Your next client can decide in under 10 seconds. If your email is unclear, too long, or missing key details, you lose the reply and the job.
This article shares email templates for freelancers that help you move a lead from first contact to signed-off work. You will get a template for pitching clients, a cold email template for freelancers, a freelance proposal email template, and the key emails that follow once a client says yes. That includes a freelance client onboarding email template, a welcome email to new client template freelancer, a kick-off email template for clients, and a questions-to-ask-a-client-before-starting-project email.
Use these templates to get faster responses, confirm scope and timelines, and start projects with clear expectations.
Start With Client Clarity Before You Email
Before you use any email template, get clear on three things. This keeps your message focused and makes it easy for the client to reply.
Identify the Industry and the Need
Start by understanding what the business does and what they need help with. Use their website, LinkedIn, or recent posts to spot a clear problem you can solve. Then connect your service to that problem in one sentence.
Find the Decision-Maker
Send your email to the person who can approve the work. Look for the owner, department head, or project lead. A direct contact improves your response rate and speeds up the next step.
Confirm Budget and Timeline Early
Ask for the budget range and the deadline before you write a full proposal. This protects your time and avoids misalignment. If they cannot share numbers, ask what they have approved internally and when they want to start.
Email Template for Pitching Clients
A pitch email introduces you, links your service to a clear need, and asks for one next step. Use this email template for pitching clients when you have a strong match and a relevant sample.
When to Use This Pitch Template
Use it after a referral, a networking chat, or when you spot a clear opportunity in their business.
How to Present Your Services Clearly
Lead with the outcome. State one problem you solve and one result you deliver.
Add Work Samples Without Overloading the Email
Share one strong link only. Choose a portfolio piece or case study that matches their goal.
Freelance Services Pitch Email Example
Subject: [Outcome] for [Company Name]
Hi [Name],
I’m [Your Name]. I help [type of business] with [service] so they can [result].
I noticed [specific detail]. I can help you [clear improvement].
Sample: [link]
Are you open to a 10-minute call this week to confirm scope and pricing?
Kind regards,
[Your Name]
[Service]
[Website or Portfolio]
[Phone or WhatsApp]Cold Email Template for Freelancers
How to Write a Cold Email That Gets Replies
Cold outreach is for people who do not know you. Keep it to the point. Give one reason you are emailing. Offer one small value-add. Ask one question.
Subject: Quick question, [Company Name]
Hi [Name],
I’m [Your Name]. I help [type of business] with [service] to improve [result].
I noticed [specific detail]. I can share two quick ideas to improve [goal].
Should I send them, or are you the wrong person to ask?
Kind regards,
[Your Name]
[Portfolio link]
[Phone or WhatsApp]Freelance Proposal Email Template
What to Include So They Can Approve Quickly
A proposal email helps the client say yes without back-and-forth. Keep it clear and easy to scan. Confirm the outcome, the deliverables, the timeline, and the price.
Define Scope, Timeline, and Revisions-Included Terms
State what you will deliver and what you will not deliver. Add the delivery dates and how many revision rounds are included. This prevents scope creep and protects your time.
Confirm Payment Terms and the Start Date
Confirm the total fee, the deposit or first payment, and when invoices are due. State the start date and what you need to begin.
Freelance Proposal Email Template
Subject: Proposal for [Project Name] for [Company Name]
Hi [Name],
Thanks for the details. Here is the proposal for [project].
Outcome: [what this work will achieve]
Deliverables: [list of deliverables]
Timeline: [start date] to [delivery date]
Revisions Included: [number] rounds
Fee: [amount]
Payment Terms: [deposit or milestone terms], balance due on [date or milestone]
To start, I need: [assets, access, brand guidelines, point of contact].
If you approve, reply with “Approved”, and I will send the invoice and start on [start date].
Kind regards,
[Your Name]
[Service]
[Portfolio link]
[Phone or WhatsApp]Rates and Payment Terms to Include in Your Emails
Clear rates and payment terms prevent delays. Include them in your proposal email and repeat them before you start work.
How to Price Your Work Confidently
Price based on the outcome and the work required. Share one number or one package option. Keep it simple. If the scope is not final, give a range and confirm the final price after the brief is approved.
Deposits, Payment Methods, and Payment Due Dates
Ask for a deposit before you start. State the payment method and the due date in one line. Add a late-payment rule so expectations are clear.
Use this wording:
“A [percentage] deposit is required to book the start date.”
“Invoices are due within [number] days.”
“Payment by bank transfer.”
“Work pauses if payment is overdue.”
Freelance Client Onboarding Email Template
Send This as Soon as They Confirm
Send this email as soon as the client approves the proposal. It locks in the next steps and helps you start without delays.
Collect the Key Details Before You Start
Ask for only what you need to begin. Keep the list short and clear.
Set Communication and Feedback Expectations
Confirm who gives feedback, where feedback goes, and how fast you will respond. This keeps the project moving and prevents confusion.
Freelance Client Onboarding Email Template
Subject: Next Steps for [Project Name]
Hi [Name],
Thanks for confirming. Here are the next steps for [project].
To get started, please share:
- Primary point of contact: [name and email]
- Brand assets and files: [links or attachments]
- Access needed: [website, drive, ad account, logins]
- Reference examples: [links]
- Deadline and key dates: [dates]
Communication:
- Updates: [day or frequency]
- Feedback in one place: [email / shared doc]
- Response time: [timeframe]
Once I have these, I will begin on [start date].
Kind regards,
[Your Name]
[Service]
[Phone or WhatsApp]Simple Tips for Pitching Clients
Lead With One Outcome
Say what you help them achieve in one line.Personalise One Line
Mention one specific detail about their business.Prove It Fast
Include one strong sample link. No attachments.Keep It Short
Aim for 4 to 6 lines before your sign-off.Ask for One Next Step
Ask for a 10-minute call, or ask if you should send a short plan and a quote.Follow Up
Follow up after 2 to 3 business days with one sentence and one question.
Ready to Send
Your next client is one email away. Use these templates to pitch with confidence, cold email with purpose, send proposals that get approved, and onboard clients without delays. Keep each message short, clear, and focused on one next step.
Frequently Asked Questions
Find answers to common questions about this topic
What is the difference between a pitch email and a cold email?
How long should a freelance cold email be?
What should I include in a freelance proposal email template?
Should I ask for a deposit in an email?
What is the best subject line for a freelance cold email?
What should a freelance client onboarding email template ask for?
Disclaimer: This article is intended to provide practical, up-to-date information. Details may vary based on individual circumstances, location, or changes in regulations. The information provided is for informational and educational purposes only.