7 Email Templates for Freelancers

Part of establishing yourself as a freelancer is perfecting your online communication skills. Since most freelancers work remotely and rely heavily on email, it’s a good idea to keep some email templates on hand so you can quickly address common client issues.

Keep reading for seven customizable email templates to use as a freelancer.

1. How To Approach a Potential Client

Cold emailing individuals or businesses you’d like to work with can be a great way to source new clients and get work. But writing a pitch can be a little intimidating if you’re new to the freelance game, especially if you don’t have sales experience. Here’s a brief email template you can use and customize for each recipient:

Hi [Client Name],

My name is [Your Name], and I came across your website [personal connection]. I was particularly impressed by [specific detail]. I’m reaching out because I provide [your service], and I’d love to partner with [you/your company] because [one or two specific reasons]. Do you have any time this week to talk about ways I could support you in [relevant areas]?

I look forward to hearing from you.

All the best,
[Your Name]

2. How To Follow Up With a Client

Sometimes you may need to follow up with a client about a project, for example, if they haven’t responded to your request for clarification or paid an invoice. Here’s a template you can use for friendly first reminders:

Hi [Client Name],

I hope you’re doing well! As you know, I sent over [a request/invoice/draft] on [date]. I’d really appreciate it if you could [provide information/fulfill the invoice/send feedback] by [specific date] so that we can move forward with the project. I’ve enjoyed working with you so far and am looking forward to continuing our partnership. Please let me know if you have any questions.

All the best,
[Your Name]

3. How To Respond to Scope Creep

While it’s not unusual to provide some revisions for clients based on feedback, it’s important to be mindful of scope creep (demands beyond the scope of the original brief) – you want to make sure you’re being paid fairly for your services. However, this can be an awkward topic to bring up with clients. If you find yourself in this situation, consider using this email template:

Hi [Client Name],

I hope you’re having a good week. I wanted to reach out to discuss [the project]. I understand you’re hoping to receive [extra round of revisions/other work] by [specific date]. Of course, I’m happy to do that and keep moving forward. However, given that this goes beyond what was outlined in the original brief, I’d like to revise the terms of our existing contract to include this extra work. My rate for this work is [amount per hour]. I look forward to hearing your thoughts on how we can take this forward.

All the best,
[Your Name]

4. How To Let a Client Know You’re Going on Vacation

Even though you’re a freelancer, you still need to take the occasional vacation! However, it’s a good idea to send your existing clients a quick email well in advance to let them know you’ll be going away. Try something like this:

Hi [Client Name],

I hope you’re doing well! I’m reaching out because I’ll be taking some time away from work and will be offline from [date to date]. I want to make sure everything is covered and we’re all set to continue when I’m back, so here’s what I plan to do before I leave: [outline tasks]. Is there anything else you’d like me to prepare?

All the best,
[Your Name]

5. How To Turn Down Work

When you’re just starting out as a freelancer, it may feel like you’ll never need to turn down work. But there could come a time when you can’t accept every project that comes your way. If you receive an offer from a client that you have to turn down, consider writing:

Hi [Client Name],

Thank you for the offer to [work on a specific project]. It sounds like a great opportunity. Unfortunately, my workload is a bit too heavy right now, so I’m unable to take it on at this time. I hope we can stay in touch and work together in the future.

All the best,
[Your Name]

6. How To End a Client Relationship

Sometimes it’s best to end a relationship with a client – especially when they’ve become too difficult or demanding. In these tough situations, try an email template like this:

Hi [Client Name],

As we’ve discussed recently, [outline challenges]. While I wish you the best of luck in the future, I no longer feel I’m the right person to complete this job and will be transitioning off the project. Over the next two weeks, I will be completing: [outline tasks].

I appreciate your understanding. Please don’t hesitate to reach out with any questions.

All the best,
[Your Name]

7. How To Ask for a Testimonial

Testimonials are a great way to prove to potential clients that you can achieve the results they’re looking for. To ask a past client to write you a testimonial, try sending them something like this:

Hi [Client Name],

I hope you’re doing well! I’m reaching out because I’m collecting testimonials from past clients and would love to include some words from you. It was such a pleasure working together, and I’d love to highlight our partnership.

I’d be very grateful if you could write one or two paragraphs explaining what you enjoyed about working together and how it helped you/your specific results. I can send a few prompts to answer if you prefer. If you’d rather not do this, it would be good if you could let me know. I hope to hear from you soon.

All the best,
[Your Name]

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