Late invoices, scope creep, proposal follow-ups, holiday schedules and the rest. Type your firm's details once below; every email fills itself in. Then copy it, or open it straight in your email.
Stays in this browser tab. Nothing you type here is sent anywhere.
When: Every time you send an invoice.
Subject: Invoice [number] for [Project]
Hi [Client name], Attached is invoice [number] for [Project], covering [stage or period, e.g. design development, October]. Amount: [amount] Due date: [date] How to pay: [bank transfer details are on the invoice / payment link] If anything on it needs a second look, reply to this email before [date] and we will sort it out before the due date. Thank you, [Your name] [Firm name]
When: The first working day after the due date, only if payment has not arrived. For the full reminder schedule, see the late-invoice guide. Late-invoice guide
Subject: Invoice [number] for [Project]: past due
Hi [Client name], Invoice [number] for [amount] was due on [date], and we have not received payment yet. It may already be on its way; if so, please ignore this note. I have attached a copy. If something is holding it up, a question about the invoice or a change in who approves payments, let me know and I will help get it moving. Could you tell me when we can expect payment? Thank you, [Your name] [Firm name]
When: Only when your agreement allows a pause for non-payment and earlier reminders and a call have not worked. Check your contract first.
Subject: [Project]: invoice [number] and the next stage
Hi [Client name], Invoice [number] for [amount] is now [X] days past its due date of [date]. We have written on [dates] and spoke on [date]. Under section [section] of our agreement, we will pause work on [next stage] from [date] if payment has not arrived by then. We would much rather keep going, so please let me know today if there is a problem we can solve together, such as a payment plan. Once payment arrives, we pick up again straight away. Regards, [Your name] [Firm name]
When: The day a payment lands.
Subject: Payment received for invoice [number]
Hi [Client name], Thank you, we received your payment for invoice [number] on [date]. The next invoice for [Project] will go out on [date] for [stage or period]. Best, [Your name] [Firm name]
When: About a week before you invoice for a finished stage.
Subject: [Project]: [stage] is wrapping up
Hi [Client name], A quick heads-up: we expect to finish [stage] on [date]. Once it is done we will send the invoice for that stage, as set out in our agreement. If your finance team needs anything on the invoice (a purchase order number, a different billing address, a named contact), send it to me before [date] so the invoice is right the first time. Best, [Your name] [Firm name]
When: When a client asks for something your agreement does not cover. Send it before you start the work.
Subject: [Project]: your request for [request]
Hi [Client name], Thanks for asking about [request]. Happy to help with it. It sits outside the scope in our agreement, which covers [what is included]. So it would be an additional service. Before we start, I will send you a short note with what it involves, the effect on the schedule and the fee, for your approval. Until you approve it, we keep going on the agreed work, so nothing slows down. Best, [Your name] [Firm name]
When: Three to five working days after you sent an additional-service note with no reply.
Subject: [Project]: approval needed for [request]
Hi [Client name], Following up on my note of [date] about [request]. We have not started it, because it needs your written approval first. If you would like to go ahead, a reply saying "approved" is enough. If you would rather leave it, that is fine too; just let me know so I can close it out. Best, [Your name] [Firm name]
When: The same day a client approves a change.
Subject: [Project]: [change] approved
Hi [Client name], Thank you for approving [change] on [date]. For our records: - What changes: [one line] - Effect on schedule: [none / new date] - Fee: [as in the note of date] We start on [date]. I have added it to the project's decision log. Best, [Your name] [Firm name]
When: When the rounds of revisions in your agreement are used and another is requested.
Subject: [Project]: next round of revisions
Hi [Client name], Thanks for the comments on [drawing set or document]. Our agreement includes [number] rounds of revisions for [stage], and this would be round [number]. We can absolutely do it, as an additional service. I will send a short note with the effect on the schedule and the fee for you to approve. If it helps, we can go through the comments on a short call first and see whether some can wait for the next stage. Best, [Your name] [Firm name]
When: The day an inquiry arrives, even if you cannot answer it fully yet.
Subject: Re: [their subject]
Hi [Client name], Thank you for getting in touch with [Firm name] about [project type and location]. To see whether we are the right fit, could you send: - the site address or area - roughly when you would like to start - any drawings, photos or a brief you already have I would also suggest a short call. Here are two times that work for me: [time 1] or [time 2]. Best, [Your name] [Firm name]
When: Three to four working days after you sent a proposal.
Subject: Your proposal for [Project]
Hi [Client name], I wanted to check that the proposal for [Project] reached you, and whether any part of it needs explaining. If it would help, I can walk you through it on a 15-minute call. [time 1] or [time 2] work on my side. Best, [Your name] [Firm name]
When: About ten working days after the first follow-up, if there is still no answer.
Subject: [Project]: closing the loop
Hi [Client name], I have not heard back about the proposal for [Project], so I will assume the timing is not right and close it on our side for now. If plans change, reply to this email and we will pick it up from where we left off. The proposal is valid until [date]. All the best with the project, [Your name] [Firm name]
When: When the project is not a fit: type, size, timing or location.
Subject: Re: [Project]
Hi [Client name], Thank you for thinking of [Firm name] for [Project]. After looking at it, we are not the right firm for this one: [one honest reason, e.g. we are fully booked until date / it is outside the kind of work we do]. [If you can: You might talk to [name or type of firm], who do this kind of work.] I hope it goes well, and please keep us in mind for the future. Best, [Your name] [Firm name]
When: The day the agreement is signed.
Subject: Welcome: starting [Project]
Hi [Client name], Thank you for choosing [Firm name]. We are glad to be working on [Project] with you. To get started, we need: - [survey or existing drawings] - [title or property documents] - [your brief, wish list or reference images] - [the name of anyone else who approves decisions] Please send them by [date]. Our kickoff meeting is on [date and time] at [place or link]. You will hear from us every [day of the week] with a short update. If you need anything in between, write to me here. Best, [Your name] [Firm name]
When: Same day every week, for each active project.
Subject: [Project]: update for the week of [date]
Hi [Client name], Here is where [Project] stands this week. Done: - [item] Next week: - [item] Waiting on you: - [item, and the date we need it by] No action needed beyond the "waiting on you" list. Best, [Your name] [Firm name]
When: Within a day of any client meeting.
Subject: [Project]: notes from [date] meeting
Hi [Client name], Thanks for today. Here is what we agreed. Decisions: - [decision] Actions: - [who] will [do what] by [date] Open questions: - [question], to settle by [date] If anything here does not match your notes, reply by [date] and I will correct it. Otherwise this goes into the project record as written. Best, [Your name] [Firm name]
When: As soon as you know something is missing.
Subject: [Project]: we need [item] by [date]
Hi [Client name], To keep [stage] on schedule, we need [item] by [date]. Why it matters: [one line, e.g. the structural engineer cannot size the beams without it]. If you are not sure where to find it, [where to look or who to ask]. If [date] does not work, tell me and I will show you what moves. Best, [Your name] [Firm name]
When: When you need input from an engineer or other consultant.
Subject: [Project]: [what you need] by [date]
Hi [consultant name], For [Project], we need [what you need, e.g. preliminary beam sizes for the rear extension] by [date]. Attached: - [drawing or file, with revision] Questions: 1. [question] If you need anything else from us to meet that date, let me know by [date]. Thanks, [Your name] [Firm name]
When: When you need to visit the site or meet the contractor there.
Subject: [Project]: site visit on [date]
Hi [Client name], We would like to visit the site on [date] at [time] to [purpose, e.g. check the setting-out before the foundations are poured]. Who will be there: [names] Please make sure: [access, keys, utilities on] Can you confirm the time works, or suggest another by [date]? Best, [Your name] [Firm name]
When: As soon as you know a date will move because of a permit office, utility or third party.
Subject: [Project]: [milestone] date is moving
Hi [Client name], A heads-up: [milestone] will move from [old date] to about [new date]. The reason: [one line, e.g. the permit office has asked for an extra document and their review restarts when we submit it]. What we are doing: [action and date]. What we need from you: [nothing / item by date]. I will update you on [date] or sooner if anything changes. Best, [Your name] [Firm name]
When: About two weeks before the firm closes for a holiday.
Subject: [Firm name] holiday schedule
Hi [Client name], A quick note on our holiday hours. [Firm name] will be closed from [date] to [date], and back on [date]. Before we close: - Anything you need from us before the break, please send by [date]. - The last invoices before the break go out on [date]. While we are closed, [name] checks email on [days] for anything urgent on site. For [Project], you can reach them at [email or phone]. Wishing you a good break, [Your name] [Firm name]
When: Before you are away for more than two working days.
Subject: [Project]: who to contact from [date] to [date]
Hi [Client name], I will be away from [date] to [date]. While I am out, [colleague name] ([email]) is your contact for [Project] and knows where everything stands. What is coming up while I am away: - [item and date] Nothing changes on the schedule. Best, [Your name] [Firm name]
When: In the first half of December, or before your financial year closes.
Subject: [Firm name]: year-end invoicing dates
Hi [Client name], As the year closes, here are our dates so nothing lands at a bad moment for your accounts: - Last invoices of the year go out on [date]. - Payments received after [date] will show on next year's statements. - If you need an invoice dated this year for your own accounts, tell me by [date]. Thank you for working with us this year. Best, [Your name] [Firm name]
When: When someone new joins a client's project.
Subject: [Project]: meet [name]
Hi [Client name], I would like to introduce [name], who has joined [Firm name] as [role] and will be working on [Project] with me. [Name] will [what they will handle, e.g. send the weekly updates and coordinate with the consultants]. I stay your main contact for decisions and fees. You can reach [name] at [email]. Best, [Your name] [Firm name]
When: When the last stage is finished and the final invoice is paid.
Subject: [Project]: final documents and close-out
Hi [Client name], [Project] is complete. Thank you for the trust you put in us. Attached, or in the shared folder at [link]: - [final drawings, as built if part of the scope] - [warranties, certificates and manuals we received] - [the decision log] We keep the project file for [period]. If you need anything from it later, write to me here. Best, [Your name] [Firm name]
Read every email before you send it. Anything about pausing work, late fees or deadlines has to match your own agreement; these emails are not legal advice. Related: Prompt Pack, follow-up emails guide, month-end close checklist.
Archon & Partners