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12 freelance email templates for clients (copy & paste)

The same emails come up on every project — the first reply to an inquiry, the proposal, onboarding, the invoice, the polite nudge when an invoice goes quiet. Save these once and send them in a keystroke instead of rewriting them from scratch.

Swap the bracketed parts to fit each client, keep the tone yours, and insert any of them in any field by typing //. Tip: turn the dated ones into dynamic placeholders so the date and name fill themselves.

1. Replying to a project inquiry

Hi [Name], thanks for reaching out — your project sounds like a great fit. To put together an accurate quote, could you share [timeline, budget range, and any references]? Happy to hop on a quick call if that's easier.

2. Sending a proposal

Hi [Name], attached is the proposal for [project]. It covers scope, timeline and pricing. I've also noted what's not included so there are no surprises. Let me know if you'd like to adjust anything — happy to walk through it together.

3. Following up on a proposal

Hi [Name], just checking in on the proposal I sent on [date]. No rush — I know these decisions take time. If any questions came up, I'm glad to clarify.

4. Client onboarding

Welcome aboard, [Name]! Here's what happens next: [1) kickoff, 2) access I'll need, 3) first milestone]. You can reach me at [contact] and I typically reply within [timeframe]. Excited to get started.

5. Requesting assets or access

Hi [Name], to keep things moving I'll need [logo files / brand guidelines / login access] by [date]. You can send them here or drop them in [folder/link]. Thanks!

6. Sharing a progress update

Hi [Name], quick update on [project]: [what's done], [what's next], on track for [date]. Nothing needed from you right now — just keeping you in the loop.

7. Delivering work

Hi [Name], [deliverable] is ready — you can find it here: [link]. Take a look when you can and send any feedback by [date]. I've included [notes/instructions] to help you review.

8. Sending an invoice

Hi [Name], please find invoice [#] attached for [amount], due by [date]. Payment details are on the invoice; let me know if you need anything else for your records. Thanks for a great project!

9. Polite payment reminder

Hi [Name], just a friendly reminder that invoice [#] for [amount] was due on [date]. If it's already on its way, please ignore this — otherwise, let me know if there's anything you need from me to process it.

10. Handling scope creep

Happy to take this on, [Name]! Since it's outside our original scope, I'll send a quick add-on estimate of [amount / hours] so we're aligned before I start. Sound good?

11. Asking for a testimonial or referral

Hi [Name], it's been a pleasure working on [project]. If you were happy with the results, a short testimonial — or an intro to anyone who needs similar work — would mean a lot to my small business. No pressure at all, and thank you!

12. Declining a project politely

Hi [Name], thanks for thinking of me. I'm fully booked through [timeframe], so I wouldn't be able to give this the attention it deserves. If timing changes I'll reach out — and I'm glad to recommend [name] in the meantime.

Stop rewriting the same client emails. Save these once and insert them anywhere by typing //.

Add ReplyKit to Chrome — free

Make them faster and more personal

Always swap the bracketed parts — a name and a date take seconds and change the whole tone.
Keep your signature and rate card as separate snippets so you can mix them in.
Give the ones you use daily a short shortcut like ;quote or ;inv.
Use placeholders so {date} and the client's {name} fill in on insert.