8 FREELANCE EMAIL TEMPLATES Done-for-You Canned Responses for Every Stage of Client Work SoloStack — solostack.madethis.app ====================================================== Customize the [PLACEHOLDER] fields with your information. These are designed to be professional but warm — copy, paste, personalize, and send in under 2 minutes. ------------------------------------------------------ EMAIL 1: WELCOME EMAIL (Send immediately after contract signing + deposit cleared) ------------------------------------------------------ Subject: Welcome to [YOUR BUSINESS NAME] — Here's what happens next Hi [CLIENT FIRST NAME], I'm thrilled to officially be working together. Your deposit has cleared and we're all set to kick things off. Here's what the next few days look like: - I'll send over a brief intake questionnaire within the next 24 hours — it takes about 10 minutes and helps me hit the ground running. - Once you've completed that, we'll book our kickoff call. I'll send a scheduling link shortly. - After the kickoff call, I'll share [shared workspace / Google Drive folder / Notion page] where you can track progress throughout the project. In the meantime, if you have any documents, assets, or background info you want to send my way, feel free to reply to this email. Looking forward to building something great together. [YOUR NAME] [YOUR TITLE] | [YOUR BUSINESS NAME] [YOUR EMAIL] | [YOUR WEBSITE] ------------------------------------------------------ EMAIL 2: PROJECT KICKOFF (Send after kickoff call, within 24 hours) ------------------------------------------------------ Subject: [CLIENT FIRST NAME] x [YOUR BUSINESS NAME] — Kickoff Summary Hi [CLIENT FIRST NAME], Thanks for a great kickoff call today. Here's a quick summary of everything we covered so we're aligned heading into the project: Project: [PROJECT NAME] Start date: [START DATE] Delivery date: [DELIVERY DATE] Milestones: [MILESTONE 1 — DATE] / [MILESTONE 2 — DATE] Deliverables agreed: - [DELIVERABLE 1] - [DELIVERABLE 2] - [DELIVERABLE 3] Next steps: - I'll have [FIRST DELIVERABLE / FIRST DRAFT] to you by [DATE] - Please send [ANY ASSETS / BRAND GUIDELINES / COPY] to me by [DATE] Status updates will go out every [DAY] by [TIME]. You can reach me at [EMAIL] for anything urgent. I aim to respond within [24 HOURS / your SLA]. Excited to get started. [YOUR NAME] ------------------------------------------------------ EMAIL 3: WEEKLY STATUS UPDATE (Send every [DAY] — use Loom for video or send as text) ------------------------------------------------------ Subject: [PROJECT NAME] — Week [#] Update Hi [CLIENT FIRST NAME], Here's your weekly update for [PROJECT NAME]: COMPLETED THIS WEEK: - [ITEM 1] - [ITEM 2] IN PROGRESS / NEXT WEEK: - [ITEM 1] - [ITEM 2] OPEN ITEMS / QUESTIONS: - [QUESTION OR BLOCKER — if none, write "None this week"] Next scheduled touchpoint: [DATE / CALL / DELIVERY] Everything is on track for [DELIVERY DATE / NEXT MILESTONE]. As always, reply here if anything comes up. [YOUR NAME] ------------------------------------------------------ EMAIL 4: REVISION REQUEST ACKNOWLEDGMENT (Send within 24 hours of receiving revision feedback) ------------------------------------------------------ Subject: Re: [PROJECT NAME] — Revision Feedback Received Hi [CLIENT FIRST NAME], Thanks for the feedback — I've reviewed everything and have a clear picture of the changes needed. Here's where we stand: - Revisions requested: [BRIEF SUMMARY] - This falls within [Round 1 / Round 2 / your included revision rounds] - Updated delivery: [DATE] [IF CHANGES ARE OUTSIDE SCOPE]: A few of the requested changes fall outside our original scope. I'll send a quick change order for those items with pricing and a revised timeline before I begin. Everything within scope will be updated and redelivered by [DATE]. Any questions, just reply here. [YOUR NAME] ------------------------------------------------------ EMAIL 5: INVOICE SENT (Send with or immediately after the invoice) ------------------------------------------------------ Subject: Invoice #[NUMBER] — [PROJECT NAME] — Due [DATE] Hi [CLIENT FIRST NAME], Please find Invoice #[NUMBER] attached for [DESCRIPTION OF WORK / MILESTONE NAME]. Invoice total: $[AMOUNT] Due date: [DATE] Payment methods: [BANK TRANSFER / STRIPE LINK / PAYPAL / etc.] [PAYMENT LINK IF APPLICABLE] Once payment is received, I'll [CONFIRM RECEIPT / BEGIN THE NEXT PHASE / DELIVER THE FINAL FILES]. If you have any questions about the invoice, just reply here. Thank you — always a pleasure working together. [YOUR NAME] ------------------------------------------------------ EMAIL 6: PAYMENT OVERDUE REMINDER (Send at 7 / 14 / 21 days — customize the urgency level) ------------------------------------------------------ Subject: Invoice #[NUMBER] — [OVERDUE / SECOND NOTICE / URGENT: FINAL NOTICE] Hi [CLIENT FIRST NAME], I wanted to follow up on Invoice #[NUMBER] for $[AMOUNT], which was due on [DUE DATE] — [7/14/21] days ago. [7-DAY VERSION]: I understand things get busy — just a quick nudge in case this slipped through. Payment link is below if it helps. [14-DAY VERSION]: This is a second notice for Invoice #[NUMBER]. If there's an issue with payment or you have questions about the invoice, please reply and we can sort it out. Otherwise, I'd appreciate payment by [NEW DATE]. [21-DAY VERSION]: This is my final notice before I escalate. Invoice #[NUMBER] is now 21 days overdue. Per our contract, [LATE FEE / WORK PAUSE POLICY]. Please confirm payment or contact me immediately at [EMAIL / PHONE]. [PAYMENT LINK IF APPLICABLE] [YOUR NAME] ------------------------------------------------------ EMAIL 7: PROJECT COMPLETE (Send with final deliverables or within 24 hours of delivery) ------------------------------------------------------ Subject: [PROJECT NAME] — Project Complete + Final Files Hi [CLIENT FIRST NAME], It's been a great project. Here's your final delivery for [PROJECT NAME]: [LINK TO FILES / DELIVERABLES / DRIVE FOLDER] What's included: - [DELIVERABLE 1] - [DELIVERABLE 2] - [DELIVERABLE 3] [IF APPLICABLE]: I've also attached Invoice #[NUMBER] for the final payment of $[AMOUNT], due on [DATE]. A few housekeeping notes: - [ANY ACCESS TRANSFERS / HANDOFFS] - [ANY ONGOING SUPPORT TERMS] - [FILE FORMAT NOTES IF RELEVANT] It was genuinely great working with you on this. I hope [PROJECT] delivers exactly what you were looking for. If anything comes up in the next [30 DAYS / your support window], don't hesitate to reach out. [YOUR NAME] ------------------------------------------------------ EMAIL 8: TESTIMONIAL REQUEST (Send 1–3 days after final delivery — while satisfaction is highest) ------------------------------------------------------ Subject: Quick favor — would you share a few words? Hi [CLIENT FIRST NAME], Now that [PROJECT NAME] is wrapped up, I wanted to ask a quick favor. If you were happy with the work, would you be willing to share a short testimonial? It doesn't need to be long — even 2–3 sentences about your experience working together would mean a lot. Specifically, it would help if you could mention: - What you hired me to do - What the experience was like - Any results or outcomes you've seen You can reply directly to this email and I'll take care of the rest — or if you'd prefer to post it on [LinkedIn / Google / your preferred platform], here's a direct link: [LINK IF APPLICABLE] Also — if you know anyone who might need [YOUR SERVICE], I'd love an introduction. Referrals are always the best way I find new clients. Thanks again for the opportunity. This was a really enjoyable project. [YOUR NAME] ====================================================== TIPS FOR USING THESE TEMPLATES ====================================================== 1. Save these as Gmail canned responses (Settings → Advanced → Canned Responses) or as Notion/Google Doc snippets for quick access. 2. Use a tool like TextExpander or Espanso to trigger templates with a short shortcut (e.g., type "/welcome" to expand the welcome email). 3. The more you use them, the better they get. Note anything that feels off, customize the tone to match your voice, and refine after each use. 4. For full automation (auto-sending based on triggers), use these templates inside HoneyBook, Dubsado, or a similar CRM with workflow automation. ====================================================== Downloaded from SoloStack — solostack.madethis.app Free templates and resources for freelancers and solopreneurs. Get 50+ done-for-you templates with a SoloStack membership — $19/month.