Message Templates for Freelancers & Agencies

First Contact

Crafting an engaging initial outreach is key for securing new projects and outshining your competition. Here are some first contact message templates that can help.

  • Subject: Elevating [Company Name]'s Success

    Hi [Contact’s First Name],

    I'm [Your Name], a [Your Title or Freelance Specialization] fascinated by [industry/niche]. Your recent [specific project or initiative] at [Company Name] grabbed my attention – kudos on the impressive work!

    Specializing in [briefly describe your services], I've helped clients achieve [mention a couple of successful outcomes for previous clients]. Keen to explore how I could contribute to [Company Name]'s success.

    Check out my work at [Your Website or Portfolio Link]. Let's schedule a quick call at your convenience to discuss potential collaboration.

    Looking forward to the possibility!

    Thanks,

    [Your Full Name]

  • Hi [client name],

    My name is [your name], and I’m a [title, e.g., freelance writer] for [descriptor about your business or niche].

    I’m a big fan of [recent project] that [company] is doing and would love to see if there are any ways to work together.

    If you’re ever looking for support with [your service], I’d love to send over a few work samples and discuss this in more detail.

    Hope to connect with you soon!

  • Hey [collaborator name]!

    My name is [your name], and I’m a [title, e.g., freelance writer] for [descriptor about your business or niche].

    I saw the [recent project] that you did and love your work. If you’re available for new projects, I’d love to chat in more detail.

    Are you free to hop on a call sometime next week?

    Want to connect and collaborate with fellow freelancers? Join the Wethos Slack Community!

  • Hi [collaborator name],

    My name is [your name], and I saw that you’re also a [title or industry, e.g., freelance writer].

    I wanted to connect and see if there are ways we can support each other.

    Hope to chat soon!

  • Subject: Let’s chat about your [project name or description]

    Hi [contact’s first name],

    Thank you for your interest in working with me. I’m excited to share my proposal for your [project name or description].

    I have [briefly summarize your experience and skills] that make me a great fit for your project. I have worked on similar projects before, such as [mention some relevant examples of your previous work].

    Here’s what I can offer you:

    • [List the main deliverables or outcomes of your service]

    • [List the main benefits or value of your service]

    • [List the main features or process of your service]

    The total cost of my service is [mention your rate or fee]. This includes [mention what is included or excluded in your price]. I require a [mention your payment terms, e.g., 50% deposit] before starting the project.

    The estimated timeline for completing the project is [mention your turnaround time or deadline]. This is based on [mention any assumptions or dependencies that affect your timeline].

    You can find more details about my proposal in the attached document. Please review it and let me know if you have any feedback or questions.

    I look forward to hearing from you and working with you on this project.

    Best,

    [Your name]

Following Up

A subtle nudge can be a game-changer in sealing the deal.

  • Subject: Continuing the Conversation – Your Thoughts?

    Hi [contact’s first name],

    I hope this message finds you well. I wanted to circle back and see what resonated with you from my initial email regarding [briefly remind them of the key points discussed, e.g., your services, potential collaboration, website or portfolio link, etc.]. I’d love to hear your thoughts and see if we could work together on your project.

    If you’re interested, how about we schedule a discovery call next week? During the call, we can delve into your project details and determine if it's a good fit. I have some availability on [mention specific dates and times].

    If, for any reason, you're not interested, no worries at all—just let me know, and I'll close your file 😉

    Looking forward to your response, and I hope we can connect soon!

    Thanks!

    [Your name]

  • Subject: Thank you for your time and interest in working with me

    Hi [contact’s first name],

    Thank you for taking the time to chat with me yesterday. It was great to learn more about your [project name or description] and your goals.

    As we explored, my expertise in [briefly summarize your service(s)] aligns seamlessly with your goals. I'm confident in delivering high-quality work that not only meets but exceeds your expectations within the specified budget.

    Currently, I'm in the process of creating a proposal for this project, which I’ll send you by [mention a specific date or time frame]. In the meantime, if you have any questions or feedback, please feel free to reach out to me.

    I’m looking forward to hearing from you and working with you on this project.

    Best,

    [Your name]

  • Subject: Follow-Up: [Project Name] Proposal Status

    Hi [contact’s first name],

    I hope you’re doing well. I’m just following up with you regarding the proposal I sent you last week for your [project name or description].

    I'm curious if you've had a chance to give it a look and whether any questions or thoughts have bubbled up. I’d love to hear your feedback and chat more about how we can bring your vision to life.

    If you’re ready to get started, please let me know, and I’ll send you a contract and an invoice for the [mention your payment terms, e.g., 50% deposit]. I can start working on the project as soon as I receive your confirmation and payment.

    If you’re not ready yet and need a bit more time, no worries! Just let me know when you think you'll be ready and if there's anything I can do to make this process smoother.

    I hope to hear from you soon.

    Thanks!

    [Your name]

  • Subject: Clarifying some terms and conditions for your [project name or description]

    Hi [contact’s first name],

    Thank you for accepting my proposal and choosing me for your [project name or description]. I’m excited to work with you and deliver high-quality work that meets your needs.

    Before we start the project, I’d like to clarify some terms and conditions that are important for our collaboration. These are based on my standard contract, which you can find attached to this email.

    • The total cost of the project is [mention your rate or fee], which includes [mention what is included or excluded in your price].

    • I require a [mention your payment terms, e.g., 50% deposit] before starting the project and the remaining balance upon completion and approval of the work.

    • The payment method is [mention your preferred payment method, e.g., PayPal, bank transfer, etc.], and the payment currency is [mention your preferred payment currency, e.g., USD, EUR, etc.].

    • The estimated timeline for completing the project is [mention your turnaround time or deadline], which is based on [mention any assumptions or dependencies that affect your timeline].

    • The scope of the project is [mention the main deliverables or outcomes of your service], which are defined and agreed upon in the proposal. Any changes or additions to the scope will require a new proposal and a revised quote.

    • The revision policy is [mention your revision policy, e.g., number of revisions, timeframe, etc.], which applies to minor changes or corrections only. Any major changes or rewrites will be considered as a new project and will require a new proposal and a revised quote.

    Please review these terms and conditions and let me know if you have any questions or concerns. If you agree with them, please sign the contract and send it back to me, along with the [mention your payment terms, e.g., 50% deposit]. I can start working on the project as soon as I receive your confirmation and payment.

    I look forward to hearing from you and working with you on this project.

    Best,

    [Your name]

Payments

Don’t shy away from talking about the money.

  • Subject: Reminder: Contract and deposit for your [project name or description]

    Hi [contact’s first name],

    I hope you’re doing well. I’m just checking in with you regarding the contract and the deposit for your [project name or description].

    As per our agreement, I require a [mention your payment terms, e.g., 50% deposit] before starting the project, which amounts to [mention the deposit amount]. The payment method is [mention your preferred payment method, e.g., PayPal, bank transfer, etc.].

    Please send me the signed contract and the deposit by [mention a specific date or time frame], so I can secure your spot in my schedule and start working on the project. If you need more time or have any issues with the payment, please let me know as soon as possible.

    I appreciate your prompt response and your trust in me. I’m looking forward to working with you on this project.

    Thanks!

    [Your name]

  • Subject: Invoice # [Invoice Number] for [Project Name] is ready

    Hi [contact’s first name],

    I hope you’re doing well. I’m happy to inform you that I have completed your [project name or description], and I’m ready to deliver the final work to you.

    Before I send you the files, I’d like to request the final payment for the project, which is [mention the remaining balance]. You can find the invoice attached to this email, which includes the details of the work done and the payment method.

    Please review the invoice and make the payment by [mention a specific date or time frame]. Once I receive your payment confirmation, I’ll send you the files and any instructions on how to use them.

    If you have any questions or issues with the invoice or the payment, please let me know as soon as possible.

    I appreciate your prompt response and your cooperation. I’m looking forward to hearing from you and delivering the work to you.

    Thanks!

    [Your name]

  • Subject: Reminder: Invoice # [Invoice Number] for [Project Name] is Overdue

    Hello [Client Name],

    I hope you’re doing well. I wanted to touch base regarding the recent invoice I sent your way. It appears we haven't received payment yet, and the due date was [Date]

    The invoice amount is [Invoice Amount], and the payment method is [Payment Method].

    In case the invoice got misplaced, I've attached it here for your convenience. Would you mind arranging payment at your earliest convenience? If you have already made the payment, please disregard this email and accept my apologies. If you have any questions or issues with the invoice or the payment, please let me know as soon as possible.

    Thank you,

    [Your Name]

  • Subject: Important Update on My Rates

    Hello [Client Name],

    As I continue to grow and evolve in my freelance journey, I've recently undertaken a review of my rates. After careful consideration and in line with industry standards and the value I strive to provide, I've made the decision to adjust my pricing structure.

    Effective [Date], my rates will be transitioning to reflect the quality, expertise, and dedication I bring to our projects. Rest assured, this adjustment is aimed at ensuring I can continue delivering the exceptional service and results you've come to expect from me.

    I understand that changes like these can prompt questions or concerns, so please feel free to reach out if you'd like to discuss this further or have any specific considerations. Your satisfaction and the success of our collaborations remain my utmost priority, and I'm committed to ensuring a smooth transition for us both.

    Best,

    [Your Name]

Handling Scope Creep

Negotiating can be a bit tricky, but it's a crucial skill for securing a fair and rewarding deal.

  • Subject: Your request for scope changes for [project name or description]

    Hi [contact’s first name],

    Thank you for your feedback on the [mention the current stage or deliverable of the project]. I’m glad you’re happy with the work so far.

    However, I noticed that you requested some changes or additions that are outside the scope of the project, such as [mention the specific changes or additions that are out of scope]. These are not included in the original proposal and quote, and they will require more time and resources to complete.

    As you may recall, the scope of the project is [mention the main deliverables or outcomes of your service], which are defined and agreed upon in the proposal. Any changes or additions to the scope will require a new proposal and a revised quote.

    If you still want to proceed with these changes or additions, I can send you a new proposal and a revised quote, which will reflect the additional work and cost. Please note that this will also affect the timeline and the deadline of the project.

    If you prefer to stick to the original scope and budget, I can continue working on the project as planned and deliver the work according to the proposal and the contract.

    Please let me know how you’d like to proceed and if you have any questions or concerns. I appreciate your understanding and cooperation.

    Best,

    [Your name]

  • Subject: Revisions Request for [Project Name]

    Hello [Project Team Member/Client Name],

    I hope you’re doing well. I’m writing to acknowledge your revision request for [Project Name].

    I appreciate your feedback and your suggestions for improvement. I understand that you want to [briefly summarize the main changes or corrections that they want, e.g., change the color scheme, fix the typos, etc.].

    As per our agreement, the revision policy for this project is [briefly summarize your revision policy, e.g., two rounds of revisions, within 10 days of delivery, minor changes only, etc.]. Your revision request falls within the scope and timeframe of the revision policy, so I’m happy to accommodate it.

    I will work on the revisions as soon as possible and deliver the revised work to you by [mention a specific date or time frame]. In the meantime, if you have any questions or concerns, please feel free to reply to this email or contact me at [Your Phone Number] or [Your Email Address].

    Thank you for your cooperation and patience. I’m looking forward to delivering the revised work to you and meeting your expectations.

    Best,

    [Your Name]

  • Subject: Addressing Revisions Request for [Project Name]

    Hello [Client Name],

    I'm writing to acknowledge the recent revision request for [Project Name] that you've brought to my attention. Firstly, thank you for providing your feedback and highlighting areas you feel need adjustment.

    Upon reviewing your request, it seems that some of the revisions fall outside the scope of our agreed-upon revision policy or beyond the specified timeframe. While I completely understand the importance of ensuring the project meets your expectations, it's essential to note that accommodating these particular revisions may require additional time and resources.

    In light of this, I'd like to propose a quick discussion to address these changes further and explore possible solutions. This will ensure we find a suitable resolution that aligns with both your vision for the project and the parameters we've established.

    Please let me know a convenient time for you to chat, or feel free to reach out with any questions or concerns in the meantime.

    Best,

    [Your Name]

Referrals

Turn your delivered projects into opportunities.

  • Subject: Please share your testimonial for my work on your [project name or description]

    Hi [contact’s first name],

    I hope this message finds you well. First and foremost, thank you for your prompt payment and for entrusting me with your [project name or description]. I'm delighted to hear that you're satisfied with the final outcome!

    As a [Your Title, e.g., freelancer], I find testimonials incredibly valuable—they not only help me showcase my skills but also play a crucial role in attracting new clients. With that in mind, I'd be truly grateful if you could take a moment to share your experience working with me by crafting a short testimonial.

    Feel free to express it in any format or style that suits you best. To make it easier, here are a few prompts:

    • What challenges were you facing before hiring me?

    • How did I assist in overcoming those challenges?

    • What were the results or outcomes achieved?

    • How did you personally benefit from the project's success?

    • What aspect of our collaboration did you find most enjoyable?

    • Would you recommend my services to others?

    You can send over the testimonial at your convenience by [mention a specific date or time frame], either by replying to this email or, if you prefer, by filling out this form [include a link to a testimonial form, if available].

    Your testimonial will be featured on my website and social media, giving credit to your name and a link to your website or business, only if you're comfortable with it. However, if you prefer to keep it private, just let me know, and I'll absolutely respect your wishes.

    Your time and support mean a lot to me. I'm hopeful our paths cross again for future collaborations.

    Best,

    [Your name]

  • Subject: Do you know anyone who might need my services?

    Hi [contact’s first name],

    I hope you’re doing well. I'm reaching out with a small ask—I'm looking to expand my network and connect with individuals who might benefit from my services.

    If you have a moment to spare, would you mind brainstorming and passing along any names or contacts who come to mind? Even a quick email introduction or sharing my website/portfolio link with them would be incredibly helpful.

    I genuinely appreciate your support and any assistance you can offer. And of course, if there's ever anything I can do for you in return, please don't hesitate to ask!

    Best,

    [Your name]