Follow-up emails for architects: seven templates
https://archon-partners.com/guides/client-follow-up-emails/

From Archon & Partners. Replace everything in [square brackets], read each email, and send it from your own address. Check your agreement before sending a scope email.

=== Request for sign-off ===
When: When you issue the set.
Subject: [Project]: approval needed for [stage or drawing set] by [date]

Hi [first name],

Attached is [what you are sending, for example the concept design set, revision C, dated [date]]. It covers [two or three lines on what is in it and what changed since the last version].

To keep to the schedule, we need your written approval, or your list of changes, by [date]. A reply to this email saying "approved" is enough. If others need to sign off, tell me who and I will send them the set directly.

Once approved, the next step is [what starts].

[your name]
[firm name]

=== Nudge after silence ===
When: Three to five working days after the first request.
Subject: Re: [Project]: approval needed for [stage or drawing set] by [date]

Hi [first name],

Following up on the [stage] set I sent on [date]. We have not yet had your approval or a list of changes.

Is anything unclear, or does someone else need to review it? I am glad to walk you through it in a 15-minute call on [option one] or [option two].

[Next stage] cannot start until we have your decision. [If your agreement sets a review period, add it here: "Our agreement allows [number] days for review." Delete this line if it does not.]

[your name]
[firm name]

=== Request for missing information ===
When: As soon as you know what is missing.
Subject: [Project]: information we need from you by [date]

Hi [first name],

To continue with [task], we still need the following from you:

1. [item, for example the site survey]
2. [item, for example the confirmed brief]
3. [item, for example the budget confirmation]

Could you send these by [date]? If any of them is not available yet, tell me which one and when you expect it, so I can plan around it.

[your name]
[firm name]

=== Reminder with the effect on the schedule ===
When: When the date you gave has passed.
Subject: [Project]: [item] still outstanding, effect on the schedule

Hi [first name],

We are still waiting for [item], which we asked for on [date]. Our schedule assumed we would have it by [date].

Without it, [milestone] moves from [current date] to [new date]. If it helps, we can continue with [interim assumption, for example the last issued survey] and confirm in writing that we have done so. Which would you prefer?

[your name]
[firm name]

=== Clarifying question before you answer ===
When: When a request arrives and you are not sure it is in scope.
Subject: [Project]: your request about [topic]

Hi [first name],

Thank you for your message about [request]. Before I answer, one question so I understand what you need: [one specific question].

I will check it against our agreement and reply by [date].

[your name]
[firm name]

=== Notice of additional services ===
When: When the request is outside the agreement. Send it before any work starts.
Subject: [Project]: [request] is outside our current scope

Hi [first name],

Thank you for [request]. We have checked it against our agreement ([section reference]). It falls outside the services listed there, because [one-sentence reason].

We can do it as an additional service. If you would like us to, we will send a short proposal setting out the work, the change to the fee and the effect on the schedule. We have not started on it and will not until you approve it in writing.

Would you like the proposal?

[your name]
[firm name]

=== Confirming a decision made by phone ===
When: The same day as the call.
Subject: Confirming our call on [date]: [project]

Hi [first name],

Thank you for the call. To confirm what we agreed:

- [Decision one.]
- [Decision two, with who will do what by when.]
- [Anything still open.]

If I have anything wrong, please reply and tell me.

[your name]
[firm name]

(If a decision changes scope, fee or schedule, use the notice of additional services and wait for written approval instead.)