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 heard that they spend a significant portion of their work hours just drafting out emails, we wanted to make life a little easier for them.
Here are email templates for 8 different situations that you might have already faced in the past while working for your agency. We’ve drafted up to three different templates for some of the scenarios, based on the kind of relationship you have with the receiver of the email; or just in case you wanted to switch things up a bit.
We have also provided templates of word documents or spreadsheets that you might want to attach with your email.
Now, without further ado, let’s get to the first email template!
Marketing Agency Client Onboarding Email Template
Scenario:
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, etc. from them. This welcome email usually contains an attached copy of the Statement of Work as well.
Note: If you were the account manager that 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:
Subject Alternative 1: Welcome onboard!
Subject Alternative 2: You’ve made the right choice.
Body:
[Client First Name],
My name is [My First Name], and I work as a/an [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 we’re looking forward to working with you!
It is also my pleasure to introduce myself as the primary point of contact for you at our company. Feel free to contact me at any time 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 containing the fields that I request you to fill up at the earliest to help me assist you.
Also attached with this email is a copy of the Statement of Work for this project.
I request you to also 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’m looking forward to receiving the details that I’ve requested above so I can get started with my first task for this collaboration.
Thank you!
Regards,
[My First Name]
[My Position/Role] at [My Agency Name]
Template for Login Credentials Excel Sheet
Template for Statement of Work
Networking/Formal Touch Base Email Template
Scenario:
As an agency professional, you’re bound to attend several networking conferences and meet prospective clients you’ve exchanged pleasantries with. Sometimes, you might have not met someone, but you could have heard that they could benefit from your agency’s services. This email will act as a quick introduction, and will also 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 as your client, somewhere down the line.
Template #1: To Build Your Relationship
Subject Alternative 1: We met at [Event Name]!
Subject Alternative 2: I’d love to meet you again
Body:
Hey [Prospect First Name],
It’s [My First Name] from [My Agency Name], here. We met at [Event Name] on [Event Date].
I’d like to start by saying that it was an absolute pleasure meeting you at the event. I would love the opportunity to connect with you again to learn more about how your business operates. Let me know if you’d just like to grab a coffee and spend time talking about your plans for the future of your business.
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: I’d love to meet you again
Body:
Hi [Prospect First Name],
This is [My First Name], we met at the [Event Name] event 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. If you are on the lookout for any of these services for your business, then I’d be more than happy to hop on a call to discuss how we can help your business grow.
My phone number/IM ID is [My Phone Number]/[My IM Number/ID], in case you’d like to connect there.
Regards,
[My First Name]
[My Position/Role] at [My Agency Name]
Influencer Outreach/Brand Ambassador Email Template:
Scenario:
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 be one that discusses 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 in return for the opp.
Template #1: To an Industry Expert – Open Ended about Exchange/Compensation
Subject Alternative 1: We’d love to collaborate with you on a project
Subject Alternative 2: Say yes, please!
Body:
Hi [Influencer Name],
This is [My First Name] from [My Agency Name]. I simply have to start my email with this – I’m a big fan of your work and[something that 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 in regards to 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 infocuses on [description of product/service that client sells]. You might have come across their name on [Publication 1] or [Publication 2], where they were featured.
We were wondering if you’d like to [nature of endorsement].
I’d also like to know whether you would be expecting a compensation in return for this sponsorship. Let me know what would work for you in you response to this email.
Looking forward to hearing from you soon. Thank you!
Regards,
[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 our brand?
Body:
Hey [Influencer Name],
My name is [My First Name] and 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] that specializes 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.
I’m looking forward to your response.
Regards,
[My First Name]
[My Position/Role] at [My Agency Name]
Introduction of Team Member/Partner to Your Client Email Template
Scenario:
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],
We have a new member 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 in association with several companies like yours in the past.
PFA [Team Member Name]’s portfolio with this email. He/She is looking forward to working with you in the forthcoming projects.
Regards,
[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.
Have a nice day!
Regards,
[My First Name]
[My Position/Role] at [My Agency Name]
Politely Rejecting a Client Request Email Template
Scenario:
You might not be able to accept new project opportunities owing to various reasons. This is an email that will politely let them know that you will not be able to work with them at this point in time.
Template #1:
Subject: (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 aid your growth at this point in time. We hope that we get the opportunity to work with you sometime in the future.
Regards,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2:
Subject: (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: Thank you for reaching out to us
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, we are sorry to inform you that we will not be able to take up this project currently owing to internal reasons.
We hope that we get the opportunity to work with you sometime in the future.
Regards,
[My First Name]
[My Position/Role] at [My Agency Name]
Reminder to Pay Invoice/Bill Email Template
Scenario:
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.
Have a nice day!
Regards,
[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].
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].
Have a nice week ahead!
Regards,
[My First Name]
[My Position/Role] at [My Agency Name]
Polite Feedback/Request Rejection Email Template
Scenario:
This email is for letting your clients know that you will not be able to accommodate their feedback/suggestion 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 working on, currently. 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 meeting or over a phone call.
Looking forward to your response.
Regards,
[My First Name]
[My Position/Role] at [My Agency Name]
Follow Up Email Templates
Scenario:
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.
Note: Follow up emails will generally be sent in the same thread as the previous email(s). Adding a new subject line is not required.
Template #1: General
Hey [Receiver First Name],
Just thought I’d follow up with my previous email about [reason behind sending previous email]. I’d love to hear your thoughts about it.
Looking forward to your response.
Regards,
[My First Name]
[My Position/Role] at [My Agency Name]
Template #2: Follow Up to 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 your thoughts on the matter.
I’d love to know how we can take this forward.
Let me know. Thanks!
Regards,
[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 let me know your thoughts on the contents of my previous email.
Thanks in advance!
Regards,
[My First Name]
[My Position/Role] at [My Agency Name]
That’s all for now! We hope that these templates help you save time at your agency.
If you have any suggestions for templates, leave them here. We’ll be happy to add new templates for popular requests that we receive!
