Free email templates
Email templates for work, ready to send
26 templates for the emails you write every week. Fill in the blanks, copy with formatting intact, and paste into Gmail or Outlook. Free, no signup.
Clients & projects
Updates, meetings, kickoffs, and keeping clients informed.
- Weekly project update emailA weekly client update with three parts: progress, what's coming up, and what you need from them.
- Meeting recap email with action itemsA recap that lists decisions first, then action items with owners and due dates.
- New client welcome emailWelcome a new client, explain the next three steps, and set how you'll communicate.
- Schedule change email to a clientDeliver schedule news plainly: what moved, why, the impact, and what you're doing about it.
- Meeting request emailAsk for a meeting with a clear purpose, a set length, and three times to choose from.
- Thank you email after a meetingThank someone for their time, recap the next steps, and say when you'll follow up.
- Project kickoff emailShare the kickoff time, agenda, and what attendees should bring so the first meeting starts strong.
- Change order request emailDocument an out-of-scope request with the work involved, the fee, and the schedule impact before you start.
- Apology email to a clientOwn a mistake quickly: apologize, explain briefly, and say what you've fixed and what changes.
- Project closeout emailClose out a project: hand over the final documents, thank the client, and ask one feedback question.
Billing & payments
Payment reminders, overdue notices, and rate changes.
- Friendly payment reminder emailA warm first reminder for an overdue invoice, with a clear ask and an easy way to pay.
- Overdue invoice final noticeA firm final notice for a long-overdue invoice that states the facts, a deadline, and the next step.
- Price increase email to clientsAnnounce new rates with the effective date, a one-line reason, and what stays the same.
Sales & relationships
Follow-ups, introductions, referrals, and reviews.
- Proposal follow-up emailA short, no-pressure follow-up a week after sending a proposal, with an offer to talk it through.
- Follow-up email after no responseA polite follow-up that restates your ask in one line and makes it easy to reply.
- Introduction email between two contactsIntroduce two people with one line of context each and a clear reason to talk.
- Referral request emailAsk a happy client for an introduction, describe who you'd love to meet, and keep it low-pressure.
- Testimonial request emailAsk a client for a short testimonial with three easy prompts and a clear note on where it will appear.
- Email declining a projectTurn down work gracefully with a brief reason and, if you can, a referral that keeps the door open.
Architecture & construction
RFIs, submittals, permits, and site visits.
- RFI response emailA formal answer to a contractor's request for information that fits cleanly into the project record.
- Submittal acknowledgment emailConfirm you received a submittal, state the review period, and set the return date in writing.
- Consultant coordination emailAsk a consultant for a specific deliverable by a specific date, and explain why the date matters.
- Plan check comments email to a clientTell a client that permit comments arrived, what they mean, and when you'll resubmit.
- Site visit confirmation emailConfirm the time, address, attendees, and access you need for a site visit.
Office & time away
Out of office replies and holiday closures.
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