6 Must-Have Email Templates for Business Owners
As a business owner, clear and efficient communication with your clients is key to building strong relationships and keeping projects running smoothly. But let's face it: constantly drafting emails can be time-consuming, especially when you're juggling multiple clients and projects.
That’s where having a set of go-to email templates comes in handy. Not only do they save you time, but they also help ensure consistency and professionalism in your communication. Whether you're replying to a new inquiry, sending over a proposal, or wrapping up a project, the right email can set the tone and keep things moving forward.
In this post, I’ll walk you through 6 essential email templates every business owner should have on hand. These templates cover key client interactions that happen regularly in your business. And if you’re using Dubsado or HoneyBook, you can add these emails to your canned email templates to save time.
Let’s dive into the must-have emails that will not only make your life easier but also help you create a more professional experience for your clients.
1. Response to an Inquiry
When a potential client reaches out, they’re likely excited to learn more about your services. A quick, friendly response makes a great first impression and provides them with the information they need to decide if you’re the right fit.
Template Tip: Start with a warm greeting, thank them for their interest, give a brief overview of your services, and include a link to your services and pricing guide to answer initial questions. Always provide a clear next step, like scheduling a discovery call.
Example Email:
Subject: Thanks for Reaching Out – Let’s Get Started!
Hi [Client’s Name],
Thank you for reaching out! I’m thrilled to hear about your interest in working together. Here at [Your Business Name], we specialize in [briefly describe your services and what you’re known for].
To give you an idea of what we offer, I’ve included a link to our Services & Pricing Guide below. This guide covers our main services, pricing options, and what you can expect when working with us:
[Link to Services & Pricing Guide]
If you’d like to chat more about your project and how we can work together, the next step is to book a free 15-minute discovery call. Just use the link below to find a time that works best for you!
[Link to schedule a call]
I look forward to connecting soon!
Warmly,
[Your Name]
2. “Not a Good Fit” Email
Sometimes, you may realize that a potential client isn’t the right match for your services. Having a “not a good fit” email template allows you to respectfully turn down work that isn’t aligned with your expertise, while leaving a positive impression. By including a few personalized recommendations, you can help guide them toward the right resources while keeping the door open for future opportunities.
Template Tip: Keep this email respectful and concise. Thank them for their interest, explain why you’re not the best fit, and offer referrals or suggestions for other professionals who might be a better match.
Example Email:
Subject: Thank You for Your Interest
Hi [Client’s Name],
Thank you so much for reaching out! After learning more about your project, I believe you may benefit from working with someone who specializes in [briefly mention any area or service they may need].
I’d love to recommend a few colleagues who I think could be a great fit for what you’re looking for:
[Colleague 1’s Name] – [Briefly describe their specialty or how they might meet the client’s needs]. You can reach them at [Contact Information or Website Link].
[Colleague 2’s Name] – [Briefly describe their specialty or how they might meet the client’s needs]. Their contact information is [Contact Information or Website Link].
Please feel free to reach out to either of them and let them know I recommended you – they’d be happy to hear from you and discuss your project!
Thanks again for considering me, and I wish you the best of luck with your project!
Best,
[Your Name]
3. Sending a Proposal
When sending a proposal, your email should spark excitement and provide a clear overview of the next steps. Be sure to include a link or attachment to the proposal and outline the next steps so your client knows exactly what to do to move forward with the project.
Template Tip: nclude a high-level summary of the proposal’s key points and invite the client to ask any questions. Mention deadlines for acceptance and outline what happens next after they approve.
Example Email:
Subject: Your Custom Proposal is Ready!
Hi [Client’s Name],
I’m excited to share the proposal for your project! Based on our recent conversation, I’ve outlined [mention key items covered, like goals, deliverables, timelines] to make sure everything is aligned with your vision.
To get started, please follow these steps:
Review and Submit Proposal – Use the link below to view and submit the proposal, letting us know you’re ready to move forward.
Sign the Contract – Once the proposal is submitted, you’ll be prompted to review and sign the contract to finalize our agreement.
Pay Invoice – Secure your spot by completing the first installment on your invoice. Once payment is received, we’ll be all set to officially kick off your project!
[Insert link to proposal or attach file]
If you have any questions as you go through the details, feel free to reach out. I’m here to help!
Looking forward to an exciting project together!
Warmly,
[Your Name]
📌 Tip: If not using Dubsado or HoneyBook - where you can send a proposal with the contract and invoice attached to it - update the email instructions to indicate the right set of steps (i.e. you’ll receive a separate email with your contract and invoice)
4. Offboarding and Feedback Request Email
Wrapping up a project with an offboarding email provides the perfect opportunity to thank your client, request feedback, and invite them to share a review or testimonial. This email leaves a positive final impression and can help you improve your services, while a testimonial will boost your credibility and help attract future clients.
Template Tip: Begin by thanking the client, recapping key accomplishments, and providing a link to a feedback form. Politely ask for a testimonial to help build trust with potential clients.
Example Email:
Subject: Wrapping Up – Thank You for the Opportunity!
Hi [Client’s Name],
As we wrap up our project, I wanted to take a moment to thank you for the opportunity to work together. It’s been a pleasure to bring your vision to life, and I hope you’re as thrilled with the final results as I am!
Your experience means a lot to me, and I’m always looking for ways to make my services even better. If you have a few minutes, I’d love to hear any feedback you might have about our process, what you enjoyed, and any areas where I could improve:
[Link to feedback form].
Additionally, if you’d be willing to provide a review, it would mean so much. You can write a review here [insert link or direct them to the form]. Your words can help future clients who are looking for a [insert what you do], and I’d be very grateful!
Thank you again for your trust in this project. I look forward to the possibility of working together again, and if you ever need anything in the future, please don’t hesitate to reach out.
Warmly,
[Your Name]
5. Checking In After Project Completion
A follow-up email a few weeks or months after a project ends can help keep the relationship alive and show your clients that you care about their continued success. It’s also an opportunity to check if they need any further assistance and to introduce additional services that may benefit them.
Template Tip: Reach out after a few weeks or months. Ask how things are going and if they need help with anything else. Highlight any additional services that might be beneficial now that their project is complete.
Example Email:
Subject: Checking In – How’s Everything Going?
Hi [Client’s Name],
I hope everything is going smoothly with [mention the project, e.g., “your new website”]! It’s been a few weeks since we wrapped up, and I wanted to check in to see how things are going. If you have any questions or need help with anything, please don’t hesitate to reach out. I’m here to support you!
I also wanted to let you know about a few additional services I offer that could be helpful as your business grows. If you’re interested in learning more, you can check them out here: [Link to Other Offers].
Thank you once again for trusting me with your project. I loved working together and am always happy to help you achieve your goals.
Warmly,
[Your Name]
6. Addressing Scope Creep
Scope creep happens when clients request more work than what was originally agreed upon. Having a polite yet firm template helps you manage these requests, setting clear boundaries without damaging the relationship.
Template Tip: Politely reaffirm the agreed-upon scope and clarify how additional work will impact the timeline and budget. Offer clear options for how the client can move forward with the new requests.
Example Email:
Subject: About Your Recent Request
Hi [Client’s Name],
Thank you for your recent feedback on [mention the project]. I’m so glad you’re happy with the results! I wanted to let you know that [describe the new request briefly] falls outside the scope of our original agreement.
If you’d like to move forward with these additional updates, I’d be happy to provide an estimate for the extra work and outline how we can incorporate it into our current timeline.
Please let me know if you’d like to discuss further!
Best,
[Your Name]
Wrapping Up
Having a set of well-crafted email templates for key client interactions helps you save time, stay consistent, and provide a more professional experience. Whether you’re responding to inquiries, sending proposals, or wrapping up a project, these templates will ensure that you handle every step of your client relationships with confidence and professionalism.
By using these templates, you won’t have to worry about forgetting important details or how to phrase your message. Instead, you can focus on providing the best possible service to your clients. These emails guide clients through each stage of the process, making sure that everything is clear and expectations are set. As your business grows, you can tweak these templates to better reflect your personal style and the services you offer.
A good set of email templates helps you stay organized, reduces stress, and builds trust with clients, which can lead to stronger relationships and more repeat business.
Ready to Automate your Client Communication and Save Time?
Let me help you set up Dubsado with custom workflows and email templates tailored to your business.
From inquiry responses to project offboarding, I’ll handle all the workflows / automations and canned emails for you so you can focus on what you do best.
Get in touch today to book your Dubsado setup and start streamlining your business!