Freelancer Email Templates

Chapter

Stay in Business (and Actually Like It)

Experience

Growing & Scaling

Format

Template

Lesson Description

Professional email templates for those scary client moments. Raising your rates, negotiating, payment issues, and more.

Suggested Order

Professional templates for those scary client moments

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How to write professional emails to your clients

Let It Out

write down all of your emotions, feelings, and issues with this particular client
keep it messy

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Pro tip: write all of this out in a notepad app, google doc, or email that doesn't have anyone in the "send to" field to avoid accidentally sending a messy/bad email to your client...

Key Points

from the let it out section, pull the main issues you need to discuss with the client
cut these key points down to the bare minimum information the client might need and remove all emotions
the more concise the better

Results

list out the ideal result that you want from this conversation (a higher rate? less hours committed? get back into the scope of the original agreement? stop working with them altogether?)
list a result you'd be okay with compromising to
consider what the client needs to know to get there and refine your key points further

Draft the email using a template
Edit twice

make sure you've removed all emotion
if there's anything you can take responsibility for, do so. (i.e. "I, of course, take all necessary responsibility for allowing this project to expand outside of our original scope.")
keep it concise. they can always come back to you to talk or negotiate.

⚠️

Say what needs to be said and STOP talking so that the client can respond! You don't need to overshare. Most likely, whatever you're imagining in your head is the worst that could ever happen and probably won't happen.

Email Templates

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Be sure to replace anything in "[ ]" with your own information. If there’s an “OR,” choose either the sentence before or after the word "OR" – don’t leave both!!

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Raising your rates

Hi [client],

My rates will be increasing on [X Date]. If this does not work for your budget, please let me know by [X Date].

My updated pricing guide is attached.

Sincerely, [Your full name]

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If they respond with the result that you want:

Hi [client],

I’m glad this new rate will work for you! Please see our new contract (or contract amendment) and sign it by [X Date].

Thank you! -[Your Name]

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To Negotiate a rate that isn't the one you proposed above:

Hi [client],

I understand. This is a conversation that I would prefer to have in real-time. Please schedule an appointment with me here: [link] OR I’m available at [x time on X day] would that work for you?

Thanks, [Your Name]

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If it's not the result you want:

Hi [client],

I’m sorry that my new rates won’t work for your budget. I completely understand, but I’ll have to end our contract on [X date].

Would you like me to refer you to another freelancer that might be closer to your budget before then?

Sincerely, [Your full name]

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Overdue Invoice – Moving Project to Waitlist

Subject: Project Status & Outstanding Invoice – Action Required
Hi [Name],
I hope you're well!
I wanted to reach out regarding the outstanding invoice for your project. As outlined in our contract, payment is required before work can begin, so I'll be moving your project to my waitlist until that's taken care of.
You can submit payment here → [invoice link]
Once payment is received, I'll do my best to get you back on my schedule as quickly as possible. If you have a sense of when you'll be able to pay, feel free to let me know — advance notice makes it much easier for me to plan accordingly.
I'm looking forward to working together and getting started!
Best, [Your Name]
Please note: All pricing is guaranteed for 3 months from the date of your estimate. After that period, rates are subject to re-evaluation, and your package pricing may be adjusted if you choose to move forward at a later date.

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Leaving//dropping a client

Hi [client], I need to let you know that I will be ending our contract on [X] date. [why you're ending it with as little emotion as possible].

I’d be happy to refer you to another freelancer if you’d like.

Sincerely, [Your Name]

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Offboarding Email

Hi [client], [Insert pleasantry about how you've liked working with them OR wish them well in future endeavors if you didn't like working with them].

If you have time, please leave me a review here: [either request a review via LinkedIn or make a review request form in Google Forms to collect a review from them].

It really helps my business when I get testimonials from my previous clients.

Thanks, [your name]

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The client who is overstepping your boundaries or original contract (a.k.a. Scope Creep)

Hi [client], I've noticed that I've been working outside of our original contract recently and I wanted to bring it to your attention so that we can bring this project back into scope.

[outline where you've been out of scope - no emotions! no saying why! just the facts here.] I certainly take responsibility for my part in stepping outside of the boundaries of our original agreement, but I need to either move this project back into scope by [insert whatever you need to do to move it back into scope].

Alternatively, I'm open to discussing creating a new agreement that fits your expanded needs. Please let me know which option you would prefer. If you'd rather schedule a call to discuss this you can do so here: [insert link to your scheduler]. OR I'm available on [x date(s) at x time(s)] if you'd prefer to discuss this over video chat.

[Insert pleasantry about how you enjoy working with them and look forward to continuing with them] Sincerely, [Your Name]

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Changing Scope

Hey [Client],I remember you saying [whatever they said], but I'm wondering if you'd actually be interested in [whatever you want to offer - limiting scope].I have availability for this starting [approximate date you want to start with them]. Do you still want to work together?Attached, you'll find a proposal with all the details.Chat soon,

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Deadline Extension

Hi [client], I need to let you know that [assignment] will not be ready until [x date].

Would be okay if I submitted [assignment] on [x date] instead of [x date]? Attached is an outline of [assignment]. I want to provide you with my best work, but I’ll need a bit more time in order to do so.

Thanks for your patience! -[your name]

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A Client You Have Previously Worked With Who Asks you For Last Minute Work

Hi [client name],

I don't currently have the capacity to complete the [assignment] you requested. I appreciate your interest in my work and I wish you the best of luck in your endeavors.

If you need, I can recommend a few freelancers in my niche who could take this work on instead.

Sincerely, [Your Name]

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Quarterly Availability check in//follow up

Hey [Client],I'm checking in to let you know I have availability starting [approximate date you want to start with them]. Do you still want to work together?Attached, you'll find a proposal with all the details.Chat soon,

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Unacceptable payment

Hi "client"

I saw you paid me in Coupa via a virtual card. Unfortunately, I cannot accept virtual cards as payment for my services.

I do accept [however you want to get paid].

All the information you need to pay me via my accepted payment methods should be in Coupa. If you have any questions, please feel free to let me know!

Thanks, [Your Name]

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Follow up to remind potential client of schedule

"Hey [client],

I'm starting to fill my schedule for July and I wanted to see: Are you still interested in working together?

I have availability for this project in July, and I'm happy to get the contract rolling next week.

If you're not ready yet, no worries – I can circle back in late July.

Let me know what you think!

Cheers,

[your name]"

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Segue your way into work with a client by writing about them for another client

Hey [POC at potential client],I recently wrote about [company] for [other client], I was inspired to reach out to y'all to see if you need help with [type of writing/service you want to offer]!I'm [your name], [your title]. 👋I've [your accomplishments] for [companies you've worked with].I offer [your services - bullet pointed list if more than 2].I'd love to work with [company]! If you're looking for freelance help, just reply to this email and we can chat!

If you're not but you don't want to lose touch, feel free to reply with, "We're not hiring right now, but we'd love to keep in touch," and I'll follow up next quarter.Looking forward to hearing from you!Sincerely,

[Your Name]P.S. [insert something you love, a remark about the blog you wrote, the link to the blog, your most relevant portfolio piece, or something else that might appeal to them]

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Declining a project you’ve signed on to do but no longer feel comfortable with

Hi [client],I’m writing to let you know that I cannot move forward with your project at this time.Since I haven’t heard from you about getting started, I’ve taken on another client from my waitlist to fill my schedule.I apologize for any inconvenience.Thanks,

[Your Name]If you want to, you could offer to refer them out, but also totally understandable if you don’t want to.You can say this if you do:If you’d like, I’m happy to refer you to the other freelancers in my network and pass their info along to you if they have availability. Just let me know.

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Offer a test piece

General Test Email

Hey [client],

I'd love to share my published samples with you but because of the NDA I signed, I can't share them publicly.

If the pieces in my portfolio don't work for you, I'm happy to do a custom test piece for you!

I [PICK 1: charge [$#] for a [word count] test piece OR offer 1 free test piece for new clients] to make sure we're the right fit.

To get started on a test, all I need is a brief and a signature on this contract [← hyperlink "this contract" to a short agreement in pandadoc (free e-signature software) that just says what the scope of work is, how much it'll cost, and payment terms - you can steal that copy from the contract template in the FRL]

If you'd rather chat more, I'm happy to talk! Just schedule a time here. [← hyperlink your scheduling link like cal.com or calendly]

Chat soon, [Your Name]

💸 Paid test + discount:

Hey [client],

I can't do a test for free. But I'm happy to do [scope] at a 10% discount of my usual rates for [your price].

I hope this works for you! Let me know what you're thinking re: deadlines and I'll draw up a quick contract so we can get started.

Thanks,

[Your Name]

💵 Paid test, no discount:

Hey [client],

I no longer do free tests.

But I'm happy to do an initial assignment of [scope] at [your rate] before we dive into a full [contract length] contract together.

I hope this works for you! Let me know what you're thinking re: deadlines, and I'll draw up a contract so we can get started.

Thanks,

[Your Name]

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Check in with current & former clients to get more work EOY (2 template options!)

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Template 1: Survey Simple

Hey [Client],

I just wanted to check in with you and see how you’re feeling about your goals.

Would you mind answering these questions real quick?

[insert survey form link]

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Template 2: Survey w/ more personality

Morning!! The end of the year approaches (eek!) and I want to make sure you are right where you want to be by Christmas. This quick (like 2 mins) questionnaire is designed to get you thinking about your goals, and how you are going to make them happen.

[insert survey form link] Yes, we talk about revenue goals – but that's not the only benchmark to your business success. So, fill in the where you at survey to check in with yourself, and with me so we can get you growin' and thrivin' into 2025.

[insert button one more time]

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Following up on a contract/proposal you sent out and haven’t heard back from

Good morning name and happy [day of the week]!

I can’t wait to get started on: [the things you talked about as a bulleted list] By the end of [estimated project end date] you’ll [transformation project provides] which means you’ll be able to [desires]. Do you have any questions about the proposal that I can answer over email? I’m here and happy to help. I’m also available next week if you have any follow up questions. You can book a time to chat here [insert calendar link]. Looking forward to hearing from you!

[Your Name]

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Negotiate a proposed rate

Hi [Editor’s Name],

I’m really excited about the opportunity to [whatever the opp is] and contributing to [Company/Publication Name]. Before finalizing the contract, I’d like to discuss the compensation.

Given the scope of the work and the experience I bring, I’d like to propose a rate of [$] for this contract. I believe this aligns with the value I can provide and the responsibilities involved.

If you’d rather discuss this in a meeting, that works too. I’m available at these times [← link to scheduler]. I’m eager to get started! Let me know your thoughts.

Thank you for your time, [Your Name]

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Contract Negotiation: Noncompete

Subject: Question Regarding Contract Clause

Hi [Client's Name],

I’m really excited about this opportunity and looking forward to working together! I had a quick question about Section 1.3 regarding other business activities. The wording about competition feels a little broad, and I want to make sure I fully understand its intent.

Since I work with multiple clients in [your industry], I’d love to clarify what would be considered a conflict of interest. Would you be open to adjusting the language to be more specific — perhaps limiting restrictions only to direct competitors in [specific niche] rather than a broad non-compete?

Let me know what you think, and I’m happy to discuss a revision that works for both of us. Looking forward to collaborating!

Best,

[Your Name]