15 Agency Email Templates
Copy-Paste Templates for Every Client Scenario
Ready-to-use email templates for every stage of the agency-client relationship — from new lead response to project completion, including late payment reminders and scope change notifications.
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All Pricing Templates
Ready-to-use templates you can customize for your agency
1Sales & Onboarding
New Lead Response
Respond to inquiries within 24 hours with a professional, warm template.
Deliverables:
- Subject line
- Body with personalization placeholders
- Call-to-action for discovery call
Ideal for: Any new inbound lead
Discovery Call Scheduling
Set up the first meeting with clear expectations.
Deliverables:
- Subject line
- Meeting purpose
- Time slot options
- Preparation instructions
Ideal for: Qualified leads ready for a conversation
Proposal Follow-Up
Follow up on a sent proposal when there's been no response for 3+ days.
Deliverables:
- Subject line
- Non-pushy follow-up body
- Value reinforcement
- Clear next step
Ideal for: Proposals awaiting client response
Project Kickoff Confirmation
Confirm project start after contract signing with next steps.
Deliverables:
- Welcome message
- Timeline overview
- Onboarding steps
- Contact details
Ideal for: All new client engagements
2Project Communication
Weekly Project Update
Template for regular status updates that keep clients informed.
Deliverables:
- What was completed
- What's in progress
- What's next
- Any blockers or needs
Ideal for: Active project clients
Deliverable Submission
Send work for client review with clear context and instructions.
Deliverables:
- What's attached
- Review instructions
- Feedback deadline
- Revision policy reminder
Ideal for: Any deliverable requiring approval
Revision Acknowledgment
Confirm receipt of client feedback and set expectations for next version.
Deliverables:
- Feedback received confirmation
- Timeline for revisions
- Clarifying questions if needed
Ideal for: After receiving client revision requests
Milestone Completion
Notify client that a project phase is complete and request approval to proceed.
Deliverables:
- Phase summary
- Deliverables completed
- Approval request
- Next phase preview
Ideal for: Phased projects with milestone billing
3Billing & Scope
Scope Change Notification
Professional notification when a client requests work outside the original scope.
Deliverables:
- What was requested
- Why it's outside scope
- Cost/time estimate
- Approval process
Ideal for: Protecting margins on fixed-scope projects
First Late Payment Reminder
Professional but firm reminder when payment is overdue.
Deliverables:
- Invoice reference
- Amount due
- Payment instructions
- Polite urgency
Ideal for: Invoices past their payment terms
Second Late Payment Reminder
Escalated reminder with consequences for continued non-payment.
Deliverables:
- Invoice reference
- Late fee notice
- Work pause warning
- Contact for resolution
Ideal for: Persistent late payments
Project Delay Notification
Proactive communication when a deadline needs to shift.
Deliverables:
- What's delayed
- Why
- New timeline
- Mitigation steps
Ideal for: When deadlines need to move
4Retention & Renewal
Monthly Retainer Report
Summary email accompanying the monthly retainer report.
Deliverables:
- Hours/deliverables summary
- Key results
- Next month priorities
- Retainer utilization
Ideal for: Retainer clients
Contract Renewal
Proactive renewal conversation 30-60 days before contract expires.
Deliverables:
- Relationship summary
- Results achieved
- Renewal terms
- Growth opportunities
Ideal for: Contracts approaching renewal
Project Completion & Handoff
Final delivery email with all assets, documentation, and offboarding steps.
Deliverables:
- Final deliverables
- Access credentials
- Documentation
- Feedback request
- +1 more...
Ideal for: Project-based engagements ending
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