Do tedious admin tasks disrupt your focus? Does creativity evaporate along with the time and energy spent emailing your clients? If yes, it’s time to automate your communication with clients. We’ve got you covered with our email templates for freelancers. Check our freelance email templates and stop drafting the same message all over again.
Why you should add freelance email templates to your toolkit
Remote freelancers rely heavily on emails. They’re usually a primary means of online communication with their client. They play a crucial role in building and maintaining professional relationships, represent you, and often replace face-to-face conversations. That’s why you shouldn’t underestimate their content.
On the other hand, crafting emails can be really daunting if we revolve around repetitive problems all the time, such as service pitches, project details, payment reminders, or review requests. You don’t have to, and you shouldn’t do it over and over again. Prepare email samples with blanks to facilitate and speed up communication with your current and potential clients.
With “precooked” subject lines and email templates for freelancers, you won’t spend time searching for appropriate wording and courteous phrases or wondering if they convey the message explicitly enough. Just use one of the emails you’ve penned before and adjust it to your client and the project. Write a catchy subject line and draw your client’s attention from the start.
In other words, you can automate your email communication, reducing your mental input. As a result, you’ll become more productive and concentrate on creative assignments instead of operational tasks.
Writing emails is not your favorite exercise? No worries – check our ready-made samples for common freelance issues.
Must-have email templates for freelancers
We’ve identified recurring topics in email communication between freelancers and their clients. You can start using these email samples right away, or modify them in your communication style.
Email template 1: I’m your next freelancer, and this is my brilliant service
Looking for ways to attract a new client, you might come across “cold emailing.” It means contacting a potential client you don’t know and pitching your irresistible offer. When big corporations want to win a new client, they put their sales teams into action. As a solopreneur, you are your boss, employer, and salesperson, so cold emailing is on you.
Your cold emails should highlight the value you’ll add to your client’s business. It should be pithy and refer to your goal – starting a new client relationship. We encourage you to use freelance email templates and add a personal touch if possible.
Here’s our cold email template for freelancers:
Subject: Your solution to [client’s problem] – let’s team up!
Hi [client’s name],
I’m [your name] – a [your profession] with experience in [the niche directly related to your client’s business]. I’ve noticed that [client’s problem, e.g., the product descriptions on your website aren’t SEO-friendly]. To improve your [client’s goal affected by the problem, e.g., conversion rate], I’d love to partner up and offer you my [specific offer].
Let’s talk about my contribution to [client’s goal] on a video call. Do you have time [day and hour] or [day and hour]?
I look forward to hearing from you!
All the best,
[your signature]
Email template 2: Give me more details so I can get down to work
Before diving into a project, always make sure you and your client are on the same page. If you feel you might use a more detailed description of your assignments, don’t hesitate to ask for it – it’s for mutual benefit. Clarifying tasks from the start is much better than overcommunication in the process. Prepare a list of doubts and questions before drafting an email to your client.
Discussing your client’s expectations in detail will also help you avoid scope creep – a situation when your client demands far more work than initially planned. If your client starts to overstep, you can always refer to their response to the following email:
Subject: Project details needed: [project / task]
Hi [client’s name],
I hope you’re having a great day! I can’t wait to start working on [project / task] for you, but first, let’s clarify some details so I know exactly how to cater to your needs. Please answer the following questions:
1. [Question about the assignment]
2. [Question about the assignment]
3. … etc.
Thanks to your input, I’ll know how to [client’s benefit, e.g., increase your…]
I look forward to your response!
All the best,
[your signature]
Email template 3: Let’s pump up my workload
One way of improving your cash flow is balancing your number of clients. If you work for too many, you can drown in emails, constantly dividing your attention between different projects. This can harm the result.
To prevent that and at the same time earn more money, you can ask the higher paying clients for more tasks. After they agree, discuss your pay rise for increased workload. Try phrasing your proposition this way:
Subject: Workload adjustment – let’s discuss our future projects
Hi [client’s name],
I hope this email finds you well. I’ve been really enjoying working with you and your team on [project / tasks], so I’d be more than happy to take on more assignments.
To hone my skills and knowledge, I want to discuss my further contribution to our shared goals. This could involve increasing my workload within our current projects or offering you extra services such as:
1. [Your service],
2. [Your service],
3. … etc.
Expanding my role would [client’s benefits].
I’ll be happy to discuss our further collaboration in greater detail and answer any questions. Please let me know what you think.
All the best,
[your signature]
Are you ready for more cash flow-related tips for ambitious freelancers who seek financial stability and job satisfaction? You’ll find them in our e-book: Cash flow management for freelancers – improve your financial well-being.
Email template 4: I need a longer break
Even though working freelance is, by default, less strict vacation-wise, you should always notify your client about a prolonged absence. It’ll help maintain a long-lasting and mutually satisfying business relationship. Email your client about your upcoming days off in advance. Like this:
Subject: [your name]’s temporary time off – details inside
Hi [client’s name],
I hope you’re doing well! Working for you has been incredibly rewarding so far, and I want to continue our collaboration. To recharge batteries and deliver the best results afterward, I’ll be taking time away from work from [date] to [date].
Before signing off, I plan to complete the following assignments:
1. [Assignment],
2. [Assignment],
3. … etc.
Please let me know if you have any questions or jobs you’d like me to do before my leave. I want to make sure we’ll be ready to continue when I’m back on track.
I look forward to hearing from you!
All the best,
[your signature]
Email template 5: Your testimonial (and recommendation) would mean a lot
Document all successful client relationships – they’ll be an ace up your sleeve when working your way to new collaborations. By document, we mean asking your past clients for reviews and collecting them online – on your personal website, LinkedIn profile, or Useme. Never say goodbye without requesting a testimonial.
Subject: Share your opinion on our collaboration – feedback request
Hi [client’s name],
I hope you’re doing well! I’d love to update my testimonial page with your review. Working together on [project] has been such a pleasure, and your honest opinion on this experience would be the icing on the cake.
Would you please share 1-2 paragraphs on what you enjoyed about collaborating with me and how I contributed to your business growth? If more specific questions would help you formulate your opinion, please let me know, and I’ll send you some prompts.
I look forward to reading your testimonial!
All the best,
[your signature]
If you get a positive review, ask your client if you can quote them on your website or if they can paste their words to your LinkedIn or Useme profile (here’s an instruction on how to add a review to the freelancer profile on Useme). Then, mention recommending you to their business and personal acquaintances.
If you had a positive experience working with this client, suggest future collaboration.
Subject: Help me grow my business – testimonial follow-up
Hi [client’s name],
Thank you so much for your review! I appreciate your time and our mutually rewarding collaboration. I hope our paths will cross again soon – please contact me whenever you need a freelancer specializing in [niche]. If you would consider recommending my services to those in your professional or personal circles, I’d be truly grateful.
Testimonials help me attract new clients and develop my craft. Do you mind if I post your review on my website [website address]? / Do you mind sharing your review on my LinkedIn/Useme profile?
Thank you once again!
All the best,
[your signature]
Email template 6: I still haven’t got my payment
Keeping payments in order is essential for consistent cash flow. To navigate tricky conversations that may appear along the way, discuss payment deadlines and accepted payment methods at an early stage of your collaboration with the client. You can also include late payment fees in your agreement.
If, despite transparent and feasible terms, your salary is running late, nudge client payment in a polite email.
Subject: Unpaid invoice [invoice number] for [project / tasks]
Hi [client’s name],
I hope you’re doing well. I’d like to respectfully request that you pay for the invoice [invoice number] for [project / tasks], sent on [date]. Please finalize the payment as soon as possible, as it’s overdue.
Please let me know when I can expect payment for this invoice. If you have any questions, I’ll be more than happy to answer them.
All the best,
[your signature]
Email template 7: It’s time to say goodbye
When you don’t want to continue working with a client, inform them beforehand. Keep your email communication respectful regardless of why you want to end this collaboration. Assuming positive intent will help you protect this client relationship. Keep that in mind, especially if you consider teaming up again in the future.
Subject: Goodbye note and tasks to be completed
Hi [client’s name],
Thank you so much for the opportunity to work on [project / tasks]. It’s been a pleasure to meet you and your team. While I wish you the best of luck, I’ve decided to finalize our collaboration [you can give a reason, e.g., – due to a shift in my business priorities / lack of necessary time to meet your needs effectively].
By [date], I’ll have completed the tasks we’ve agreed upon:
1. [Task],
2. [Task],
3. … etc.
I appreciate your understanding and hope we stay connected.
All the best,
[your signature]
Email templates for freelancers – more tips
Here are more hints on how to craft professional, considerate, and informative emails to your clients:
- Design a business email signature with your name and job title. It can include a sign-off, phone number, links to your social media and website, your logo or headshot.
- Use a personal note whenever possible, add your client’s name, and don’t send emails to multiple recipients.
- Keep your communication in order, and respond to emails in a thread.
- Briefly double-check your email before sending, even if you use a template.
Our list of templates is far from exhaustive. Although many freelancers face the same problems, every person can stumble upon different issues along their solopreneur journey. If you spot other recurring concerns in your communication with clients that we didn’t cover in our templates, create a new one and save more time!
Even with just a few ideas on hand, you’ll speed up operational tasks and focus more on your work. Also, feel free to adjust our templates to your profession. We’re crossing our fingers for your freelance business!
