Email Templates

Save hours writing client emails with our carefully crafted email templates.

Table of contents:

 

Initial response

The initial email response to qualify your client. You're trying to find out if they have the budget range to afford you, along with a reasonable time frame. You don't want to send your calendar link at this stage since you may not find the client is a good fit.

Finally, you want to make sure that you are speaking with the ultimate decision maker for the project. Ideally, you don't want them to take your proposal to someone else for approval.

Hey [name],
Thanks for reaching out about [project name]. Before we schedule a call, would you mind answering a few short questions to help me understand a bit more about what you need:

  1. What prompted you to reach out today? In other words, why are you looking to start this project?
  2. Do you have a budget you’ve set aside for this project? And is it over [$10k]? 
  3. Is there a hard deadline (e.g. an event) that you need this project completed by?
  4. Are you the owner/decision maker of this project? 
  5. Optional: How did you find out about me?

If it sounds like we're a good fit, the next step will be to book a time for an informal 30-minute call so we can meet and discuss your exact project requirements and the ways I could help you. If you have a calendar link you’d like me to use, feel free to send that over - otherwise we can use mine.

Thanks, and looking forward to hearing back,
[YOUR-NAME]

Project Rejection

Reject your leads without burning bridges. Ideally, refer them elsewhere but keep the relationship open. Don't forget to add them to your CRM!

Hi [NAME],

Thanks for thinking of us for your business. While this sounds like a great opportunity and we would ordinarily love to help, we are currently booked solid and aren’t taking on any new clients right now.

[Or]

Thanks for thinking of us for your business. While it sounds like a great project, it doesn't seem like a good fit at this time. [It's best to personalize this part and give them the reason they aren't a good fit for you right now, e.g. budget too low, deadline too soon, etc.]

However, I’d love to refer you to a handful of people whom I have a TON of respect for and who may be able to help you out.

Here they are:
⁃

  • [REFERRAL 1]
  • [REFERRAL 2]
  • [REFERRAL 3]

Best of luck with the project and please feel free to reach out again in the future. We might be in a better position to accept.

Again, thanks for thinking of us. Best of luck with [BUSINESS], [NAME]

Best,
[YOUR-NAME]

Book a Discovery Call

Get leads to book a discovery call with you

Hi [name],
Thanks for answering those questions - everything sounds great!The next step is to book a 30-minute call so we can meet each other, go through your project requirements, and I can give you some more info on how we work to make sure it's a good fit.If this sounds good, you can use this link to select any available slot in my calendar. (If none of those times work feel free to suggest some or send your own calendar link).

Finally, if there’s anything that comes to mind that you want to make sure we go over on the call, you can add it to this shared agenda document so we don’t miss anything out: [link-to-agenda-document].

Thanks and looking forward to speaking soon!

[YOUR-NAME]

Discovery Call Reminder

A brief follow up email for leads who don't book a discovery call within 7 days. You can send another 1-2 emails after this if you wish.

Hi [NAME],

[NAME] here. I just wanted to check back in to see if you were still interested in booking a discovery call with us. 

Here’s a link to our calendar (and if none of those times works, feel free to suggest some alternatives and we’ll do our best to make it work)

If you have any questions, just reply to this email and I’ll be happy to help.

Thanks,

[NAME]

After Call Follow Up

Follow up with your leads to book a discovery call

Hey [name],It was great to talk to you just now. [Add-something-personal] The project sound fantastic and it was lovely to be able to meet you properly.As promised I'll have your proposal over by tomorrow. In the meantime, if you have any questions I’m just an email away.Enjoy the rest of your [day/evening].

[YOUR-NAME]

Send Proposal

The proposal should be sent as soon as possible. Preferably within 1-2 days. For larger projects, you would ideally get on another call with your client to go through it, answer their questions, and get their commitment. This may not be needed for smaller, simpler projects.

Hi [NAME],

Really enjoyed chatting yesterday!

We would love to work with you to help [PROBLEM].

You already have a lot of the right components in place (e.g. [FILL IN THE BLANKS]), and we’d love to work with you to [SOLUTION].

Here’s a copy of the proposal we've put together for you, including the total investment and timeline.

A few extra things to note about how we work:

  • We’re obsessed with testing. Everything. Everything we do will be A/B tested so you’ll know exactly what effect it’s having. We can’t promise everything will be a net positive, but with our rigorous testing in place, you will always end up with the best solution for your business.
  • As this is a longer-term engagement, each month you’ll meet with [NAME] and go over the metrics from the previous month, confirm what we’ll be working on next, and get any updates from you regarding new products you’re working on, initiatives, and so on
  • Everything will be managed by us, and you’ll have full visibility into everything that we’re working on. Additionally, nothing ever goes “live” without your full consent

Our goal is to provide both quick wins that deliver results fast, along with permanent improvements to your business.

Let me know if you’re interested and we’ll send over the paperwork to secure your spot. Happy to answer any questions you might have for me.

Thanks!
[YOUR-NAME]

Proposal Follow Up

A short follow up email if your client hasn't responded to the proposal in a few days.

Hi [NAME],

Just wanted to quickly follow up with you to see if you had a chance to look over the proposal. (Here’s the link).

Currently, we have availability to start in [MONTH], which would work well considering your [EVENT/PROMO] in [MONTH].

Do you want to get the project locked in? If so, just let me know and I’ll get it secured.

Thanks,
[YOUR-NAME]

Request Feedback

It's a good idea to periodically send an email to collect feedback. You don't need to wait until the end of the project to do this. Feedback is one of the most valuable things you can receive from your clients! We prefer to send requests for feedback from an assistant because it encourages clients to speak more freely. But if you're solo, this can come directly from you.

Hi [NAME],

[YOUR ASSISTANT NAME] here again. I just wanted to check in to see how everything is going with the project so far.

We’re always looking for ways to improve, so if you have any comments (good, bad, or in-between) you can either reply directly to this email, or we have created a short survey for you here:

Here’s the link to our feedback survey.

It should only take a couple of minutes to complete and it really helps keep us at the top of our game!

Looking forward to it and have a great rest of your day!
[YOUR-NAME]