Email Templates For Sending To Clients

Here is some base-wording for emails to your clients for different scenarios. Please make sure you adjust these to suit your client/situation and make them more personalised where necessary.

On this page:

• Over hours (first time/new client and explaining process)

• Asking for over hours (Normal, before service plan hours are hit)

• Final email/finishing up with a client

Over hours (first time/new client and explaining process)

Hi ____,

I wanted to give you another update on where we are at with hours as we have now reached _____ hours total. This includes all of the set up/onboarding time, and the time for both ______ and I so far. This week we have worked on _________.

As part of our process we check in with you to make sure you are okay to go 'over hours' in months where needed, so please let me know if you would be okay to allow another ___ hours for the rest of the month?  I'll check in with you if I feel there are more hours needed, but believe this should be enough with our current task list for doing ______ and _____.

Just a reminder that the first month does usually take a little longer with all of the onboarding and getting access to your tools/systems, so going forward your ______ hour plan should cover things. 

You will receive a timesheet breakdown of where time has been spent at the end of the month as well.

Looking forward to hearing from you.

Over hours (standard - before hours are hit)

Hi ____,

I hope you've had a good week so far?

I wanted to give you an update on where we are at with hours, as we're close to hitting ____ for the month (we are currently at ___). 

I believe we'll need ____ more to complete ______ and _____ tasks for the rest of the month, so please let me know if you are happy to allow those extra hours. 

(Optional:) As discussed so far this month I have been working on ____ and _________.

Looking forward to hearing from you.