Templates
Client reply templates for freelancers and small businesses
Most client messages that feel awkward are really about one thing: what they get for what they pay. Be warm about the person and firm about the terms. Name the number, the date or the scope plainly. Clients trust the freelancer who says it clearly more than the one who apologises for it.
Hold your price without losing the client
Explain the price
Thanks for being straight with me, [client name]. The [price] covers [what is included]. That's what it takes to do it properly so I'd rather not cut the rate.
Offer a smaller scope
I understand the budget is tight. For [their budget] I could do [reduced scope] and we could add [the rest] later if it goes well. Would that work?
Polite walk away
I appreciate you considering me, [client name]. I can't do it for less than [price] but I'd be happy to recommend someone at a lower rate if that helps.
Stop scope creep early
Happy to, here is the cost
Happy to add [new request]. It's outside what we agreed so it would be [price] and add about [time] to the timeline. Shall I go ahead?
Swap rather than add
We can do [new request] within the current budget if we drop [something else]. Or I can quote for both. Which would you prefer?
Revisions limit reached
Hi [client name], we've now used the [number] rounds of changes in the quote. I'm glad to keep refining. Further rounds are [price] each. Want me to carry on?
Chase late payment and stay professional
Friendly first nudge
Hi [client name], a quick note that invoice [number] for [amount] was due on [date]. Could you let me know when it's likely to be paid? I've attached it again in case it got buried.
Second reminder
Hi [client name], invoice [number] is now [days] days overdue. Please could you arrange payment by [date] or tell me if there's a problem I can help with?
Final notice
Hi [client name], I still haven't received payment for invoice [number], now [days] days late. I'll need to pause work on [project] until it's settled. If I haven't heard by [date] I'll add late payment charges as set out in our terms.
Handle a cancellation gracefully
Client cancels the project
Thanks for letting me know, [client name]. I'm sorry it's not going ahead. I'll send a final invoice for the work done to date, which is [amount] as per our agreement. If things change, I'd be glad to pick it back up.
Client cancels a session late
No problem, [client name], these things happen. As it's within [notice period] I'll need to charge the [fee] cancellation fee. Shall we book in a new time now?
You need to cancel
Hi [client name], I'm sorry to do this but I need to move our [meeting or deadline] on [date] because [short reason]. I can do [new date] instead. Does that work?
Answer a complaint and keep the relationship
Acknowledge and fix
Thanks for telling me, [client name]. You're right that [the issue] isn't what we agreed. I'll have it fixed by [date] at no extra cost.
Understand before answering
I'm sorry this isn't sitting right, [client name]. Can you tell me which parts feel off? I'd rather fix the real problem than guess at it.
Disagree calmly
I hear you, [client name]. Looking back at the brief, [the thing they raised] was agreed on [date] and that's what I delivered. I'm happy to change it. That would be a new piece of work at [price].
Save these to Breezily
Tap Add to my replies on any template to keep it in your saved replies. They sync to your account and appear on the phone keyboard when you type their name. Each one is set to adapt to the conversation, so the keyboard fills in the names and dates from the chat. Change any of them at getbreezily.com/saved-replies.
Questions
Should I offer a discount when a client says the price is too high?
Rarely. Cutting the rate tells them the first number was padded. Offer less scope for less money instead so the price still means something.
How many times should I chase an unpaid invoice?
A friendly nudge on the due date, a firmer one a week later and a final notice with a clear date and consequence. Keep each one short and factual.
Can I use these in WhatsApp as well as email?
Yes. They are written to work in a chat or an email. Save the ones you use in Breezily and call them up from the keyboard by name, then tweak the details.
Related
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