Client thank you email template
A short, specific thank-you after a project or a referral is easy to send and easy to remember. Copy a version and add one detail only you would know.
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Thank you email template
Expressing gratitude to clients
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]
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]
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]
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.
Need several of these? Download every agency email template as one plain-text file.
When to use this template
Best practices
Be specific about what you are thankful for
Generic thanks sound automated. Name the action: "Thank you for getting us the brand guidelines so quickly. It let us start two days early." Specific thanks show you noticed.
Keep it short
Three to six sentences is enough. A long thank-you email starts to read like it is building up to a request.
Keep any ask small and secondary
If you include a review or referral request, make it one optional line after the thanks. After a referral, send a thank-you with no ask at all.
Send it promptly
Send it the same day or the next. Thanks sent a few weeks later reads as an afterthought.
Quick tips
- Send within a day or two of the project ending or the referral
- Mention one specific thing the client did well
- Remind them of one concrete outcome of the work
- Keep any review or referral request to one optional line
- Skip the ask entirely when thanking someone for a referral
What makes this template work
Specific, not generic
Names the project and what the client did that helped.
Housekeeping included
Confirms where final files are and the status of the last invoice.
One optional ask
A single, low-key line about a review or referral that the client can ignore.
Three tones
Professional, casual and direct versions.
Quick to personalize
Two or three placeholders turn it into a personal note.
Short
Reads in under a minute.
Frequently asked questions
When is the best time to send a client thank-you email?
Within a day or two of the project ending, the payment arriving or the referral being made. Thanks are most meaningful when they are timely.
Is it appropriate to ask for referrals in a thank-you email?
Yes, if the thanks come first and the ask is one light line the client can ignore. If you are thanking someone for a referral they already made, leave the ask out.
How do I ask for a testimonial without being pushy?
Make it optional and easy: offer a direct review link, a few short questions to answer, or a draft you write for their approval. The testimonial request template on this site has full versions.
Should I send a thank-you for every payment?
Thank clients for first payments, final payments and large milestone payments. For routine monthly retainer payments, a payment confirmation is enough, with a fuller thank-you now and then.
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View templateKeep every client relationship in one place
AgencyPro keeps each client's projects, files, messages and invoices in one portal, so you can see the full history before you write to them.