Client message templates

Free to copy. Swap the [brackets] for your own details.

Messages for the awkward moments of working with clients: recapping a call, asking to be paid, and following up when a client goes quiet. Written for freelancers and solo business owners.

The follow-up after a client call

Send it the same day. Listing both sides' promises in writing prevents most "I thought you were doing that" moments.

Hi [Name],

Thanks for your time today. A quick recap so we're on the same page:

What I'll do:
- [Send the revised quote] by [Friday]
- [Share the first drafts] by [date]

What I need from you:
- [The brand guidelines] by [date]
- [Approval of the budget, $X]

Let me know if I've missed anything.

[Your name]

Polite payment reminders

Three steps, from gentle to final. Space them about a week apart.

Hi [Name],

Just a friendly reminder that invoice [#123] for [project] was due on [date]. I've attached it again in case it got buried.

Thanks so much,
[Your name]

Hi [Name],

I'm following up on invoice [#123] for [amount], which is now [X] days overdue. Could you let me know when I can expect payment?

If there's a problem with the invoice, I'm happy to sort it out.

[Your name]

Hi [Name],

Invoice [#123] for [amount] is now [X] days overdue, and I haven't heard back about it. Please arrange payment by [date].

If it isn't paid by then, I'll need to pause work on [project] [and apply the late fee in our agreement].

[Your name]

Deposit reminder

Hi [Name],

I'm excited to get started on [project]! As agreed, I'll begin once the [50%] deposit of [amount] is in. Here's the invoice: [link].

Once it's paid, I'll [book in the kickoff / start on the first drafts] for [date].

[Your name]

When a client isn't responding

Hi [Name],

Just bumping this up in case it got lost. Do you have a moment to look at [the drafts / my question about X]? Happy to jump on a quick call if that's easier.

[Your name]

Hi [Name],

I haven't heard back, so I'll assume [project] is on hold for now. I'll [pause work / release the time I'd set aside] from [date].

If anything changes, just reply here and we'll pick it up again.

[Your name]

Never forget when to send them

After a client call, say what happened. Vyma remembers what you promised your clients, and what they promised you. Mention a date ("she'll pay the deposit by Friday") and Vyma reminds you to follow up when it's due. Get Vyma free on Google Play.