Having email templates in your business saves time, helps you stay consistent, and makes sure you clearly communicate with clients.

There are 5 basic email templates most service-based businesses can benefit from:

  • Lead follow-up 
  • Confirmation emails 
  • Reminder email 
  • Service-delivery email 
  • Feedback/testimonial request email 

And while the template can and should be customized, you should not have to start each routine client email from scratch within your business. This saves time, but it also ensures that you don’t forget to include important information for clear communications with your clients.

Template Tips:

  • Make sure to highlight or color code anything that needs to be filled in
  • Bold or start the email with any action steps that need to be taken by the client
  • Repeating important information is encouraged
  • Use bullet points or numbered lists to break up information 
  • If using google-utilize “canned” response

Lead Follow-up

This is for anyone who is not yet a client of one of your services. I have two, one for reaching out when someone else recommends me to someone and then one for follow-ups to any discovery calls I have. 

The discover-call follow-up email is usually highly customized, but I still have a base template to start from.

The key to these emails is to outline what next steps they might take to work with you and provide easy links to do so (or learn more).

Confirmation Emails

Anytime anyone books a call or service with you, you want them to receive a confirmation email of that (not just a receipt). This email should include next steps, confirmed or requested information, and anything they might have questions about, like where you are meeting, times, or accessing further information.

Reminder Emails

It’s always good to send reminder emails for one-on-one meetings to make sure there is no miscommunications about the upcoming meeting. In these types of emails I remind clients of any missed meeting expectations (like rescheduling/no show penalties, etc) and if there is anything they need prepared for the meeting.

Service-Delivery Emails

This email is an email I would send after a one-on-one service meeting. Depending on how your offer is structured, this may or may not be needed. For all my paid one-on-one services, there are certain information that will be delivered and 

Feedback/Testimonial Request Email

After you wrap-up with a one-on-one client, you should send a final follow-up email. In this email is common to ask for a testimonial and/or feedback. If you have a referral program, this is a good time to mention that and make sure the door is open for them to reach out for more services or to recommend referrals to you. 

You can find my process for this 👇

Creating templates like these helps you provide clear communication to your clients. While having a base template to work from is helpful, you don’t want your emails to come across as generic or impersonal. 

Finally, regularly review and update your email templates as needed. As your business evolves and your services change, so will your templates need updating.