This is a library of sample messages that you can use and edit in your client communication. It can be hard to find the right words sometimes! This is a good starting place.
| You are interested in the project and available to take it on: | Hi [CLIENT],
Thanks for reaching out! It would be great to learn more about the project - I currently have availability and am interested in work like this. If it’s convenient, feel free to book a time on my calendar [INSERT LINK] or let me know what works for you. I am keen to learn more about the project scope, any unique functionality, and any budget expectations you have in mind.
Looking forward to connecting soon! Thank you, [YOUR NAME] | | --- | --- | | You are interested in the project and not available to take it on right now: | Hi [CLIENT],
Thanks for reaching out! It would be great to learn more about the project - I’m currently booking new work to start in [SOONEST AVAILABILITY]. If that timing aligns, feel free to book a time on my calendar [INSERT LINK] or let me know what works for you to connect further. I am keen to learn more about the project scope, any unique functionality, and any budget expectations you have in mind.
Looking forward to connecting soon! Thank you, [YOUR NAME] | | You aren’t sure if you’re interested in the project and want to learn more before you spend time on a call: | Hi [CLIENT],
Thanks for reaching out! I’m currently booking new work to start in [SOONEST AVAILABILITY] - it would be helpful to learn a bit more about the project before we jump on a call. Can you share more about the following: • Is there any unique functionality that needs to be considered for the project? • Do you have any hard timing requirements for completing the project? • Do you have any budget expectations for the project? • [Insert any other questions here about scope, existing brand guidelines, the current site, etc]
Thank you and talk soon, [YOUR NAME] | | **You aren’t interested in the project and want to refer it:
Note that you should always ask someone before you send them a referral. It can seem like a nice thing to do, but if you aren’t expecting it and aren’t available, it can be a waste of both of your time** | Hi [CLIENT],
Thanks for reaching out! I appreciate the detail in your inquiry - this type of project is outside of my current focus and I am not able to take it on. I would recommend reaching out to [INSERT REFERRAL HERE] who may be able to help.
All the best! Thank you, [YOUR NAME] | | **You aren’t interested in the project and don’t want to refer it:
If a lead sounds like a dud, don’t send it to your friends. It’s not cool. Send the client to a directory instead** | Hi [CLIENT],
Thanks for reaching out! I appreciate the detail in your inquiry - this type of project is outside of my current focus and I am not able to take it on. I would recommend reaching out to another expert on [INSERT DIRECTORY HERE (Webflow, Contra, etc)] who may be able to help.
All the best! Thank you, [YOUR NAME] | | You met with the client on a call, but after hearing more about the project you decided you aren’t interested: | Hi [CLIENT],
Thank you again for your time to connect about the project. After some time further analyzing the scope of work and timing, I’ve decided that the project is outside of my current focus and I won’t be able to take it on. I would recommend reaching out to [INSERT REFERRAL HERE] who may be able to help. I know you will be able to find the right partner for the project.
All the best! Thank you, [YOUR NAME] |
| You are sending the client a proposal to work together: | Hi [CLIENT],
I hope you’re having a great week! Thank you again for your time to connect on the project. I have put together a proposal based on our conversation and my best recommendations. I’ve also recorded a short walkthrough of the outline, with examples of similarly scoped projects at the end.
Happy to chat through any questions or adjustments you’d like to see. Looking forward to hearing your thoughts!
Thanks & talk soon, [YOUR NAME] | | --- | --- | | You are sending a contract and deposit invoice to book the project: | Hi [CLIENT],
I have attached my project contract and deposit invoice here. If you could please sign and return that would be great. A draft schedule is included on the last page of the contract. The invoice can be paid through [INSERT PAYMENT LINK OR INSTRUCTION].
Is there a time that would work well for you for a recurring 1-hour meeting through our project duration? The first instance will be our kickoff. We can adjust on a weekly basis if anything comes up. Ahead of our first call, I will have a list of kickoff questions to you to consider for our conversation.
Really looking forward to starting this project with you!
Let me know if you need anything else. Thanks! [YOUR NAME] | | You are sending a progress invoice during the project: | Hi [CLIENT],
I have attached my progress invoice here, following [MILESTONE DELIVERABLE] that was recently completed. The invoice can be paid through [INSERT PAYMENT LINK OR INSTRUCTION].
Let me know if you need anything else. Thanks! [YOUR NAME] | | You are sending the final project invoice: | Hi [CLIENT],
Congratulations again on the launch of the new website! I have attached the final invoice here. The invoice can be paid through [INSERT PAYMENT LINK OR INSTRUCTION].
I've really enjoyed working with you on this update - thank you again for bringing me on for the project! If you have time, I would greatly appreciate a testimonial of 1 or 2 sentences on your experience working with me. I use these in my portfolio and on request from potential clients who want to know more about the process of working together.
If you need anything else with the project, please let me know!
Thanks & talk soon! [YOUR NAME] | | You are following up on an invoice: | Hi [CLIENT],
I am following up on the status of this invoice [REPLY TO THREAD]. Please help me resolve my accounts receivable. Invoice # is now past due since [DATE] with a balance of [$]. Thank you in advance for your payment.
Please let me know if you need anything else. Thank you, [YOUR NAME] | | You are sending a monthly invoice: | Hi [CLIENT],
Please see attached for [MONTH] invoice. Please let me know if you need anything else!
Thanks, [YOUR NAME] |