================================================================ FREELANCE RATE CHANGE TEMPLATES SoloStack — solostack.madethis.app ================================================================ Templates for switching your pricing model or adjusting rates. Free to download and use. No email required. ================================================================ ---------------------------------------------------------------- EMAIL 1: Switching an Existing Client from Hourly to Project ---------------------------------------------------------------- Subject: A quick change to how I'm structuring our work Hi [Client Name], I wanted to give you advance notice of a change to how I'll be working going forward. Starting [DATE], I'll be moving to project-based pricing for all new engagements. Rather than billing hourly, I'll provide a fixed quote upfront for each scope of work — so you'll know exactly what you're investing before we begin. For you, this means: - Clear, upfront pricing with no surprise invoices - A detailed scope document for every project so we're aligned on deliverables and expectations - A consistent, professional process that gives you better budget control For our current work in progress: nothing changes. I'll finish [current project/engagement] under the existing arrangement. The new model will apply to any new work we scope together starting [DATE]. I don't anticipate this affecting our working relationship — if anything, I think you'll find it cleaner and easier to manage. I'll be reaching out about [next project/upcoming work] in the next [timeframe] to walk through what a project proposal would look like. Any questions, just let me know. [Your Name] --- NOTES FOR USE: - Send 30-45 days before the change takes effect - If the client reacts negatively, offer a hybrid: project rate for defined deliverables + hourly for advisory/support - Don't apologize for the change — it benefits the client too ---------------------------------------------------------------- EMAIL 2: Switching from Project to Hourly (Specific Engagement) ---------------------------------------------------------------- Subject: Adjusting how we structure the [engagement type] work Hi [Client Name], As we head into [next phase / new project], I'd like to suggest we handle this one on an hourly basis rather than a fixed project rate. Here's my thinking: [engagement type] tends to be more exploratory in nature — the scope evolves as we learn more, and I'd rather protect you from paying for work that doesn't end up being useful. Hourly gives us both the flexibility to pivot as needed without getting locked into a scope that no longer fits. My rate for this engagement will be $[rate]/hr. I'll send a detailed timesheet [weekly / at the end of each month] and invoice accordingly. I'll flag it proactively if it looks like hours are running ahead of expectations. If the scope settles into something more defined down the line, we can revisit whether a fixed project quote makes more sense at that point. Let me know if you're comfortable proceeding on this basis. [Your Name] --- NOTES FOR USE: - Good for: R&D projects, strategy work, ongoing support, situations where the brief is genuinely undefined - Be specific about what makes this project "hourly territory" so the client doesn't interpret this as a walk-back of your usual process ---------------------------------------------------------------- EMAIL 3: Raising Your Hourly Rate (Existing Client) ---------------------------------------------------------------- Subject: Updated rates for [YEAR] Hi [Client Name], I'm reaching out to let you know that my hourly rate will be increasing to $[new rate]/hr, effective [DATE]. This is my first increase in [X years / since we started working together in YEAR], and it reflects the value and results I've been delivering, as well as updated market rates for [your specialty]. Your current rate of $[old rate]/hr will remain in effect for any work completed before [DATE]. From that date forward, new work will be billed at $[new rate]/hr. I genuinely value our working relationship and I look forward to continuing to [brief statement of what you do for them — e.g., "manage your social presence" / "support the dev team" / "produce content for the blog"]. If you have any questions, I'm happy to chat. [Your Name] --- NOTES FOR USE: - Give 30-60 days' notice minimum - Keep it matter-of-fact — don't over-apologize - Mention longevity if applicable ("first increase in 2 years") — it reinforces that you've been generous, not greedy - If the client pushes back, offer a small concession: lock their current rate for any work scoped within the next 30 days, or grandfather them at a midpoint rate for a defined period ---------------------------------------------------------------- EMAIL 4: Raising Your Project Rate (New Client Announcement) ---------------------------------------------------------------- Subject: Updated project rates for [YEAR] Hi [Name], Great to connect — I'm looking forward to learning more about [their project / company]. One quick note before we get into the details: my project rates have been updated for [YEAR]. Current rates for [your service type] typically start at $[starting rate] depending on scope, with most projects in the $[range low]–$[range high] range. I'll put together a detailed proposal once we've talked through the specifics — so the number you'll see will be scoped to exactly what you need. Looking forward to our call on [date/time / let me know your availability]. [Your Name] --- NOTES FOR USE: - Use this when you've recently raised rates and want to set expectations before a discovery call - Good for inbound inquiries where you haven't discussed budget yet - If you're worried about sticker shock, lead with range rather than a single number ---------------------------------------------------------------- PROPOSAL SECTION: "HOW I PRICE MY WORK" ---------------------------------------------------------------- Drop this 3-paragraph block into any proposal to explain your pricing model professionally. Customize the brackets. --- HOW I PRICE MY WORK I work on a project basis — which means before we start, you'll know exactly what you're investing. There are no hourly invoices at the end of the month and no surprise charges as the project progresses. The quote in this proposal is the total: it includes all deliverables listed in the scope, [X] revision rounds, and all project communication from kickoff to final handoff. My project rates are calculated based on the full time investment the work requires — including discovery, production, revision rounds, and project management overhead. I do not quote based on hours alone; the investment reflects the outcome you're receiving, not just the time it takes me to deliver it. For reference, I complete most [project type] in [X–Y weeks], working [brief description of your process]. Payment is structured as [50% upfront / 30-30-40 / other terms]. The initial payment confirms your project start date and reserves your slot in my schedule. The final payment is due on [delivery date / final approval]. I accept [payment methods]. If you have questions about the payment structure, let me know and we can discuss. --- ---------------------------------------------------------------- FAQ ANSWERS FOR YOUR WEBSITE ---------------------------------------------------------------- Use these as starting points for a "Pricing FAQ" or "How I Work" section on your website. Customize to match your voice and specific services. QUESTION 1: "How do you charge — hourly or by project?" --- I work primarily on a project basis, which means I give you a fixed price upfront before we start. You'll know exactly what you're investing — no hourly clock, no surprise invoices. For certain types of work (ongoing advisory, maintenance, or open-ended engagements), I do offer hourly arrangements. The right structure depends on the scope; I'll recommend what makes sense for your specific project after we've talked. --- QUESTION 2: "What does a project with you typically cost?" --- Projects typically range from $[low] to $[high] depending on scope. [Brief description of what drives the variation — e.g., "A single landing page starts at $X; a full website redesign runs $Y–Z depending on number of pages, copy requirements, and design complexity."] I provide a detailed quote after a discovery call — there's no obligation, and the proposal will include a full scope breakdown so you know exactly what you're getting. --- QUESTION 3: "Can you work within my budget?" --- Possibly — it depends on the scope. Rather than discounting my rate, I'll look at what scope we can deliver within your budget and quote that clearly. If your budget and the full scope don't align, I'll tell you honestly, and we can discuss phasing the project or adjusting deliverables. I'd rather have that conversation upfront than promise more than I can deliver at a number that doesn't work. --- QUESTION 4: "Do you require a deposit?" --- Yes — [50%] of the project total is due to confirm your start date and reserve your slot in my schedule. The remaining [50%] is due on [delivery / final approval / specific milestone]. For larger projects I offer a phased payment schedule. The deposit is non-refundable if the project is cancelled after work begins, but I will always invoice only for work completed if a project ends early at the client's request. ================================================================ DOWNLOAD MORE FREE TOOLS AT: solostack.madethis.app/resources/freelance-hourly-vs-project ================================================================