Writing emails to your clients can take up a lot of your day, especially if you find yourself typing out the same thing over and over again.
Client Q&As, meeting confirmations and other types of emails tend to be repetitive. Starting from scratch each time you need to send one out is really inefficient. A much better solution is to use email templates.
Business email templates can be a lifesaver for busy people. Often, they also produce better results, since you can make a polished first impression every time, even when you’re in a rush or feeling foggy.
An effective email template brings in more client business than one that’s so-so. Once you get used to using them, you’ll wonder how you lived without them.
If you are looking for a set of the best email templates to suit all your most important client communications needs, Amitree has you covered.
Read on to find out what makes a good email template great plus eight free business email template examples you can use when writing to your clients.
4 Tips for Writing Good Email Templates
It can be tough writing good email templates if you haven’t done this before. Whether you’re coming up with your own professional email templates or adapting examples like the ones below to suit your own needs, there are a few things to keep in mind.
Aim for templates that are:
- Short – Like good emails, good email templates are short. Follow email etiquette to stay focused on the main idea, hit all the points you need to and then wrap things up.
- Simple – An effective email template needs adapt to different situations. It should be simple enough to fit most email scenarios without too much extra work each time.
- Effective – The best email templates are the ones that work on clients. Take time to write a template that will get replies, build connections and improve your business.
- Adaptable – Templates are meant to be a work in progress. Keep experimenting with different templates to find ones that work best when you’re writing to your own clients.
Following these four tips will generally result in better templates for writing to your clients, which means you’ll have an easier time emailing while enjoying better results for your efforts.
8 Best Email Templates for Clients
There are many different scenarios where having client email templates will save you valuable time. Here are eight free business email templates that cover some of the most common and important email interactions you’re likely to have with clients.
1. The Cold Email Template
The cold email is one of the most important business email templates to have. But they’re incredibly difficult to write.
Most business happens inside an established relationship, but the cold email happens before that connection exists. To overcome the lack of an existing relationship, focus on being honest, relevant and helpful.
Here’s one of our best cold email templates to get you started:
[SUBJECT LINE:] Really impressed with [Company Name]
Hi [Name],
I have to say, I’m really impressed with [Company Name]. I loved [give a compliment about a project, article, etc. that the recipient was directly involved with].
I’m [briefly state what you do]. I work with [mention a brand, company or industry leader the recipient will know].
As I was thinking about [Company Name], [make a connection between what you do and what the potential client and their company need].
Here’s an example: [offer a demo, a link to a project showcasing similar work or a summary of a similar successful result for a past client].
Just wanted to email you and see if this would be something [Company Name] is interested in?
[Your Name]
Always think about etiquette in your emails. You wouldn’t walk up to someone you wanted to get to know at an event and ask them for change for the snack machine.
Notice the same rule applies in this sample email to a client for new business — it opens with a compliment, then makes a request.
2. The Business Information Email Template
Often, you need to provide information to a client upfront about your business, services or products.
This is another one of the client email templates you’ll want to have at the ready:
[SUBJECT LINE:] Information You Requested About [Specific Business, Service or Product]
Hi [Name],
Thanks for your request for information about [specific business, service or product].
I’m happy to share these details with you.
[Provide the information the client requested here. Review their request and make sure to answer all the questions they raised.]
I also want to let you know how our [business, service or product] has helped others.
[Briefly, list a few main bullet points of features or benefits of your business, service or product.]
You can find more information about [business, service or product] here: [link to your website]
Please let me know if I can be of more help.
Thank you,
[Your Name]
Make sure to set a reminder to follow up after you’ve sent your client the information.
3. The Client Question Email Template
Clients often have questions, whether it’s about cost, some specific detail of your product or confusion about how something works. A handy business email template makes FAQs easy to answer:
[SUBJECT LINE:] Answer to Your [Question/Questions] About [Topic]
Hi [Name],
Thank you for your [question/questions] about [topic]. I am happy to answer [that/those] for you.
[Type out the client or customer’s exact question(s).]
[Answer each question as concisely and directly as possible. Provide a link to your website or attach a document and explain it contains supplementary info, if needed.]
Please let me know if you have other questions or would like more information.
[Your Name]
4. The Client Scheduling Email Template
Businesses rely on meetings to build relationships and hash out details, whether they happen over coffee or over Zoom, so make sure you have an effective email template in your arsenal for scheduling such as this one:
SUBJECT LINE: Scheduling Request for [Meeting Name] at [Time] on [Date]
Hi [Name],
I’m contacting you to schedule [a/an] [Meeting Name] at [time] on [date] at [location].
At the meeting, we’ll cover [briefly list the main agenda topic(s)].
[If applicable, give your email recipient directions to the physical location, including parking or check-in procedures, or include instructions for how to connect to a virtual meeting either online or over the phone.]
Please be sure to [include any instructions here of what to bring, when to arrive, etc., otherwise leave out this whole sentence].
Please let me know if you have questions or if a scheduling conflict arises.
Thank you,
[Your Name]
If you need to reschedule a meeting, you can use the same template by adjusting it to reflect that the meeting time and date have been rescheduled.
5. The Confirmation and Follow-up Email Template
Along with having a client email template for your scheduling needs, make sure you have ones for confirmation and followups. These two email templates are so similar, you can generally combine them to be more efficient. Here’s how:
SUBJECT LINE: [Confirmation for / Follow-up on] [Topic]
Hi [Name],
I am [emailing to confirm / following up to let you know] that [insert the information you are confirming / the reason you are following up].
Please let me know if you have questions.
Thank you,
[Your Name]
It’s pretty simple, but having this business email template ready to go every time you need to send a confirmation or follow-up will be a huge help.
6. The Value-Adding Email Template
One of the best sales email templates to have on file is a value-adding email template. This kind of email gives you an excuse to get back in your client’s inbox while offering them something in return.
Here’s a simple template you can use:
SUBJECT LINE: Thought you might [enjoy this / find this interesting]…
Hi [Name],
I ran across this [neutral third-party article / interview / statistic / or other thing relevant to the client or their business] recently and [immediately thought of you / thought you might enjoy].
It’s [briefly describe why you thought it would be interesting to your client].
Tell me if I’m reading this right — [Ask a short open-ended question about how the thing might impact the client]? [Note: If the item is just something to share for fun, you can omit this part seeking feedback.]
Hope you [enjoy / find it interesting]!
[Your Name]
Whenever you send a value-adding email and whatever you talk about, make sure it’s valuable to your client and your relationship with that client.
You don’t have to send these very often. Once a month may be enough for an active business. In some industries you may send these kinds of emails only 2–3 times a year. But having a value-adding sales template is great because these emails can be hard to write.
A template saves you the trouble of having to write these emails from scratch. Every time you need to reach out to clients and remind them what you do, your template is right there.
7. The Success Story Update Template
Sometimes you don’t only want to remind your clients you exist, you also want to celebrate a success. A simple success story update template is another one of the best email templates you can have for sales.
[SUBJECT LINE:] New [success/successes] you made possible!
Hi [Name],
As [position name] at [Company Name], I am continually amazed by the achievements of our [customers/clients]. It truly makes all the difference here at [Company Name].
I wanted to email and thank you for being a [client/customer] and share with you [one/a few] of the latest success stories from our [clients/customers].
[Briefly and generally describe how one or more clients/customers achieved success thanks to your company’s business, services or products.]
Successes like these would not be possible without [clients/customers] like you. If you have your own story to share, we’d love to hear it.
Reply back to this email to let me know what [Company Name] has made possible for your business and how we can do even more.
Thank you,
[Your Name]
Sharing your successes with clients is less about bragging and more about reminding them that your products or services are valuable and that your business is ready to help them reach their next goal.
8. The Referral Email Template
No collection of professional email templates is complete without a referral email template. Reaching out to referrals is an important part of growing your business, but it can be tricky to do. Try this template out with your referrals:
[SUBJECT LINE:] [Referral Name] suggested we talk
Hi [Name],
[Referral Name] told me you share [his/her] challenge of [describe the business problem your business helped the referral overcome].
I’ve been watching [Referral Name] overcome this challenge and [describe the success you helped the referral achieve] thanks to [how your business helped the referral].
After becoming familiar with [Prospect’s Business] through [how you learned about the prospect, e.g., visiting their website, reading their white paper, etc.], I have some thoughts about [aspect of the prospect’s problem].
I have an idea you can implement fairly easily that will have a real measurable impact.
Let’s schedule a time to talk.
[Your Name]
Referral email templates work best when you can name-drop the person who referred you to potential client right at the top of the email. It also helps to make your request intriguing and easy to say yes to.
More Tips for Emailing to Your Clients
Using business email templates in your business communications is all about saving time and getting more done. Answer clients faster, be more consistent in your replies, and have more time left over for whatever else you need to spend it on each day.
Another trick to saving time and getting more done with your email is to use an email productivity tool such as Folio.
Folio helps you quickly organize an overflowing email inbox automatically using AI-powered algorithms. Our easy email add-on sorts your inbox into workflows that make sense, with smart folders, reminders, and integrations with your favorite tools.
With Folio, over 150,000 professionals have optimized their email workflow, saving 5–10 hours each week. Start your free trial of Folio today.
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