Email Templates for Freelancers: How to Write Emails That Win Freelance Work
Communication is very important in every business, but it is even more important when you work as a freelancer or run a freelance business. You do everything alone, and sometimes it is not easy to explain what you want or need in an email.
Many freelance professionals spend too much time writing a short email to a client when trying to get a new project — maybe 100 or 200 words. But this can be done faster and easier. The best way is to use an email template and just change it a little for each situation.
With the right email templates, you can save time, feel more confident, and make your messages more clear. And when your communication is better, it is easier to get good clients and projects.
How to use these templates
Before you copy and send a freelance email template, it’s good to make it a bit personal. This helps your message sound friendly and professional at the same time. You don’t need to change everything, just make it fit your client, project, and situation.
Here are some simple tips to use the templates well:
- Add the name of the client and project details.
- Keep the message short and easy to read.
- Write clearly what happens next (like a call, reply, or payment).
- Check your spelling before sending.
- Save your favorite templates in Flowlu or your email tool to use them fast again.
Below are 10 freelance email templates for different client situations and project moments.
The best 10 professional freelancer email templates
Template #1: End a relationship with a client
All freelancers have already dealt with difficult clients—those whose expectations are difficult (or even impossible) to meet. While you may need to keep these clients for some time because you require the money, you know that you need to let them go as soon as you can. However, you also want to maintain your professionalism and be cordial until the end.
Here is a simple email template you can use:
Hi [Client Name],
As we’ve discussed, [briefly outline challenges]. After some reflection, I’ve decided that I’m not the best fit to continue leading this project and will be stepping away from it. Over the next two weeks, I’ll focus on completing the following: [list tasks].
Thank you for your understanding and for the opportunity to collaborate. Please feel free to reach out if you have any questions or need clarification during the transition.
Wishing you continued success,
[Your Name]
Template #2: Turn down a client
If you are just starting as a freelancer, you often take any work that comes. But this is not always the case later. Maybe you already have other projects, or this new job is not the right fit for you. In this situation, it is good to tell the client honestly and say no, so they can find someone else to help.
Here is an email template you can use:
Hi [Client Name],
Thank you so much for considering me for [specific project]. It truly sounds like an exciting opportunity. Unfortunately, my current workload doesn’t allow me to take on new commitments right now.
I really appreciate you thinking of me, and I hope we’ll have a chance to collaborate on a future project when my schedule opens up.
Wishing you all the best,
[Your Name]
Template #3: Screen potential clients before the first meeting
You need to look at potential clients as just that: potential. You may like the client or not, and they may like you or not. There is no guarantee that you will get the job. But there is one thing you can control: your time. So before you plan a meeting with the client, it is good to check first if it is a good match for the future project. Here is how you can do it:
Hey [Potential Client],
Thanks so much for reaching out! I’d love to explore how I can best support you on this project. Before we hop on a call, I wanted to share a bit about my background and process so you can see if it feels like the right fit.
I’ve been working in this field for [XX years] and have had the opportunity to collaborate with a range of clients, including [insert past clients].
My pricing typically [starts at XX / ranges from XX to YY], and my process generally looks like this:
[Step 1: Brief description]
[Step 2: Brief description]
[Step 3: Brief description]
If this aligns with what you’re looking for, I’d love to schedule a quick call to discuss the details. Would [date/time] work for you?
Looking forward to hearing your thoughts!
Best,
[Your Name]
Template #4: Email to a client you want to work with
When a potential client writes to you, and you like the project, it is a good situation. You should share your availability and price from the start. This is important to make sure you both understand each other well.
Here’s a sample email you can adjust to your specific situation:
Hey [First Name],
Thanks so much for getting in touch — your project sounds really exciting! I [have availability now / will be available starting on (date)], and I’d love to learn more about what you’re working on.
For context, [projects like this typically start around XX / my day rate is XX / similar projects usually cost around XX]. If that fits within your budget, feel free to grab a time on my calendar so we can chat in more detail about your goals and next steps.
Looking forward to connecting,
[Your Name]
Template #5: Tell your client you will be away (parental leave or vacation)
Sometimes you need to take a break: maybe to rest, travel, or for something important in your personal life. When you work as a freelancer, it is good to tell your clients early. This way they can plan, and everything stays clear.
Here is a simple email template you can use:
Hi [Client Name],
I hope you are doing well. I want to let you know that I will be away from [start date] to [end date]. I will not be working during this time. Before I leave, I plan to finish:
[outline tasks]
If there is anything else you need me to do before I go, please tell me. I want to make sure everything is in good shape.
Thank you for understanding, and I look forward to working with you again after my break.
Warmly,
[Your Name]
Template #6: Send a project handover or wrap-up
Finishing a project is not always easy, but sending a clear message at the end is a good idea. It helps build trust and makes it easier to work again in the future. So, here’s a simple email you can use:
Here is a simple template:
Hi [Client Name],
I’m happy to let you know the final work for [Project Name] is ready. You can find everything here: [link or attachment].
Please take a look when you have time and let me know if everything is okay. If you require something small to adjust, I will be happy to help.
Thank you for the opportunity to work with you. I really enjoyed this project and hope we can work together again in the future.
Best,
[Your Name]
Template #7: Pitch a potential client
Pitching is not easy for many people, especially if you are not good in sales. But it can be one of the best ways to get new clients and freelance projects. So, here’s a simple email you can use:
Hi [Client Name],
My name is [Your Name], and I recently came across your website [mention personal connection or context]. I was especially impressed by [specific detail — something that shows genuine interest or research].
I specialize in [your service], and I think there’s a great opportunity to collaborate with [you/your company] on [specific reason or value you can bring]. I’d love to connect and discuss how I could help support you in [relevant area].
Would you have a few minutes this week to chat?
Looking forward to connecting,
[Your Name]
See what to include in a business proposal email in our guide.
Template #8: Follow up with a client
Let’s say a client didn’t pay the invoice you sent, or didn’t reply to your last email where you asked some questions about the project. This can happen sometimes, but it is important to talk clearly with your client. So, here’s a simple email you can use:
Hi [Client Name],
I hope you’re doing well! I wanted to follow up regarding the [request/invoice/draft] I sent over on [date]. When you have a moment, I’d really appreciate it if you could [provide the information/complete payment/share feedback] by [specific date] so we can keep the project moving smoothly.
It’s been great working with you so far, and I’m looking forward to continuing our collaboration. Please don’t hesitate to reach out if you have any questions or need anything from my end.
All the best,
[Your Name]
You can find more templates for sending invoices and handling related business situations in our guide.
Template #9: Respond to scope creep
Simply put, scope creep is when more work is requested beyond the scope of the project that was defined and agreed on by both parties. The truth is that you may be willing or not to do more work. However, you want to make sure that you get the proper payment for it.
Here’s a template you can use:
Hi [Client Name],
I hope you’re having a great week! I wanted to touch base about [the project]. I understand you’d like [an additional round of revisions/extra work] completed by [specific date], and I’m happy to make that happen.
Since this request goes beyond what was outlined in our original agreement, I’d like to update the project terms to include this additional work. My rate for this is [amount per hour / or specify flat rate], and I can adjust the contract accordingly once I have your confirmation.
Looking forward to hearing your thoughts and finalizing the next steps so we can keep things moving smoothly.
All the best,
[Your Name]
Template #10: Ask for a testimonial
Freelancers need good testimonials. They are very important to show new clients that you do good work and that you are reliable and professional. So, here’s a simple email you can send to your past clients:
Hi [Client Name],
I hope all is well on your end! I’m reaching out because I’m putting together a collection of client testimonials, and I’d be truly honored to feature your voice.
Working with you was a real highlight, and I’d love to share a few words about our collaboration — what stood out for you, what you found valuable, or any specific results you achieved. Just a short paragraph or two would be perfect. If you'd prefer some quick prompts to guide you, I’m happy to send those over.
If you're not comfortable contributing, no worries at all — just let me know. Either way, I really appreciate your time, and I hope we can stay in touch.
Warmly,
[Your Name]
How Flowlu can help you manage your business
Flowlu is a cloud CRM and project management software that works for all types of businesses, big or small. When you are a freelancer, you already have many things to do. So when you have a tool that makes your work easier, it really helps a lot. This tool is called Flowlu.
With Flowlu, you can manage all your projects in one place and keep good relationships with your clients. You can set automatic follow-ups and send emails to clients directly from the platform.
If you worry about invoices not being paid, Flowlu can help with that too. You can create invoices inside the CRM, send them automatically, and get alerts if the payment is late. You can also accept payments directly with Flowlu using its different integrations.
Bottom line
Being a freelancer or solopreneur is not easy. You must manage many things alone: clients, projects, money, and time. This can feel heavy sometimes. But the good news is, with the right tools and smart communication, work becomes much easier.
Today, we shared two simple ways to support your daily freelance work: a set of 10 email templates to communicate with clients in different situations, and Flowlu — a smart CRM that helps you organize projects, follow up with clients, and get paid faster. Start using these tools to save time, feel more confident, and grow your business step by step.
As a freelancer, you know that communication with clients is key. You may use email, but you can also use other communication tools such as chat or even a phone call. You have all these options inside Flowlu.
Yes, of course. We’ve shared multiple email templates for various situations and projects to ensure you only need to edit them with your own personal details. Just go ahead and use them as you need.
Yes, it is. Flowlu works for any business size, and it is very useful when you work alone as a freelancer. You can manage projects, tasks, invoices, and talk with clients in one place.
Yes, you can. With Flowlu, it is easy to set messages, reminders, and project follow-ups to go out automatically. You don’t need to send everything by hand anymore.
Yes, Flowlu has a free plan with the basic tools. There are also paid plans with more functions if your business grows.
