Email Templates That Actually Get Responses: 7 That Work for Freelancers

How to Write Emails That Get Replies, Book More Projects, and Keep Clients Engaged

One of the biggest challenges for freelancers is getting responses. You can have the best portfolio, strongest services, and perfect proposals — but if clients ignore your emails, your business stalls.

The good news? A few well-crafted email templates can dramatically improve response rates. Combine these templates with a system for tracking them in a CRM, and you’ll spend less time chasing replies and more time working on projects that pay.

In this post, we’ll cover 7 practical email templates that freelancers can use to:

• Follow up after proposals

• Re-engage dormant clients

• Pitch additional services

• Ask for referrals

• Confirm projects or payments

Why Templates Work for Freelancers

Templates aren’t about being robotic. They give you a starting point, saving time while ensuring your emails are clear, concise, and persuasive.

Benefits:

1. Consistency – Your tone and professionalism remain steady across clients.

2. Efficiency – Saves time writing from scratch.

3. Better Results – Tried-and-tested wording boosts replies and engagement.

4. CRM Integration – You can track which templates get the best responses over time.

1. Proposal Follow-Up Email

After sending a proposal, many freelancers wait anxiously for a reply. Instead, follow up politely and professionally.

Template:
Subject: Following Up on [Project Name]

Hi [Client Name],

I wanted to check in and see if you had a chance to review my proposal for [Project Name]. I’m happy to answer any questions or provide additional details.

Looking forward to your thoughts!

Best regards,
[Your Name]

💡 Tip: Wait 3–5 business days after sending the proposal before following up.

2. Dormant Client Re-Engagement Email

Sometimes clients go quiet after initial work. A gentle nudge can reactivate the relationship.

Template:
Subject: Let’s Catch Up

Hi [Client Name],

It’s been a while since we last worked together on [Project/Service]. I’d love to hear how things are going and explore whether I can support any upcoming projects.

Would you be open to a quick chat next week?

Best,
[Your Name]

3. Upsell or Additional Service Email

Offer additional services naturally by focusing on client benefits.

Template:
Subject: An Idea to Support [Client’s Goal]

Hi [Client Name],

While reviewing [current project/service], I noticed an opportunity to [describe benefit, e.g., boost engagement, save time, improve results]. I can help with [service].

Would you like me to prepare a short plan for this?

Cheers,
[Your Name]

4. Feedback Request Email

Collecting client feedback strengthens relationships and builds credibility.

Template:
Subject: Quick Feedback on [Project]

Hi [Client Name],

I’d love your thoughts on how [Project Name] went. Your feedback helps me improve and ensures future work is even more aligned with your goals.

Thanks in advance for your time!

Best,
[Your Name]

5. Referral Request Email

Happy clients can be your best source of new business.

Template:
Subject: Know Someone Who Needs [Service]?

Hi [Client Name],

I’m reaching out to see if you know anyone who could benefit from [service]. I’d be grateful for any referrals — and I always make sure to provide excellent service to anyone you recommend.

Thank you!
[Your Name]

6. Payment Reminder Email

Late payments are stressful. Polite, clear reminders keep cash flow on track.

Template:
Subject: Friendly Reminder: Invoice [#]

Hi [Client Name],

I hope you’re well. This is a quick reminder that invoice [#] for [Project/Service] is due on [Date]. Please let me know if you need a copy or any additional details.

Thank you,
[Your Name]

💡 Tip: Track sent invoices in your CRM and automate reminders for recurring clients.

7. Project Confirmation or Kickoff Email

Confirming project details ensures smooth communication and prevents misunderstandings.

Template:
Subject: Confirming [Project Name]

Hi [Client Name],

I’m excited to start on [Project Name]. Here’s a summary of what we’ll be doing:

• Deliverables: [List]

• Timeline: [Dates]

• Next Steps: [Instructions]

Please reply to confirm everything looks correct. Looking forward to working with you!

Best,
[Your Name]

Tips for Using These Templates Effectively

1. Personalize Every Email: Include the client’s name, project, or specific details. Templates are guides, not scripts.

2. Keep Emails Concise: Clients respond faster to short, clear messages.

3. Track Responses in Your CRM: Note which templates and wording get the best replies.

4. Follow-Up Consistently: A single email rarely gets results — schedule follow-ups for unanswered messages.

5. Test and Adjust: Refine language, subject lines, and timing based on what works for your clients.

Bonus: Using a CRM to Automate Templates

A CRM lets you:

• Store templates for different client situations

• Insert client-specific details automatically

• Trigger emails based on project stage or payment status

• Track which templates generate replies or conversions

This approach saves hours of repetitive emailing while keeping your communication professional and responsive.

Final Thoughts

Getting responses from clients doesn’t have to be a guessing game.
By using proven email templates, personalizing your approach, and tracking results in a CRM, you can:

• Close more projects

• Keep clients engaged

• Increase repeat business

• Maintain predictable workflow and income

Start by picking one or two templates and integrate them into your routine. Over time, you’ll notice fewer unanswered emails and smoother client interactions — which means more time spent on work that matters.