From initial project inquiries and proposals to follow-ups and payment reminders, these email templates will save you time and ensure clear, effective communication.
Simply copy-paste the template into your email client and customize it to fit your needs.
Refuse impractical deadline
Subject: Re: Project Deadline Discussion
Dear [Recipient’s Name],
I hope this message finds you well.
I am writing regarding the proposed deadline for the project [Project Name].
After reviewing the project requirements and the time necessary to deliver quality work, I am concerned that the current deadline might be challenging to meet. The complexity of the tasks involved requires careful attention and thoroughness, which might necessitate more time than initially anticipated.
Extending the deadline would ensure the high-quality outcome we both aim for and prevent any potential rush that might compromise the final results. I propose we move the deadline to [Proposed Date], allowing ample time to meticulously cover all aspects of the project and deliver a product that meets your expectations.
I understand timelines are crucial, and my primary goal is to deliver the best possible output. I look forward to discussing this further and finding a mutually beneficial solution.
Thank you for your understanding, and I appreciate your flexibility on this matter.
Kind regards,
[Your Name]
[Your Contact Information]
Refuse an unrealistic deadline
Subject: Re: Project Deadline Discussion
Dear [Recipient’s Name],
I hope this message finds you well.
I am writing regarding the proposed deadline for the project [Project Name].
After reviewing the project requirements and the time necessary to deliver quality work, I am concerned that the current deadline might be challenging to meet. The complexity of the tasks involved requires careful attention and thoroughness, which might necessitate more time than initially anticipated.
Extending the deadline would ensure the high-quality outcome we both aim for and prevent any potential rush that might compromise the final results. I propose we move the deadline to [Proposed Date], allowing ample time to meticulously cover all aspects of the project and deliver a product that meets your expectations.
I understand that timelines are crucial, and my primary goal is to deliver the best possible output. I look forward to discussing this further and finding a mutually beneficial solution.
Thank you for your understanding, and I appreciate your flexibility on this matter.
Kind regards,
[Your Name]
[Your Contact Information]
Follow up on an offer
Subject: Following Up on My Proposal for Your [Project Name]
Dear [Client’s Name],
I’m following up on the proposal I submitted for your [Project name] on [date]. I understand you may be reviewing multiple proposals, but I wanted to reiterate my interest in your project and eagerness to bring my expertise to bear on it.
As outlined in my initial proposal, my skills and experience align well with the requirements of your project. I can deliver results that not only meet but exceed your expectations.
Please don’t hesitate to ask if you have any questions or need further information about my proposal. I would also be happy to provide additional samples of my work if required.
Thank you once again for considering my proposal. I look forward to working with you on this exciting project.
Kind regards,
[Your Name]
[Your Contact Information]
Breakdown of charges
Subject: Proposal for Article Creation on Dog Food
Dear [Client’s Name],
I hope this message finds you well.
I am writing to present a proposal for the upcoming project we discussed—an article centered around suitable dog food.
As a professional freelance writer, I understand the importance of delivering high-quality, well-researched, and unique content. My process involves thorough research, drafting, revision, and plagiarism checks to ensure the final product meets your expectations and appeals to your audience.
Here is a detailed breakdown of my proposed costs for each component of the project:
- Research on suitable dog food: $20
- Initial article draft: $150
- Draft revision and finalization: $50
- Plagiarism check and adjustments: $10
This brings the total cost for the complete article to $230. This figure reflects the time, effort, and expertise invested in each step of the process, ensuring that the final product is of the highest quality.
If you approve of this proposal, I can start working on the project immediately and aim to deliver the final draft by [proposed deadline].
Please feel free to reach out if you have any questions or need further clarification on any aspect of this proposal.
Thank you for considering my proposal. I look forward to working with you on this exciting project.
Kind regards,
[Your Name]
[Your Contact Information]
Introduce the element of urgency
Subject: Special Rate Offer Based on Article Delivery Time
Dear [Client’s Name],
I hope this message finds you well.
Following our recent discussions about creating the upcoming article, I am writing to present a unique offer that provides flexibility in both cost and delivery time.
Understanding that different projects may have various timelines, I’ve structured the rates to reflect delivery times. Here’s how it breaks down:
- Article delivered within 3 days: $230
- Article delivered within 7 days: $215
- Article delivered within 14 days: $200
This tiered pricing structure allows you to choose the option that best aligns with your budget and timeline. Regardless of the delivery time selected, rest assured that the quality and thoroughness of the work will remain consistent across all options.
If you find this offer agreeable, please confirm the delivery timeline that best suits your needs, and I will proceed accordingly. If you have any questions or would like to discuss this further, do not hesitate to contact me.
Thank you for considering this proposal. I look forward to delivering an article that meets your expectations and contributes positively to your project.
Kind regards,
[Your Name]
[Your Contact Information]
Explain your work process
Subject: Project Timeline and Deadlines
Dear [Client’s Name],
I hope this email finds you well.
I am grateful for your trust in my services and the opportunity to work on this project with you.
Following our previous conversation, I have outlined a detailed schedule for the completion of the project. This includes estimates for the time required for each stage, as well as the corresponding deadlines.
- Research and Preparation for the Article
- Duration: 5 hours
- Deadline: 17th July
- Drafting of the Article
- Duration: 16 hours
- Deadline: 19th July
- Submission of Draft for Your Approval
- Date: 19th July
- Revision of the Draft Based on Your Feedback
- Duration: To be determined after receiving your feedback
- Deadline: 24th July
Please note that if further changes are required after this point, we will return to step 3, and a new deadline will be set accordingly.
- Finalizing the Article
- Duration: 24 hours
- Deadline: 29th July
This timeline allows for thorough research, careful drafting, and ample time for revisions to ensure the final product meets your standards.
Feel free to reach out if you have any questions or concerns regarding this schedule. I look forward to delivering a high-quality article that meets your expectations.
Kind regards,
[Your Name]
[Your Contact Information]
Refuse never-happy client
Subject: Re: Project Collaboration—Respectfully Declining
Dear [Client’s Name],
I hope this message finds you well.
I appreciate the time you’ve taken to discuss your project with me and for considering my services for this task.
After careful consideration, I have decided to decline the opportunity to work on this project. As a freelancer, I must ensure that each collaboration is mutually beneficial and aligns with both parties’ expectations. Based on our conversations and my experience, I believe we may not be the best fit for this particular project.
I made this decision with the utmost respect for your needs and objectives. It is in no way a reflection of the quality of your project or its potential. Rather, it’s acknowledging the importance of finding the right professional match to guarantee a successful outcome.
Thank you once again for considering my services. I truly appreciate your understanding and wish you nothing but success in your future endeavors.
Kind regards,
[Your Name]
[Your Contact Information]
Notify client about missed deadline
Subject: Important Project Update and Revised Timeline
Dear [Client’s Name],
I hope this message finds you well.
I am writing to update you on the progress of [project name]. During the development phase, I have encountered an unforeseen issue that has caused a delay. The problem revolves around [briefly describe the issue here].
I’m working diligently to resolve this issue. I understand the importance of this project and am committed to delivering the high-quality work you expect from me. However, due to these unforeseen circumstances, I will need additional time to ensure I meet the standards of quality and precision your project deserves.
I estimate this will push back our original deadline from [original deadline] to [new deadline]. I’m doing everything possible to minimize this delay and any potential inconvenience it may cause.
In the meantime, I am more than happy to discuss any concerns or questions you may have about this change. I believe in maintaining open lines of communication and transparency, and I appreciate your understanding as we navigate this unexpected hurdle.
Thank you for your patience and understanding. I will keep you updated on my progress.
Kind regards,
[Your Name]
[Your Contact Information]
Accept the unrealistic deadline while requesting an additional charge
Subject: Acceptance of Project Deadline with Revised Quotation
Dear [Client’s Name],
I hope this email finds you well.
Thank you for sharing the details of the upcoming project and the proposed deadline. After carefully reviewing the requirements and considering the accelerated timeline, I’m pleased to inform you that I am willing to take on this challenge.
However, in order to meet the exceptionally tight deadline, it will require a significant reallocation of my current resources and schedule. This intensive effort to prioritize your project comes with additional challenges and demands on my end.
Therefore, while I am prepared to commit to your requested timeline, I propose a revised quotation to accommodate the expedited nature of this task. The adjustment in the fee is to ensure that the quality of the work remains high despite the compressed time frame.
Attached to this email is a revised quote and an updated project plan outlining the necessary steps to meet your deadline. I believe this revised plan strikes a fair balance between your urgent needs and the additional effort required on my part.
I’m looking forward to your thoughts on this proposal. Should this revised quote be acceptable to you, please confirm at your earliest convenience so I can begin reallocating my resources to give your project the immediate attention it demands.
Thank you for your understanding and for considering this adjusted arrangement. I am committed to delivering the high-quality work you expect within the time frame you require.
Kind regards,
[Your Name]
[Your Contact Information]
Accept out-of-scope requests while asking for an additional charge
Subject: Acceptance of Additional Project Scope with Fee Adjustment
Dear [Client’s Name],
I hope this email finds you well.
I’m writing in response to your recent request to expand the scope of our current project. After carefully considering the additional tasks and their implications, I am pleased to inform you that I am prepared to accommodate these new requirements.
However, taking on this expanded scope of work will involve additional time, resources, and expertise on my part. Therefore, to proceed, it would be necessary to adjust our agreed-upon fee to reflect the increased workload and complexity of the project.
I have recalculated the project costs based on the additional tasks and have attached a revised quotation for your review. This adjusted fee ensures that the quality of the work is maintained while accommodating the expanded scope of the project.
This adjustment is fair and necessary for successfully completing the enhanced project. I am committed to delivering results that meet your expanded needs and exceed your expectations.
Please review the revised quotation and let me know if you have any questions or want to discuss this further. I am more than willing to provide any additional information or clarification you might need.
Thank you for the opportunity to continue working on this exciting project. I look forward to your feedback and hope to move forward with these new developments as soon as possible.
Kind regards,
[Your Name]
[Your Contact Information]
Reject an out-of-scope request
Subject: Declining Request for Additional Project Scope
Dear [Client’s Name],
I hope this message finds you well.
I am writing in response to your recent request to extend the scope of our ongoing project. After thoroughly considering and assessing the additional tasks proposed, I regret to inform you that I cannot accommodate this expansion within the current project framework.
My decision to decline this extension is based on a few critical factors. Primarily, the additional scope falls outside the realm of my expertise and the services I offer. Additionally, given my current commitments and project pipeline, taking on these extra tasks would compromise my ability to deliver the high-quality work that is a priority for both myself and my clients.
I am committed to successfully completing our original project scope and believe that staying within our initially agreed parameters is crucial for maintaining the quality and integrity of the work.
However, I am more than willing to discuss any other aspects of the current project scope or provide recommendations for other professionals who may have the specific skills required for these new tasks.
I appreciate your understanding and am happy to have a conversation to clarify any points or discuss how we can ensure the success of the existing project within its original scope.
I appreciate your consideration and look forward to continuing our productive collaboration on the current project.
Kind regards,
[Your Name]
[Your Contact Information]
Refuse request for a discount
Subject: Response to Request for Discount on Project Fees
Dear [Client’s Name],
I hope you are doing well.
I am writing in response to your recent request for a discount on the fees for our ongoing project.
Firstly, I want to express my appreciation for your business and the opportunity to work on this project. I understand the importance of budget considerations and always strive to provide value for the services I offer.
However, after careful consideration, I must respectfully decline the request for a discount. My fees are carefully calculated to reflect the time, effort, expertise, and resources that go into delivering high-quality work. They are aligned with industry standards and are essential to maintaining the level of quality and professionalism that I am committed to providing. Reducing the fee would impact the viability and sustainability of my business and the quality of the output I can deliver.
That being said, I am open to discussing alternative solutions that could align with your budget constraints. We could explore adjusting the scope of the project or phasing the work in a way that aligns with your financial planning without compromising the overall quality of the final product.
I value our professional relationship and am keen on finding a mutually beneficial path forward. Please feel free to reach out if you would like to discuss this further or explore other options.
Thank you for your understanding, and I look forward to continuing our successful collaboration.
Kind regards,
[Your Name]
[Your Contact Information]
Refuse low rate request
Subject: Exploring Rate Adjustments for a Successful Collaboration
Dear [Client’s Name],
Thank you for considering me for the [project name] opportunity. I appreciate the chance to collaborate on such an exciting project.
After careful consideration, I must regretfully inform you that I am unable to accept the proposed rate for this project. While I am genuinely excited about the work and your vision, I want to ensure that I can dedicate the time and attention necessary to deliver the high-quality results that both you and I value.
I understand budget constraints are often a factor, and I hope we can explore future opportunities that align more closely with my current rate structure. I am open to discussing ways to adjust the scope or terms to fit your budget better while maintaining the quality you seek.
Kind regards,
[Your Name]
[Your Contact Information]
Asking 50% upfront payment, followed by two 25% payments
Subject: Proposal of Payment Terms and Assurance for [Project Name]
Dear [Client’s Name],
I hope this message finds you well.
I am thrilled about the opportunity to work on your project [Project Name]. I am confident that with my skills and your vision, we can create something truly remarkable.
As we move forward, I wanted to outline the payment structure that I believe will facilitate a smooth collaboration between us and ensure the successful completion of the project.
For this project, I propose the following payment terms:
- 50% advance payment upon commencement of the project. This initial payment secures your slot in my schedule and covers the preliminary work that goes into the project’s early stages.
- 25% payment upon delivery of the first draft. This installment will be after you’ve reviewed the initial draft and we’ve discussed any necessary adjustments.
- The remaining 25% upon completion of the project and delivery of the final work, ensuring that everything is to your satisfaction.
I understand that entrusting your project to a freelancer requires a leap of faith, and I want to assure you of my commitment to delivering high-quality work. To provide you with peace of mind, I’m offering a no-questions-asked money-back guarantee if, for any reason, you’re unsatisfied with the final deliverable. My goal is to ensure that you feel secure and confident in our partnership.
Please let me know if these terms are agreeable to you or if you have any concerns or alternative suggestions. I’m open to discussing how we can best work together to make [Project Name] a success.
Thank you for considering this proposal. I look forward to your feedback and am excited about the opportunity to work together.
Kind regards,
[Your Name]
[Your Contact Information]
Following up on outstanding payment
Subject: Follow-up on Outstanding Payment for [Project Name]
Dear [Customer’s Name],
I hope this message finds you well.
I am following up on the outstanding payment for [Project Name], which was due on [Due Date]. As of today, I haven’t received the payment, and I wanted to ensure everything is in order on your end.
I understand that unforeseen circumstances can sometimes delay such processes. If there are any issues or further information needed from my side to facilitate the payment, please let me know, and I’ll be happy to assist.
Maintaining a smooth and timely payment process is crucial for both of us, and I appreciate your prompt attention to this matter. I look forward to resolving this at your earliest convenience.
Thank you for your cooperation and understanding. Please feel free to reach out if there are any questions or concerns.
Kind regards,
[Your Name]
[Your Contact Information]
Accept a refund request
Subject: Acknowledgment of Your Refund Request
Dear [Client’s Name],
I hope this message finds you well.
I am responding to your recent communication regarding the project we collaborated on.
Firstly, I would like to express my sincere apologies for any inconvenience caused due to the shortcomings in the work delivered. I always intend to provide high-quality services that meet your expectations, and I regret that I was unable to achieve this in our recent project.
Upon reviewing your feedback, I understand your concerns and agree that the work delivered did not meet the agreed-upon standards. I take full responsibility for this and assure you that this does not reflect the quality I strive to provide to my clients.
In light of this, I am acknowledging your request for a refund. The necessary process to initiate the refund will commence immediately, and you should receive it within the stipulated time frame as per our agreement/payment processor’s guidelines.
I appreciate your patience during this process and once again, I sincerely apologize for any inconvenience caused. I am committed to learning from this experience and improving the quality of my work moving forward.
Thank you for bringing this matter to my attention.
Kind regards,
[Your Name]
[Your Contact Information]
Offer free revisions to avoid the refund
Subject: Response to Your Refund Request: Offering Free Revisions
Dear [Client’s Name],
I hope this email finds you well.
I am responding to your recent communication regarding the project we have been collaborating on.
Firstly, I always intend to provide high-quality services that align with your needs, and I regret any shortcomings in this instance.
Upon reviewing your feedback, I understand the areas of the project that need improvement. Rather than proceeding with a refund, I would like to offer free revisions to address and correct these issues. I aim to ensure that the final product meets your satisfaction and fits the original scope of work.
Please provide me with more detailed feedback so I can make the necessary adjustments. I am committed to making this right and delivering a result that meets your standards.
Once the revisions are complete, I would appreciate your reviewing the work again. If you are still not satisfied, I will proceed with the requested refund, of course.
Thank you for your patience and understanding during this process. I look forward to your response and the opportunity to rectify this situation.
Kind regards,
[Your Name]
[Your Contact Information]
Istvan Meszaros
