Company] [Phone] --- Project complete (client stays): Direct --- Subject: [Project Name] complete: deliverables and final invoice Hi [Client Name], [Project Name] is complete. All deliverables have been handed over. Deliverables (at [link]): - [Deliverable 1] - [Deliverable 2] - [Deliverable 3] - Documentation: [Link] Please: 1. Review the deliverables and confirm approval 2. Pay final invoice #[NUMBER] for $[AMOUNT] by [DATE] Support: [X] days from today for questions and minor fixes. After [DATE], support is billed at [rate/terms]. Thank you for working with us. I'm available for future projects. [Your Name] [Your Company] [Phone] ======================================================================== CLIENT MANAGEMENT: Client re-engagement email template https://agencypro.app/email-templates/reengagement-email ======================================================================== --- Client re-engagement email template: Professional --- Subject: How is [past project] working out? Hi [Client Name], It's been a while since we worked together on [past project], and I was thinking about it recently, especially [specific detail, e.g., "the new booking flow we launched before your busy season"]. How has it been working out? I'd genuinely like to know whether [the result] has held up. Since we last spoke, we've [short update, e.g., "started offering [new service]" or "helped a few similar businesses with [problem]"]. It might be relevant to [Company Name] if you're looking at [related goal]. If you have anything coming up, I'd be glad to catch up for 15 minutes: [Calendar link] And if the timing isn't right, no problem. It was good to work with you. Best regards, [Your Name] [Your Company] [Phone] --- Client re-engagement email template: Casual --- Subject: Long time no talk, [Client Name] Hi [Client Name], It's been a while! I was just thinking about [past project] and wanted to check in. How's everything at [Company Name]? I hope [past deliverable] is still doing its job. I was really proud of [specific achievement]. On our side, we've been [short update, e.g., "doing more work on [new service]"]. Thought it might interest you. No agenda, just wanted to say hi. If you've got projects coming up or fancy a catch-up, I'm always happy to chat. Talk soon, [Your Name] [Your Company] [Phone] --- Client re-engagement email template: Direct --- Subject: [Your Service] for [Company Name] this [quarter]? Hi [Client Name], It has been [X] months since we worked together on [past project], and I wanted to reconnect. What we did then: [specific result from past work] What we offer now: - [Service 1]: [key benefit] - [Service 2]: [key benefit] New since we last worked together: [short description] Do you have any upcoming projects where we could help? If so, here's a 15-minute slot: [Calendar link] If the timing isn't right, no need to reply. I'll check in again in a few months. Best, [Your Name] [Your Company] [Phone] ======================================================================== CLIENT MANAGEMENT: Holiday notice email template https://agencypro.app/email-templates/holiday-notice-email ======================================================================== --- Holiday notice email template: Professional --- Subject: Holiday closure: [Start Date] to [End Date] Hi [Client Name], A quick note to let you know our office will be closed for [holiday name] from [start date] to [end date]. We'll be back on [return date]. While we're closed: - We won't be checking email or working on projects - Calls will go to voicemail - For anything urgent, see below Urgent issues: [If you have cover: "For genuine emergencies, such as [site down / security issue], contact [name] at [email/phone]."] [If not: "For anything urgent, leave a voicemail at [phone] and we'll pick it up first thing on [return date]."] Before we close, we'll: - Finish [task/deliverable] by [date] - Send [update/deliverable] by [date] If you need anything done before the break, please send it by [cut-off date]. Effect on your project: [e.g., "None. [Project Name] is still on track for [date]." Or: "The launch moves from [date] to [date] to allow for the closure."] [Seasonal greeting, e.g., "Wishing you and your team a restful break."] Best regards, [Your Name] [Your Company] [Phone] --- Holiday notice email template: Casual --- Subject: We're off [Start Date] to [End Date] Hi [Client Name], Just a heads-up that we're taking a break for [holiday name]. Out: [start date] to [end date] Back: [return date] While we're away, email and project work will pause. If something urgent comes up: [If cover: "Contact [name] at [email/phone]."] [If not: "Leave a voicemail at [phone] and we'll prioritize it when we're back."] Before we go, we'll get [deliverable/task] done by [date]. Need anything before the break? Please send it by [cut-off date]. [Short greeting, e.g., "Hope you have a good break too."] [Your Name] [Your Company] --- Holiday notice email template: Direct --- Subject: Office closure: [Start Date] to [End Date] Hi [Client Name], This is advance notice of our office closure. Closed: [start date] to [end date] ([holiday name]) Reopening: [return date] During the closure: - No email responses - No project work - Phone calls go to voicemail Urgent contact: [If cover: "[Name], [email], [phone] (emergencies only)"] [If not: "Voicemail at [phone], checked on [return date]"] Before the closure: - [Task/deliverable]: complete by [date] - [Task/deliverable]: complete by [date] Project timeline: [no change / extended by [X] days to [date]] Please send any time-sensitive requests by [cut-off date]. [Your Name] [Your Company] [Phone] ======================================================================== PROJECT MANAGEMENT: Project status update email template https://agencypro.app/email-templates/project-status-update ======================================================================== --- Routine progress update: Professional --- Subject: [Project Name] update: week of [Date] Hi [Client Name], Here's this week's update on [Project Name]. Overall status: [On track / At risk / Delayed] Completed this week: - [Completed task or deliverable 1] - [Completed task or deliverable 2] - [Completed task or deliverable 3] In progress: - [Task 1]: [status] - [Task 2]: [status] Upcoming milestones: - [Milestone 1]: [date], [on track / at risk] - [Milestone 2]: [date], [on track / at risk] - Final delivery: [date], [on track / at risk] What we need from you: - [Action item 1] by [date] - [Action item 2] by [date] Blockers: [e.g., "We're waiting on the product photos from [name] to finish the product pages. Expected by [date]." Or: "None this week."] Budget and timeline: - Budget used: [X]% ($[amount] of $[total]) - Timeline: [X]% complete, on schedule for [date] Next update: [date]. Any questions in the meantime, just reply. Thanks, [Your Name] [Your Company] --- Routine progress update: Casual --- Subject: [Project Name]: where we are this week Hi [Client Name], Here's your update on [Project Name]. Short version: [on track / one thing to flag / running behind]. Done this week: - [Completed item 1] - [Completed item 2] Working on now: - [Task 1]: [status] - [Task 2]: [status] Coming up: - [Milestone 1] by [date] - [Milestone 2] by [date] What I need from you: - [Action item 1] by [date] - [Action item 2] by [date] Anything holding us up? [e.g., "Still waiting on [item]. As soon as it arrives we're back to full speed." Or: "Nothing right now."] Budget: [X]% used, with [X]% of the timeline done. Next update on [date]. Questions before then, just reply. [Your Name] [Your Company] --- Routine progress update: Direct --- Subject: Status report: [Project Name], [period] Hi [Client Name], [Project Name] status report for [period]. Status: [On track / At risk / Delayed] Completed: - [Task 1] - [Task 2] - [Task 3] In progress: - [Task 1]: [X]% complete - [Task 2]: [X]% complete Upcoming milestones: - [Milestone 1]: [date], [status] - [Milestone 2]: [date], [status] Client actions required: - [Item 1], due [date] - [Item 2], due [date] Blockers: [description, or "None"] Budget: [X]% used ($[used] of $[total]) Timeline: [X]% complete, on schedule for [date] Next report: [date]. [Your Name] [Your Company] --- Milestone complete (approval needed): Professional --- Subject: Milestone complete: [Milestone Name] for [Project Name] Hi [Client Name], We've completed [Milestone Name] for [Project Name]. What we delivered: - [Deliverable 1]: [link] - [Deliverable 2]: [link] - [Deliverable 3]: [link] Highlight: [e.g., "All 12 page layouts are designed and approved."] Where the project stands: - Phase 1, [name]: complete - Phase 2, [name]: complete - Phase 3, [name]: in progress ([X]% done) - Phase 4, [name]: upcoming Next: [next phase], which covers: - [Next task 1] - [Next task 2] Timeline: [on track / ahead / behind] for completion on [date]. [If behind: "The new target is [date] because [reason]."] Could you review [Milestone Name] and confirm we can move to [next phase] by [date]? We'll also need [items from client] by [date]. Thanks for your quick feedback on this phase. Best, [Your Name] [Your Company] --- Milestone complete (approval needed): Casual --- Subject: [Milestone Name] is done: [Project Name] update Hi [Client Name], Good news: we've wrapped up [Milestone Name] on [Project Name]. What's done: - [Deliverable 1] - [Deliverable 2] - [Deliverable 3] Overall: - Phase 1: done - Phase 2: done - Phase 3: in progress ([X]% done) - Phase 4: coming up Next we're starting [next phase]: [short description]. Timeline: [on track / ahead], with completion still set for [date]. Could you take a look and let me know if we're good to move on? Any tweaks, now's the time. Thanks, [Your Name] [Your Company] --- Milestone complete (approval needed): Direct --- Subject: Milestone complete: [Milestone Name], approval needed Hi [Client Name], [Milestone Name] for [Project Name] is complete. Delivered: - [Deliverable 1] - [Deliverable 2] - [Deliverable 3] Progress: [X]% complete - Phase 1: complete - Phase 2: complete - Phase 3: in progress - Phase 4: scheduled Timeline: [on track / ahead / behind], target [date] Next milestone: [name], covering [key deliverables], due [date] Action required by [date]: - Review [Milestone Name] deliverables - Approve moving to [next phase] - Provide [items needed] [Your Name] [Your Company] --- Blocked or delayed project: Blocked: decision needed --- Subject: [Project Name]: [milestone] at risk, decision needed by [date] Hi [Client Name], [Project Name] is blocked, and I want to flag it before it affects the [milestone] date. What is blocked: [e.g., "the product pages"] Why: [e.g., "we are still waiting for product photos, which were due on [date]"] Impact: if we receive [item] by [date], we stay on track for [milestone date]. If it arrives later, [milestone] moves by [X] working days and launch moves to [new date]. Options: 1. [Supply the item] by [date] and keep the current plan 2. [e.g., Launch with placeholder images and replace them later] 3. [Move the milestone to (new date)] Could you let me know which option you prefer by [date]? Everything else is on track: [short status of other work]. Thanks, [Your Name] [Your Company] --- Blocked or delayed project: Delay notice --- Subject: Delay notice: [Project Name], new date [date] Hi [Client Name], [Milestone] for [Project Name] will move from [original date] to [new date]. Reason: [what happened, stated plainly] What we're doing: [steps to limit the delay] What we need from you: [item] by [date] Effect on cost: [none / covered by change order #(number)] Next update: [date]. Reply if the new date causes problems on your side and we'll look at options. [Your Name] [Your Company] ======================================================================== PROJECT MANAGEMENT: Scope change notification email template https://agencypro.app/email-templates/scope-change-notification ======================================================================== --- Scope change notification email template: Professional --- Subject: [Project Name]: scope change, approval needed Hi [Client Name], Before we go ahead with [the new request], I want to check how you'd like to handle it, because it's outside the scope we agreed. What we agreed: - [Original deliverable 1] - [Original deliverable 2] - [Original deliverable 3] What's been requested: - [New item 1] - [New item 2] What it changes: - Timeline: completion moves from [date] to [date] (+[X] days) - Budget: +$[amount], bringing the total to $[amount] - Deliverables: [e.g., "adds 3 landing pages"] Your options: 1. Approve the change. We add the work and I send an updated timeline and invoice. 2. Swap it in. We drop [original item] to make room for [new item] within the current budget and dates. 3. Phase it. We finish the current scope by [date], then quote [new items] as a second phase. My recommendation: [option and one-line reason]. Could you let me know which you prefer by [date]? Happy to talk it through on a call if that's easier. Thanks, [Your Name] [Your Company] --- Scope change notification email template: Casual --- Subject: [Project Name]: quick scope question Hi [Client Name], Something's come up on [Project Name] that I want to check with you before we go further. [The new request] wasn't part of what we originally scoped: - We agreed: [original deliverable 1], [original deliverable 2] - New request: [new item 1], [new item 2] What it would mean: - About [X] extra days - About $[amount] extra, so $[amount] in total A few ways we could handle it: 1. Go ahead: I add the work and update the timeline 2. Swap: we drop [original item] to fit [new item] in the current budget 3. Later: we finish what we have, then do this as phase two I'd suggest [your recommendation], because [reason]. Let me know by [date] what you'd like to do, or grab a quick call if it's easier to talk. [Your Name] [Your Company] --- Scope change notification email template: Direct --- Subject: Scope change approval required: [Project Name] Hi [Client Name], A change to [Project Name] needs your approval before we proceed. Change requested: [description] Original scope: - [Item 1] - [Item 2] Additions: - [New item 1] - [New item 2] Impact: - Timeline: +[X] days (new completion date: [date]) - Budget: +$[amount] (new total: $[amount]) Options: 1. Approve: proceed with the additions at the cost and timeline above 2. Substitute: remove [original item] to fit [new item] within budget 3. Defer: complete the original scope first and quote the additions as phase two Recommended: [option] Please reply with your choice by [date]. We'll start any additional work once we have your written approval. [Your Name] [Your Company] ======================================================================== SALES & PROPOSALS: Proposal follow-up email template https://agencypro.app/email-templates/proposal-follow-up ======================================================================== --- Proposal follow-up email template: Professional --- Subject: Following up on the [Project Name] proposal Hi [Prospect Name], I'm following up on the proposal I sent on [date] for [Project Name]. I'll keep this short. Quick recap: [one-line summary, e.g., "a website redesign with online booking"], for $[AMOUNT], over [X] weeks. When we spoke, you mentioned [their main goal or problem]. The proposal is built around that, starting with [first phase or deliverable]. A few questions that might help move things along: - Do you have any questions about the approach? - Does the budget and timeline work for you? - Is there anything holding the decision up that I can help with? I'm happy to get on a call, adjust the scope or phasing, or send examples of similar work. If now isn't the right time, that's fine too. Just let me know and I'll check back later. Best, [Your Name] [Your Company] [Phone] --- Proposal follow-up email template: Casual --- Subject: Any thoughts on the [Project Name] proposal? Hi [Prospect Name], Just checking in on the proposal I sent for [Project Name]. No rush, I know these decisions take time. Quick refresher: [short summary], $[AMOUNT], about [X] weeks. You mentioned wanting to [their goal], and that's what the plan focuses on. Any questions, or anything you'd like changed? I'm happy to jump on a call or tweak the scope. And if the timing isn't right, just say so. Thanks, [Your Name] [Your Company] [Phone] --- Proposal follow-up email template: Direct --- Subject: [Project Name] proposal: next steps Hi [Prospect Name], Following up on the [Project Name] proposal sent on [date]. Summary: - Scope: [short description] - Investment: $[AMOUNT] - Timeline: [X] weeks To plan our schedule, it would help to know: 1. Do you have questions about the approach or pricing? 2. Does the timeline fit your plans? 3. When do you expect to decide? We can start on [date] if we have a decision by [date]. After that, the next start date is [date]. Book a call: [Calendar link] [Your Name] [Your Company] [Phone] ======================================================================== SALES & PROPOSALS: Service upsell email template https://agencypro.app/email-templates/service-upsell-email ======================================================================== --- Personalised expansion offer: Professional --- Subject: An idea for [Company Name]: [Service Name] Hi [Client Name], While working on [current work], we noticed [specific observation, e.g., "most of your new traffic lands on three blog posts that don't link to your demo page"]. I think [Service Name] could help with that. In short, it's [one-line description]. How it would help [Company Name]: - [Benefit tied to their goal, e.g., "more of your existing traffic reaching the demo page"] - [Second benefit] - [Third benefit] What's included: - [Deliverable 1] - [Deliverable 2] - [Deliverable 3] Investment: $[amount] per [month/project]. [Optional: "We could also start with a [X]-week pilot for $[amount] to test it first."] Why now: [timing reason, e.g., "the new site is live, so the next step is getting more from the traffic it already gets."] If it sounds useful, I'd be happy to walk you through it on a short call. If it's not the right time, no problem at all. Best, [Your Name] [Your Company] [Phone] --- Personalised expansion offer: Casual --- Subject: An idea for [Company Name] Hi [Client Name], Something came up while we were working on your account that I wanted to share. We noticed [specific observation]. I think [Service Name] could help: [one-line description in plain language]. Why it could work for you: - [Benefit tied to their situation] - [Benefit 2] - [Benefit 3] What you'd get: - [Deliverable 1] - [Deliverable 2] It would be $[amount] per [period], or we could try a short pilot first. No pressure at all. If it sounds interesting, reply or grab a time here: [Calendar link] [Your Name] [Your Company] [Phone] --- Personalised expansion offer: Direct --- Subject: Recommendation: [Service Name] for [Company Name] Hi [Client Name], Based on our current work, I recommend adding [Service Name]. What we've seen: [observation] Service: [short description] Investment: $[amount] per [period] Expected benefits: - [Benefit 1] - [Benefit 2] - [Benefit 3] Included: - [Deliverable 1] - [Deliverable 2] - [Deliverable 3] Example: [a real result from a similar client, if you have one and permission to share it] Options: - Full engagement: $[amount]/month - [X]-week pilot: $[amount] Next step: a 15-minute call to discuss fit: [Calendar link] No obligation. If this doesn't fit your current priorities, I understand. [Your Name] [Your Company] [Phone] --- New service announcement: Professional --- Subject: New from [Your Company]: [New Service Name] Hi [Client Name], I wanted to let you know we've started offering [New Service Name]. What it is: [one or two sentences, e.g., "a monthly content program that plans, writes and publishes two in-depth articles and supporting social posts"]. Who it's for: businesses that [qualifying criteria]. Why I thought of you: [personal connection, e.g., "When we rebuilt your site, you mentioned wanting to publish more regularly but not having the time."] What's included: - [Deliverable 1] - [Deliverable 2] - [Deliverable 3] Price: from $[amount] per [month/project]. [Optional: "Existing clients who start before [date] get [offer]."] If it sounds useful, I'd be glad to talk it through: [Calendar link]. Or read more here: [Link] And if it's not a fit right now, no problem at all. Best regards, [Your Name] [Your Company] [Phone] --- New service announcement: Casual --- Subject: Something new you might like Hi [Client Name], Quick news: we've launched [New Service Name], and you were one of the first people I thought of. In short: [plain-language description]. Why you: [personal connection, e.g., "After our work on [past project], I know [goal] is high on your list."] What you'd get: - [Deliverable 1] - [Deliverable 2] - [Deliverable 3] It starts at $[amount] per [period]. [Optional existing-client offer.] If you're curious, let's chat: [Calendar link]. If not, no worries at all. [Your Name] [Your Company] [Phone] --- New service announcement: Direct --- Subject: Now available: [New Service Name] Hi [Client Name], [New Service Name] is now available. Service: [one-line description] For: [who it suits] Includes: - [Deliverable 1] - [Deliverable 2] - [Deliverable 3] Price: $[amount] per [period] Existing client offer: [if applicable] Why it may suit [Company Name]: [link to their past work or goals] Next steps: - Read more: [Link] - Book a call: [Calendar link] - Or reply with questions [Your Name] [Your Company] [Phone] ======================================================================== MORE AGENCY EMAILS https://agencypro.app/email-templates#more-agency-emails ======================================================================== --- New lead response --- Subject: Re: [their enquiry subject]: next step 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 --- Subject: Ready for review: [Deliverable] for [Project Name] (feedback by [date]) 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 --- Subject: Got your feedback on [Deliverable]: next version by [date] 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 --- Subject: [Month] report for [Client Name]: [one-line headline] 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]