Freelancers and agencies templates
Pitches, proposals, scope, onboarding clients, revisions, rates, invoices and ending projects. 50 free templates, 6 of them longer notes. Open one to fill in the blanks and copy it.
Winning work
Pitches and proposals.
- Inquiry reply Snippet Responds to a lead. Hi [Name], Thanks for reaching out about [Project]! To see if I am a good fit, could you share: 1. Your goal…
- Cold pitch to a client Snippet Proactive pitch. Hi [Name], I noticed [Observation] on [Their site]. I help [Type of business] [Result]; recently I [Proof].…
- Proposal email Snippet Sends a proposal. Hi [Name], Attached is my proposal for [Project]. In short: Scope: [Scope] Timeline: [Timeline] Fee: [Fee]…
- Portfolio share Snippet Shares relevant work. Hi [Name], Here are three projects similar to yours: 1. [Project 1]: [Link 1] 2. [Project 2]: [Link 2] 3.…
- Rate reply Snippet States your rate. Hi [Name], My rate for this kind of work is [Rate] per hour. For your project, I estimate [Estimate], so…
- Budget too low reply Snippet Declines low budget kindly. Hi [Name], Thanks for sharing your budget. For [Budget], I could do [Reduced scope]. For the full scope, the…
- Not a fit reply Snippet Turns down work. Hi [Name], Thanks for thinking of me. This is outside my focus, so I am not the best person for it.…
- Upwork style proposal Snippet Marketplace proposal. Hi [Name], I read your brief for [Project]. Here is how I would approach it: 1. 2. 3. Similar work: [Link].…
- Retainer proposal Snippet Ongoing work offer. Hi [Name], Since we work together often, a monthly retainer could save you time: [Hours] hours a month for…
Client onboarding
Start projects smoothly.
- Welcome new client Snippet After they sign. Hi [Name], I am excited to start on [Project]! Next steps: 1. Pay the deposit: [Invoice link] 2. Fill in the…
- Deposit invoice Snippet Asks for upfront payment. Hi [Name], Here is the 50% deposit invoice to secure your start date of [Start date]: [Invoice link]
- Brief questionnaire Snippet Collects project info. 1. What is the project in one sentence? 2. Who is it for? 3. What does success look like? 4. Examples you…
- Access request Snippet Logins you need. Hi [Name], To get started, I need access to: [Systems]. Please add [Your email] as a user rather than…
- Communication preferences Snippet Sets expectations. Hi [Name], How I work: I reply within [Response time] on weekdays, share progress every Friday, and keep…
- Kick-off agenda Snippet First meeting. 1. Goals and success 2. Scope confirmation 3. Timeline and milestones 4. Feedback process 5. Next steps
During the project
Updates, scope and revisions.
- Weekly progress update Snippet Status to client. Hi [Name], This week on [Project]: Done: [Done] Next: [Next] Need from you: [Need] On track for [Deadline].
- Scope change quote Snippet Prices extra work. Hi [Name], [Request] is outside our original scope. I am happy to add it for [Fee], which moves the delivery…
- Waiting on client Snippet Blocked by client. Hi [Name], I am waiting on [Item] to continue. If I receive it by [in 2 days], we stay on track for…
- Revision round Snippet Sends revisions. Hi [Name], Revisions are done: [Link]. This was round [Round] of [Included] included.
- Deadline slip notice Snippet Honest about a delay. Hi [Name], I need to move [Deliverable] from [Old date] to [New date] because [Reason]. I am sorry;…
- Feedback consolidation Snippet One voice please. Hi [Name], I have received feedback from several people. To avoid conflicting changes, could you send one…
- Out of office to clients Snippet Freelancer holiday. Hi [Name], Heads-up: I am away from [From] to [To]. Before I go, [Deliverable] will be [Status]. For…
Getting paid
Invoices, late fees and rates.
- Final invoice Snippet End of project invoice. Hi [Name], Thank you for a great project! Here is the final invoice for [Project]: [Amount], due [Due date].…
- Late payment nudge Snippet Friendly chase. Hi [Name], Just a nudge on invoice [Invoice number] ([Amount]), which was due on [Due date]. Could you let…
- Late fee notice Snippet Applies a late fee. Hi [Name], As per our terms, invoices unpaid after 30 days incur a [Fee] late fee. Invoice [Invoice number]…
- Rate increase notice Snippet Raises your rates. Hi [Name], I have loved working with you. From [today], my rate will increase to [New rate]. Work booked…
- Payment terms Snippet Standard terms. Payment terms: 50% deposit before work starts, balance within 14 days of delivery. Late payments incur [Late…
Wrapping up
Finish well and get referrals.
- Project handover Snippet Delivers everything. Hi [Name], Everything for [Project] is here: [Link] Included: [Files]. Instructions: [Instructions]. I will…
- Testimonial request Snippet Asks for a review. Hi [Name], If you are happy with the result, would you write a short testimonial? Two or three sentences…
- Referral request Snippet Asks for introductions. Hi [Name], Most of my work comes from referrals. If you know anyone who needs [Service], I would be grateful…
- Check-in after launch Snippet Follows up later. Hi [Name], It has been a month since [Project] launched. How is it performing? Anything you would like to…
- Ending a client relationship Snippet Parts ways. Hi [Name], After careful thought, I have decided to stop taking on [Type] work, so I will not be able to…
Freelancer notes
Run your business.
- Client file Note One client. Client: [Client] Contact: [Contact] Rate: [Rate] Projects - Preferences Invoices
- Project scope Note Scope document. Project: [Project] Client: [Client] Deliverables - Not included - Timeline Fee and payment Revisions
- Income tracker Note Track earnings. | Month | Client | Project | Invoiced | Paid | | | | | | | | | | | | |
- Lead tracker Note Track prospects. | Lead | Source | Project | Value | Status | | | | | | | | | | | | |
- Weekly business review Note Review your week. Week of [today] Billable hours: [Hours] Invoiced: [Invoiced] Wins - Pipeline Next week - [ ]
- Service packages Note Productised offers. | Package | Includes | Price | Timeline | | | | | | | | | | |
Proposals by service
A starting proposal for each service.
- Proposal: Web design Snippet Proposal email for web design. Hi [Client], Thank you for the chance to propose on [Project]. I recommend a [Pages]-page website with…
- Proposal: Copywriting Snippet Proposal email for copywriting. Hi [Client], Thank you for the chance to propose on [Project]. I recommend [Pieces] pieces of copy for…
- Proposal: Photography Snippet Proposal email for photography. Hi [Client], Thank you for the chance to propose on [Project]. I recommend a [Hours]-hour shoot and [Images]…
- Proposal: Consulting Snippet Proposal email for consulting. Hi [Client], Thank you for the chance to propose on [Project]. I recommend [Sessions] strategy sessions and…
- Proposal: Video production Snippet Proposal email for video production. Hi [Client], Thank you for the chance to propose on [Project]. I recommend a [Length] video, from script to…
- Proposal: SEO Snippet Proposal email for seo. Hi [Client], Thank you for the chance to propose on [Project]. I recommend an SEO audit, keyword plan and…
- Proposal: Social media management Snippet Proposal email for social media management. Hi [Client], Thank you for the chance to propose on [Project]. I recommend [Posts] posts a month across…
- Proposal: Bookkeeping Snippet Proposal email for bookkeeping. Hi [Client], Thank you for the chance to propose on [Project]. I recommend monthly bookkeeping,…
- Proposal: Virtual assistant Snippet Proposal email for virtual assistant. Hi [Client], Thank you for the chance to propose on [Project]. I recommend [Hours] hours a month of admin…
- Proposal: Translation Snippet Proposal email for translation. Hi [Client], Thank you for the chance to propose on [Project]. I recommend translation of [Words] words from…
- Proposal: Logo and branding Snippet Proposal email for logo and branding. Hi [Client], Thank you for the chance to propose on [Project]. I recommend a logo, colour palette and brand…
- Proposal: App development Snippet Proposal email for app development. Hi [Client], Thank you for the chance to propose on [Project]. I recommend an MVP app with [Features],…