Writing the same email over and over again for different clients does get a bit boring. If you are a web developer or designer, it’s very likely that a significant amount of your communication with clients takes place via email.
But, having to constantly write emails does get a bit repetitive, and will eat up your time very quickly. Streamlining your email communications could save you a great deal of time, allowing you to focus on more important things.
Almost all successful agency owners and web developers (especially WordPress developers) have a range of email templates that they use consistently. Having a set of email templates will streamline communications dramatically, as all you have to do is to switch out the person’s name and just click “send.”
Bear in mind that there’s even a more effective way of communicating with clients and teammates – templates are great but they also seek a bit of time! With Atarim you can reduce the time of communication to seconds and improve communication and your efficiency! Interested to know more? Get more details here!
So, we compiled a list of the most used email templates for web developers and designers. Add these to your communication arsenal, and you’ll find yourself breezing through responses throughout the week!
Table of contents:
- For Discussing the Web Design Brief
- For Highlighting Issues in the Website Besides Design
- For Extending a Deadline
- For Handling Late Payments
- For Turning Down a Project
- For Convincing a Hesitant Client to Sign the Contract
- For Sending the Finished Wireframe
- For Requesting Additional Funds
- For Requesting a Case Study
- For Seeking Referrals
- For Client Onboarding
- For Requesting More Information
- Cold Emails
- Setting Deadlines for Project Stages
- For When a Client Doesn’t Deliver the Content or Approves the Design on Time
- Friday Round-up Report
- Notifying the End of a Project Stage and Starting Another
- For Requesting a Review (Google/Facebook)
- Jumpstarting a Dead Project
- For When the Agency Needs More Revenue
- Simplify Emails to Maximize Productivity
1. For Discussing the Web Design Brief
This one’s fairly obvious. You have a new client who has sent you some important requirements for their web design. However, you have more questions about the web design brief and would like to discuss it further with them.
Because this happens too frequently, it’s best to keep a template for this handy. Here’s one that you can use.
Subject line: I have a few questions about the web design brief you sent.
Email Template:
Hello [client’s name],
I hope you’re well. I went over the brief you sent and have a few questions. I’d like to discuss it a bit deeper in detail so that we are both on the same page.
Let me know what time suits you best. You can also schedule a meeting with me here: [add Calendly link].
Kind regards,
[Your name here].
2. For Highlighting Issues in the Website Besides Design
Web designers and developers get all sorts of briefs from clients. In many cases, there might be a few issues that you notice on the website that aren’t related to the design of the site at all. It’s always a good idea to inform your clients about this. Here’s a simple template that you can use.
Subject line: I noticed a few issues on the site that aren’t related to the design.
Email Template:
Hello [client’s name],
I went over your website and noticed a few issues that aren’t design-related. Here’s what I found:
[List issues down in bullet points].
Do you need help with fixing these, or will you tackle them on your own? I thought I’d bring them to your attention.
Kind regards,
[Your name here].
3. For Extending a Deadline
Sometimes, a project may get delayed. If you think that you won’t be able to deliver a project on time, it’s always a wise idea to ask for an extension on the deadline. You can explain the reason for the delay as well.
Subject line: I’d like to request a slight extension on the deadline.
Email Template:
Hi [Client’s name],
I’d like to request a slight extension on the original deadline for this project. I’ve suffered a delay because of [add reasons here].
As a result, I won’t be able to submit the work that was due on [add original date of delivery]. I can complete it by [add revised date of delivery here].
I understand this does set back things a bit, and I apologize for it.
Is the new deadline feasible for you?
Kind regards,
[Your name here].
In some cases, a delay might affect your client’s planning significantly. In such situations, you might want to offer them a discount as well. You could add this line as well:
To make up for the delay, you can deduct [add amount or percentage here] from my fee.
4. For Handling Late Payments
There are always those clients that fail to pay on time. It’s best to have a template ready when a client misses on a payment so you can remind them of the dues. Here’s a simple template for requesting late payments.
Subject line: Payment reminder email.
Email Template:
Hello [client’s name],
I noticed that the payment for invoice #[add number here] is still pending. I sent the invoice on [add date here]. It’s late by [add number of days here].
I understand that you are busy, but I’d greatly appreciate if you could go over the invoice and clear my dues as soon as possible.
Kind regards,
[Your name here].
5. For Turning Down a Project
Whether you are swamped with work or just not in the mood to take another project on, it’s best to have a template that you can use to turn down a project every now and then. Here’s a simple template that you can use to decline a project.
Subject line: I’m sorry, I can’t take this project on right now.
Email Template:
Hello [client’s name],
Thank you so much for considering me to handle your web design project. Unfortunately, I cannot take this up right now. That’s because [add reason here].
I can, however, take it up after [add duration here, if you intend to take it up later on]. Is that something that you’d be interested in?
If you need urgent assistance, I’d recommend [add a referral here]. If you want, I can connect you with them.
Kind regards,
[Your name here].
6. For Convincing a Hesitant Client to Sign the Contract
There are always a few clients who might be hesitant or “evaluating their options.” Some might stick to their guns, but you can try to convince them that you are the person for the job. Here’s one template that you can use.
Subject line: Let’s get started!
Email Template:
Hello [client’s name],
I see you haven’t signed the contract yet. I understand this is the first time we are working together, but trust me, your website is in great hands. Here’s what some of my other clients have to say:
[add a link to testimonials or social proof here].
I take great pride in my work. If you have any questions before you sign, please do let me know. I’d love to answer them for you.
Kind regards,
[Your name here].
7. For Sending the Finished Wireframe
You are done with the wireframe and just have to send it to the client. Attaching a small note in the email usually helps. Since it’s something you will do so frequently as a designer, just use this template:
Subject line: Here’s the completed wireframe!
Email template:
Hello [client’s name],
I’ve attached the completed wireframe. Please take a look.
Kind regards,
[Your name here].
Alternatively, you can also use this line:
Here’s the link to the completed wireframe: [add a shareable link here].
Let me know what you think!
8. For Requesting Additional Funds
It’s likely that certain projects might exceed the original budget. That could be due to scope creep by the client, or it might be due to budget overruns. Here’s a template that you can use to request additional funds.
Subject line: We require some additional funds to complete the project.
Email Template:
Hello [client’s name],
As you know, work has been progressing smoothly on the project. However, as a result of [add reasons here], we will need some additional funds to complete the project.
We require [add amount here with breakdown for cost allocation].
If you’d like to discuss this further, let me know.
Kind regards,
[Your name here].
9. For Requesting a Case Study
From time to time, you might want to create a case study based on the work that you have done for a client. This could be used for promoting your agency. But, you will want to seek your client’s permission before creating one. Here’s a template that you can use for this purpose.
Subject line: Would you be interested in a case study?
Email Template:
Hello [client’s name],
We are really pleased that you are satisfied with the work. I was wondering, would you be interested in a case study? Think of it as a co-marketing opportunity that helps us both. We’ll create a case study based on the work that we did for you, and share it on several channels.
Let me know if that’s something you’d be interested in.
Kind regards,
[Your name here].
10. For Seeking Referrals
Referrals are a great way to find some more clients. Here’s a simple template to ask for referrals.
Subject line: Do you know someone else who could benefit from my services?
Email Template:
Hello [client’s name],
I was just wondering if you know someone else who could benefit from my services? If you have any contacts that you could refer my way, that’d be awesome!
I’d really appreciate it.
Kind regards,
[Your name here].
In order to incentivize the recipient, you could also add the prospect of a referral discount in the mix.
In case of a successful referral, I’ll give you a [add percentage here] discount on your next project!
11. For Client Onboarding
Once a client signs up, your next step is to onboard them. The onboarding email makes it easy to get both parties on the same page, so your clients know how the project will run.
Subject line: Your onboarding email
Email Template:
Hello [client’s name],
First of all, thank you for choosing us for your project. I look forward to a fruitful work relationship!
I went through the documents that you sent, and I believe I have everything I need to get started. If there’s something else, I will reach out to you. I’ll send you regular updates at [add intervals here], and the final version should be ready by [add initial deadline here].
If you use a project management tool like Asana or Basecamp, you can invite the client as well.
I’m sending you a link from [add tool name here]. You can use that for communication and for tracking the progress of the project. If there’s anything else you’d like to know, don’t hesitate to mail me!
Kind regards,
[Your name here].
There are always going to be times where you’ll require some more information from clients to get the job done. Here’s a simple template that you can use for that purpose.
Subject line: I need more information about [project name]
Hello [client’s name],
I will need some more information about [add details here] to complete the project. Please send it at the earliest.
Kind regards,
[Your name here].
13. Cold Emails
Cold emails can land you serious business if you know how to write good ones. Writing a new cold email every time is often difficult, but here’s a basic template to use.
Subject line: I think I can improve your website!
Email Template:
Hello [recipient’s name],
I recently came across [add their company name] from [add source], and thought I’d reach out to you. I am [add name here] and I own [add your agency name].
I went through your site and feel there’s some room for improvement. Here are my suggestions:
[add suggestions in bullets]
We recently did a project for a client and completed it in under two weeks. The website we built is responsive and snappy, and it’s ideal based on the current web design trends.
Let me know if that’s something that you’d be interested in. You can also check some testimonials about my work here: [add link].
Thank you, and I look forward to your reply.
Kind regards,
[Your name here].
14. Setting Deadlines for Project Stages
Before you start work, it’s important that you set milestones and deadlines for different project stages. Here’s a simple email template that you can use.
Subject line: Deadlines for [Project Name]
Email Template:
Hello [client’s name],
I have created a timesheet for the work, along with the deadlines. I’ve broken down the project into X stages. Here are the deadlines for each:
[add deadlines here].
Let me know if you agree with these or would like to propose an amendment.
Kind regards,
[Your name here].
15. For When a Client Doesn’t Deliver the Content or Approves the Design on Time
In case the client fails to give their approval or deliver the content for the website on time, it could delay the entire project. Here’s a template that you can use to remind them.
Subject line: Reminder for content OR Reminder for Approval of Design
Email Template:
Hello [client’s name],
I am still waiting for the content/approval for your website. Unless I get the content/approval, I can’t move forward. This will lead to a cascading effect that delays all subsequent deadlines. Please send it at the earliest.
Kind regards,
[Your name here].
You might also want to follow up with the client in case they don’t respond:
Subject line: Follow-up – Reminder for content OR Reminder for Approval of Design
Email Template:
Hello [client’s name],
This is a follow-up to my last email, which was sent X days ago. I still haven’t received an update from your side. Please respond at the earliest.
Kind regards,
[Your name here].
16. Friday Round-up Report
You can also send a Friday round-up report to all your clients, letting them know about relevant updates on their project or sharing an interesting article with them.
Subject line: Your Friday Round-up Report
Email Template:
Hello [client’s name],
Here’s what we completed last week:
[add details here].
Work is coming along nicely, and I hope you are satisfied so far! Also, I came across an interesting article that I’d like to share with you. It focuses on [add topic here], and makes for an excellent read. Check it here [add link].
Kind regards,
[Your name here].
17. Notifying the End of a Project Stage and Starting Another
As you move from one stage of the project to another, you need to inform your clients. Here’s a simple template that you can use.
Subject line: We are moving to [add project stage] after completing [add project stage]
Email Template:
Hello [client’s name],
Just wanted to let you know that Project Stage X has been completed. We have begun work on Project Stage Y.
Kind regards,
[Your name here].
18. For Requesting a Review (Google/Facebook)
Social proof is necessary for growing your agency. You can request a review from your existing clients for Google or Facebook using this template.
Subject line: I’d love to hear about your experience!
Email Template:
Hello [client’s name],
I’m so pleased that you like our work. I would really appreciate it if you could post a review of your experience with us on Facebook or Google. Here are the links:
[add links here]
We are a growing agency, so every bit helps. If you don’t mind, can I also share this review on my social channels? It’ll help us immensely.
Kind regards,
[Your name here].
19. Jumpstarting a Dead Project
If a client hasn’t responded in several weeks, you might want to shoot them the following email to see if you could jumpstart a dead project.
Subject line: This project’s been quiet for a while. Should we pick it up again?
Email Template:
Hello [client’s name],
I see that we haven’t corresponded in a while, and the project’s been completely silent. We can complete the work in [add duration here].
It’ll be great for both of us if we finish this quickly. Please let me know how you want to proceed with this.
Kind regards,
[Your name here].
20. For When the Agency Needs More Revenue
You could propose an upsell or a cross-sell to clients at times as well. This will help increase your revenue too. Here’s a simple template that you can use.
Hello [client’s name],
I’m very pleased that you like the work so far. We believe we can also add more value to your site. I’ve been going through it, and here are a few suggestions:
[add your suggestions here].
Let me know if that’s something you’d be interested in discussing. As a valued client, I guarantee you the best prices!
Kind regards,
[Your name here].
Simplify Emails to Maximize Productivity
Many web designers and developers get bogged down with emails during the course of the day. That doesn’t have to be the case. Use these templates to breeze through your inbox and reach the mythical “inbox zero” so that you can focus on your work!
Email templates can definitely help a lot when it comes to making the most out of your time, but even with email templates you can easily get overwhelmed (i.e. searching for the template you need, filling in the details, etc).
That’s why here at Atarim we believe that email communication in your agency is history. As a perfect but also unique client-facing web agency management platform, you can increase the efficiency of communication and stop going back and forth with your clients over email. Sign up for Atarim now and improve everyday performance
