Are you an agency owner or marketer who spends a TON of time writing emails to schedule meetings, get feedback, or send follow-ups? Have you ever found the need for well-written email templates that can make your agency life easier? If your answer to one or both of these questions is a ‘yes’ then this article is perfect for you.
At Synup, we work with lots of agencies, and we have one motto that we live by. No manual work. We’re all about reducing the manual work an agency professional has to do, and when we hear you spend a significant portion of your work hours just drafting out emails, we want to make life a little easier for you.
Here are email templates for 13 different situations that you must have faced in the past while working for your agency. We’ve drafted up to three different templates for some of the scenarios, based on who you are sending the email to (just in case you want to switch things up a bit).
We’ve also provided templates of Word documents or spreadsheets that you might want to attach to your email.
Here you go.
1. Marketing Agency Client Onboarding Email Template
This is a pretty straightforward situation. Whenever an agency gets a new client, the norm is to go ahead and send them an onboarding email – one that you use to welcome them, introduce the team, talk about timelines, and get login/access credentials and guidelines about style, yada-yada! This welcome email usually contains an attached copy of the Statement of Work.
Note: If you were the account manager who closed the deal for your agency, you can go ahead and skip the first line of this email template since you will likely know the client already.
Template #1:
Subject Alternative 1: Welcome onboard, [Client Company]! A few things to get started
Subject Alternative 2: [Client Company] X [My Agency Name] – You’ve made the right choice.
Body:
Hi [Client First Name],
I am [My First Name], and I handle [My Position Name] at [My Agency Name]. I’d like to take this opportunity to welcome you onboard. We’re absolutely thrilled to have you with us, and can’t wait to start working with you!
I will be the primary point of contact for you at [My Agency Name]. Feel free to contact me anytime with queries, concerns, or comments.
You can reach me at:
- Phone: [My Phone Number]
- Email ID: [My Email ID]
- [IM Tool e.g. WhatsApp, Skype, etc.]: [My IM Number/ID]
I’d also like to introduce the team who will be working with you on this project:
- @[Agency Employee 1] – [Department 1]
- @[Agency Employee 2] – [Department 2]
- @[Agency Employee 3] – [Department 3]
- @[Agency Employee 4] – [Department 4]
To kick things off, I’d like to get the credentials for your company’s [Website #1], [Website #2] and [Website #3] accounts. I’ve attached an Excel sheet that contains the fields I need you to fill out, so we can get up and running with our plan.
I’ve also attached a copy of the Statement of Work for this project. Take a look and feel free to call/email for any questions.
One more thing – please send me any specifics that you’d like me to make note of, such as your brand guidelines, style guidelines, etc.
[Client First Name], I can’t wait to get started with our project at the earliest! I forward to receiving the details I’ve requested above so I can get started with the setup.
Your success partner,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2:
Hey [Client First Name]!
I’m [My Name], your strategic partner here at [Agency Name]. We are stoked to be working with you!
As your main point of contact, I’m here to answer questions, provide updates, and make sure we’re aligned on goals. Reach me anytime at [My Number] or [My Email]
Now, let me introduce you to the crew:
- Creative Director [Name]
- Content King/Queen [Name]
- SEO Guru [Name]
- PPC Master [Name]
We need just a few details from you to spin up success (we keep all your data secure and have strict access guidelines in place).
- Credentials for your websites/apps
- Access to your social accounts
- Brand and style guides
I’ve attached specifics on what we need + our State of Work. Give it a review and reply with any questions you have!
So stoked to hit the ground running with you, [Client First Name]! Let’s start whipping up some magic.
Up and above from here,
[My Name]
[My Official Signature]
Let’s do this!
Bonus: Template for Login Credentials Excel Sheet
Bonus: Template for Statement of Work
2. Networking/Formal Touch Base Email Template
As an agency professional, you’re bound to attend several networking conferences and meet prospective clients you’ve exchanged pleasantries with. Sometimes, you might not have met someone, but you could have heard they will benefit from your agency’s services. This email will act as a quick introduction and give them an idea of what you do as a company, or it could just be an email that helps you build your relationship with said person. This could be the first of many emails and meetings that could lead them to convert into your client somewhere down the line.
Template #1: To build your relationship
Subject Alternative 1: We met at [Event Name]!
Subject Alternative 2: [Your Name] from [Event Name]: Would love to sync up!
Body:
Hey [Prospect First Name],
It’s [My First Name] from [My Agency Name], here. We met at [Event Name] on [Event Date].
It was an absolute pleasure meeting you at the event. I loved your perspective on [something specific you guys spoke about]. I would love to connect with you again to learn more about what you’re building.
Let me know if you’d like to grab a coffee and discuss what’s brewing in [the industry your client works in].
I’m free this [Day of the week] post [time of the day]. You can block a time here: [calendar link]
Regards,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2: To a potential lead who’d be interested in your agency’s services
Subject Alternative 1: We met at [Event Name]!
Subject Alternative 2: [My Name] from [Event Name]: A Sneak peek into what [My Agency Name] can offer
Body:
Hi [Prospect First Name],
This is [My First Name], we met at the [Event Name] on the [Date] of [Month]. It was lovely meeting you and getting to talk to you about [things that you spoke about].
[My Agency Name] specializes in providing [Service Offering #1], [Service Offering #2], and [Service Offering #3] for businesses like yours.
I’d love to hop on a call to discuss what challenges you’re facing at [Client company name] in [service category]. We might be of some help!
I’m available at [My Phone Number]/[My IM Number/ID]. Let me know if we can book a time next week on [Monday] post [time of the day]
Best,
[My First Name]
[My Position/Role] at [My Agency Name]
3. Influencer Outreach/Brand Ambassador Email Template:
This is a case where you want to reach out to an influencer on behalf of your client and ask them whether they would be interested in endorsing your client’s brand. While this has to be an email that will capture their attention, it also needs to discuss specifics, such as what your client is willing to offer in return for the endorsement or get an idea of what the influencer will be expecting.
Template #1: To an industry expert – open-ended about exchange/compensation
Subject Alternative 1: We’d love to collaborate with you on a project for [Client company name]
Subject Alternative 2: [Client company name] collab proposal: Can we connect?
Body:
Hi [Influencer Name],
I handle [Your role] at [My Agency Name]. I simply have to start my email with this – I’m a big fan of your work and [something they did recently that you came across]. I loved what you had done with [a thing that you liked in the piece of work that you came across].
I’m reaching out to you on behalf of [My Client’s Name] about a possible collaboration for an endorsement request. Our client would love to have you as their brand’s advocate for their [campaign/project name].
[My Client’s Name] is a [client company type] company that specializes in [description of product/service that client sells]. You might have come across their name on [Publication 1] or [Publication 2], where they were featured.
Would you like to [nature of endorsement]?
I’d also like to know your commercials for this sponsorship. Reply to me on this email if you want to know more or get on a quick call.
Thanks,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2: To a social media influencer – including budget/reward
Subject Alternative 1: We’d love to collaborate with you!
Subject Alternative 2: Would you like to endorse [Client company name]?
Body:
Hey [Influencer Name],
I’m reaching out to you on behalf of our client, [My Client’s Name]. I’m writing this mail to enquire about an opportunity to collaborate with you for [nature of endorsement].
Our client is a [client company type] specializing in [description of product/service that client sells].
I’d also like to know what you will be expecting in return for this partnership. Our client would be happy to offer you [products from client worth $x] or a sum amount of $y.
Let me know if you are interested in the partnership and would like to get on a quick call.
I’m reachable at [Phone number] and [Email]
Best,
[My First Name]
[My Position/Role] at [My Agency Name]
4. Introduction of Team Member/Partner to Your Client Email Template
If you have a new member or partner company onboard for the client project that you are working on, you can use this email template to introduce them to your client.
Template #1: Introducing your agency team member
Subject Alternative 1: Introducing [Team Member Name]
Subject Alternative 2: We’d like to introduce [Team Member Name] to you
Body:
Hey [Client’s POC’s Name],
Meet the new rockstar who will be working on your project for the [Campaign Name] campaign.
[Team Member Name] will be working with the [Department Name] team to cater to your company’s [Department Type] needs. He/She has worked on several projects for [company 1], [company2], and [company 3] in the past.
PFA [Team Member Name]’s portfolio with this email. He/She looks forward to working with you on the forthcoming projects.
Best,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2: Introducing a company partner
Subject Alternative 1: We’ll be working with a new partner for our campaign
Subject Alternative 2: Introducing our new partnership!
Body:
Hey [Client’s POC’s Name],
I’m thrilled to announce that we’ll be working with [Partner Name] for all projects that require work on the [Partner Agency’s Specialization] front.
[Partner Agency] is a reputed agency in the [Partner Agency’s Specialization] industry. They will be aiding us in the completion of all of your company’s [campaign type] projects.
Let me know if you’d like to know more about their capabilities.
Have a nice day!
Regards,
[My First Name]
[My Position/Role] at [My Agency Name]
5. Politely Rejecting a Client Request Email Template
You might not be able to accept new project opportunities owing to various reasons. This email will politely let them know that you will not be able to work with them at this point.
Template #1:
Note: These emails do not need a subject since they are mostly replies. Use the subject alternative if your email is not a response to their thread
Subject Alternative: About your request for our agency’s services
Body:
Hi [Name of Person Who Reached Out to You],
We’re absolutely thrilled that you want our agency to take care of your company’s [Service Request] needs. However, we are not in a position to accept more clients since we are already running several big projects right now that leave us with no bandwidth to work with new clients.
We’re sorry that we are not able to support your growth at this point in time. I hope that we get the opportunity to work with you sometime in the future.
I’d like to stay in touch and get a better understanding of your industry and current challenges meanwhile.
I’m reachable at [phone] and [LinkedIn/Social profile]
Regards,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2:
Note: These emails do not need a subject since they are primarily replies. Use the subject alternative if your email is not a response to their thread)
Subject Alternative: We got your request for [specific matter]. Thanks for your trust!
Body:
Hi [Name of Person Who Reached Out to You],
We’re honored that you chose our agency over others to handle your company’s [Service Request] requirements. However, I regret to inform you that we will not be able to take up this project currently owing to internal resource and bandwidth limitations.
We hope that we get the opportunity to work with you sometime in the future. Let’s stay in touch!
Best,
[My First Name]
[My Position/Role] at [My Agency Name]
6. Reminder to Pay Invoice/Bill Email Template
A lot of times, clients have overdue payments for your agency’s services. This is an email that will politely remind them to make the payment.
Template #1: With final due date
Subject Alternative 1: Your payment is overdue
Subject Alternative 2: Regarding your payment invoice
Body:
Hey [Client’s POC’s Name],
Your invoice for the month of [Invoice Month] is overdue. I kindly request you to complete the payment before the [Extended Due Date] to continue availing our agency’s services.
Let me know if you are facing any issues with the payment and need technical support.
Our payment support team is available at [email[
Thanks!
Best,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2: With note about extended due date
Subject Alternative 1: Your payment is overdue
Subject Alternative 2: Regarding your payment invoice
Body:
Hey [Client’s POC’s Name],
This email is to remind you that [Client Company’s Name]’s invoice for the month of [Invoice Month] is overdue by [Number of Days] days. I have been informed by my finance team that the payment due date has also been extended to [Extended Due Date] for your convenience.
I kindly request you to make the payment before the [Extended Due Date] to renew our agency’s services for your company for the month of [Month].
I understand internal delays happen. Would be happy to help if you are facing any specific issues with payment.
Have a nice week ahead!
Thanks for your trust,
[My First Name]
[My Position/Role] at [My Agency Name]
7. Polite Feedback/Request Rejection Email Template
It can be so awkward saying no to a client. Trust me, we know. Good agencies always want to do their best to accommodate client needs. But sometimes, you really need to take a step back. This email is to let your clients know that you will not be able to accommodate their feedback/suggestions in your ongoing project.
Template #1:
Subject: (These emails do not need a subject since they are usually replies)
Body:
Hey [Client’s POC’s Name],
I have reviewed the suggestions that you have left behind for the [Campaign Name] campaign that we are currently working on. I’m happy to let you know that [Suggestion #2] and [Suggestion #4] will be worked on immediately and represented in the project with our next draft.
However, due to constraints in the [cause of constraint], we will not be able to accommodate [Suggestion #1] and [Suggestion #3] in this campaign.
Let me know what you think about this. I’d be happy to elaborate on this matter in our next weekly standup or over a phone call.
Looking forward to your response.
Thanks,
[My First Name]
[My Position/Role] at [My Agency Name]
8. Follow-Up Email Templates
Receiving radio silence in return for an email is a very common situation that you will face. In cases like this, sending follow-ups could be a great option. These templates will help you save time while drafting follow-up emails for your agency.
Template #1: General
Subject: Follow-up emails will generally be sent in the same thread as the previous email(s). Adding a new subject line is not required.
Body:
Hey [Receiver First Name],
Just thought I’d follow up with my previous email about [reason behind sending the previous email]. Let me know if you need more time to think it over.
Reply to this email if you need further clarifications.
Best,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2: Follow up on an outreach email
Hey [Receiver First Name],
I know that you probably have a lot on your plate, but I thought I’d follow up with my previous email to know [specific things you asked in previous email]
I’d love to know how we can take this forward.
Thanks!
[My First Name]
[My Position/Role] at [My Agency Name]
Template #3: For urgent requirements
Hey [Receiver First Name],
I understand that you are hard-pressed for time, but it would be great if you could go through my request for [previous requirements shared with client/partner]
This one’s a bit tight on schedule, as we need to move up [project name] by [give a deadline].
Let me know if there’s any constraint on your end.
Thanks in advance!
[My First Name]
[My Position/Role] at [My Agency Name]
9. Project Update and Report Email
If you’re working on long-term projects with a client, timely reporting and communication is an important aspect of maintaining your client’s trust in your business. This email template will help you send updates to your clients and ensure complete transparency in the project. Clients also appreciate good communication and being kept in the loop (at least when it comes where their $$$ are getting spent).
Template #1: This email is for strictly formal communication
Subject: Project [Project Name] Update: [Month] [Year]
Body:
Hey [Receiver First Name],
Hope the week is starting great! I wanted to give you a quick update on the status of [Project Name].
Over the past [time period], our team has completed the following tasks:
- [Completed task 1]
- [Completed task 2]
- [Completed task 3]
As discussed on the POA, we are currently working on:
- [Task in progress 1] – Expected completion by [date]
- [Task in progress 2] – Expected completion by [date]
The next steps for the project will be to:
- [Upcoming task 1]
- [Upcoming task 2]
Please let me know if you have any other questions or need any clarification on the project progress so far. I’ll be happy to discuss the task updates in detail during our [weekly/monthly] standups as well.
Look forward to continuing great work together! Please feel free to reach out anytime.
Thanks,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2: This email is more conversational and can be used for regular updates
Subject: [Project Name] Check-In
Body:
Hi [Receiver First Name],
Just wanted to touch base and provide a status update on where things stand with [Project Name].
Over the last [time period], here’s what’s been accomplished:
- [Task 1] – Completed [date]
- [Task 2] – Completed [date]
- [Task 3] – In progress, about 60% complete
Up next on the docket:
- Wrap up [Task 3] by [date]
- Kick off [Task 4] – Estimated start [date]
- [Task 5] deck creation
Everything is [on schedule/slightly delayed] based on our discussed timeline. Let me know if you need me to clarify or expand on anything!
This project is shaping up nicely and I’m excited by the progress we’ve made so far. Would be happy to address any feedback or questions you may have.
Thanks!
[My First Name]
[My Position/Role] at [My Agency Name]
10. Crisis Communication
Agency life is all about waking up and putting out at least one fire every day. When you’re dealing with multiple clients and projects, it’s expected that some things just won’t fall in line. How you handle crisis in an agency is all that matters when it comes to client retention and even overall growth. It can be scary to be in the middle of it all, we know. So here are some emails that will help you find your way out of tough situations and keep your clients satisfied.
Template #1: When crisis happened due to a mishap on your end
Subject: Addressing [issue]
Body:
Hey [Receiver First Name],
I wanted to reach out regarding the [explain crisis, ex. website outage]. First and foremost, I deeply apologize for this situation – we should have prevented it, but fell short. I take full responsibility for what happened.
Here’s what we are doing immediately to address it:
- [Immediate corrective action]
- [Review and prevention measures]
Please know that we are laser focused on fixing this issue and doing whatever it takes to support you during the challenges you’re facing. I am available at [phone], [email] if you need absolutely anything.
Again, I sincerely apologize that our mistake impacted your business. We will learn from this experience and institute measures to ensure it never happens again. Please let me know if there is anything else I can do. I appreciate your patience and understanding while we fix this.
Thanks,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2: When crisis happened due to a mishap on client’s end
Subject: Moving forward together: [Issue] Action Plan
Body:
Hi [Receiver First Name],
I wanted to follow up on the issues that happened last week by the [explain situation]. I know you’re likely just as disappointed about it as we are. However, I believe that by working together, we can overcome this challenge.
Here are a few things we can do to get things back on track:
- [Solution 1, ex – joint review session]
- [Solution 2, ex – tailored action plan]
We highly value you as our client. Please let me know how else we can support you in this situation or prevent issues like this going forward.
While setbacks happen, I am confident we will emerge stronger through open communication and collaboration. Feel free to reach out any time to discuss how we can build success together.
Thanks!
[My First Name]
[My Position/Role] at [My Agency Name]
Template #3: When crisis happened due to miscommunication with no particular fault on anyone’s end
Subject: Addressing Communication Challenges wrt [Issue]
Body:
Hey [Receiver First Name],
It’s clear our recent communications regarding [situation] missed the mark. This created a lot of misunderstanding and subsequent issues with respect to [detail the issues that happened].
As a partner, we believe transparent and timely communication is the key that helps us do the best work for our client and also give you control and insight into what’s going on.
That’s why we want to work on improving existing communication gaps in our teams.
To fix the immediate issue, here is what we propose to do:
- [Solution 1, ex -Clarification and confirmation report]
- [Solution 2, ex – Improved communication channels]
- [Solution 3, ex – Dedicated support]
Moving forward, I suggest we institute [weekly/monthly/daily] calls to ensure we stay fully aligned. Please also do not hesitate to reach out to me directly at any time. Available at [phone] and [email]
You are a valued client, and your trust in us matters a lot for the whole team here. Thank you for your patience as we work to remedy this situation – I am committed to rebuilding our relationship.
Thanks in advance!
[My First Name]
[My Position/Role] at [My Agency Name]
11. New Service/Product Launch or Feature Update
As you build new products or services or even just introduce exciting features, you want to put the best foot forward with your clients. A good service/product launch email can easily mean new business or upselling/cross-selling opportunities – that too without any additional cost. So, here are some good email templates that will get your clients interested in anything new you have to offer.
Template #1: New service/product launch
Subject: Introducing [new service/product name]
Body:
Hey [Receiver First Name],
I’m thrilled to announce the launch of our brand new [service/product] – [name]!
What’s new? [Brief description of what it does/how it benefits them or what problem it solves].
Some key highlights that you’ll really love:
- [Feature 1]
- [Feature 2]
- [Feature 3]
As a valued client, we wanted to provide you with early access [name]. We think this could be a great fit to help [describe how it solves a problem/need for the client].
It also seamlessly integrates with our current offering for you – [description of how it integrates with current services]
Please let me know if you would like to schedule a consultation to discuss how [name] can potentially support your [goals].
CTA: Book a free consultation
Happy to provide any additional details. We look forward to exploring this new offering with you!
Best,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2: New features added to existing products/services
Subject: Exciting new features launched!
Body:
Hey [Receiver First Name],
I have some exciting updates I couldn’t wait to share! We’ve just launched new features to our [product/service] that will allow us to take your success to the next level.
Here’s what’s cooking at [Agency Name]:
- [Feature 1]
- [Feature 2]
- [Feature 3]
These powerful new capabilities will enable us to [describe specific benefits for the client].
Please let me know if you would like a demo of the new features or brainstorm how they may be useful for your specific goals and needs. I’m happy to schedule a call at your convenience.
CTA: Book a free consultation
[Agency Name] is committed to continuous innovation for you. Feel free to reach out with any questions.
Thanks!
[My First Name]
[My Position/Role] at [My Agency Name]
12. Re-engagement emails for old clients
You know what’s more cost-effective than finding new clients? Re-engaging clients who have already worked with you in the past. These clients could have discontinued for several reasons – cost, changing needs, changing goals, or something else. But a good re-engagement email will give you a solid chance to win these folks back. Here are some email templates to get started.
Template #1:
Subject: Checking in + some exciting new capabilities for you
Body:
Hi [Receiver First Name],
I’ve been overjoyed hearing the recent [list any noticeable recent achievement they’ve had]. It’s been a while since we last spoke, and I wanted to check in and say hello.
I understand that businesses evolve – goals shift, needs change, and the landscape we navigate transforms. That’s why we’ve been busy enhancing our services and tailoring new solutions that might just be the perfect fit for where you’re headed now.
You’ll be excited about some new capabilities we’ve added:
- [New service offering]
- [Enhanced expertise]
- [Innovative approach]
We’d love to reconnect and learn more about your current challenges in [list problems you solve for] and and what’s on the horizon for you.There may be ways we can collaborate to help propel your company to the next level.
I’d also love to introduce some great deals for you as a token of long-term partnership. Let me know if you can hop on a quick call.
CTA: Book a call
I look forward to catching up and exploring how we may be able to partner again.
Best,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2:
Subject: Work with [Agency Name] again – New services + offers
Body:
Hi [Receiver First Name],
Can you believe it’s been [X months/years] since we last collaborated together at [Agency Name]? Time flies!
I know circumstances and priorities change over time. But I’d love to get the chance to reconnect if you’re open.
We recently launched [new service relevant to former client] – I think it could be a great fit to help address your [client’s past challenge]. Would you be interested in learning more?
Whether it makes sense to partner again or not, I’d welcome the opportunity to catch up personally. Wanted to reach out and see how you’ve been!
Have a good week ahead,
[My First Name]
[My Position/Role] at [My Agency Name]
13. Referral or Feedback Request
Your work doesn’t end with just doing an amazing job for your client. You wanna make sure you are taking active feedback from your client to continuously improve your services and also bagging new referral opportunities. These email templates will help you get some good words from your clients and also grow your clientele with word of mouth.
Template #1: Asking for referrals
Subject: Did you like working with us? A quick favor, please!
Body:
Hi [Receiver First Name],
I wanted to reach out with a request. We are currently looking to take on new clients, and I was hoping you’d be open to referring someone from your network!
Over the past [duration], we’ve demonstrated our ability to deliver tremendous value in [key accomplishment 1], [key accomplishment 2], and [key accomplishment 3].
If you know someone who could similarly benefit from [key services], I would greatly appreciate you passing along my info. We are specifically looking to explore new industries viz. [industry types] and business that are [business size/category]
Please feel free to share what our work together has meant for your business as well.
Oh and if it turns into a successful partnership, we have quite a few goodwill surprises planned for you!
As always, thank you for being such a fantastic client! Please don’t hesitate to reach out if you have any other questions.
Best,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2: Asking for feedback
Subject: How can we improve?
Body:
Hi [Receiver First Name],
As we near the end of our first [quarter/year] working together, I wanted to request your candid feedback on how we’ve been doing so far.
What aspects of our service have you been most satisfied with? Are there certain areas you felt were lacking or could be improved?
Your perspective will be invaluable in helping us continuously enhance and exceed your expectations moving forward. Please be as detailed (and as possible – I welcome any and all suggestions!
Let me know if you’d be willing to chat briefly via phone regarding your experience. My goal is to ensure we are always adding maximum value.
Thank you again for your continued partnership. Look forward to hearing your thoughts!
Have a good week ahead,
[My First Name]
[My Position/Role] at [My Agency Name]
And that’s a wrap!
We hope that these email templates help you save time at your agency. It’s always best to be direct, crisp, and wherever possible – fun in your emails. We have more more resources available to help you scale your agency and do the best work for your clients. Head to Synup!
