April 12, 2019

5 email templates every web developer needs to keep handy

Average Reading time: 7 minutes, 24 seconds

Let’s face it — writing emails is not fun. It’s time-consuming, requires rewrites, and needs proofreading. But as someone who runs a web development business, you send emails daily. You virtually run your business on emails. Which means you spend several hours each day crafting and revising them.

Which also means that if you streamline all of this emailing you can save a lot of time. For instance, you could use this time to offer better support, generate more business, and build your brand. But to do all this, you need to master the tool that all successful freelancers have learned to use — email templates.

So here are 5 useful templates to give you a head start. Add them to your favorite email program and save time, become more productive, and grow your web development business.

Template #1: Seeking referral work

If you’ve ever noticed how salespeople work, you’ll know they request referrals immediately after closing a deal. It’s almost as if seeking referral business is the last step of their closure process.

Just like salespeople, you too should make such requests a part of your project handover process. Here’s the email you could send:

Subject line:

Know someone who could use my service?


Hey [first name],

Just wanted to check in and ask if you could recommend me to any of your contacts who could use my services.

As you’d know, referrals make great leads. So, if you know someone who could benefit from my service, I’d really appreciate an intro.

I’d be very grateful for your favor.


[your name]

Tip #1: Name a specific person in your client’s contacts who could hire you.

Consider adding the following text to the template:

“In fact, I was just looking at your LinkedIn contacts and realized that you’re connected with Mr. _____. Would be great if you could recommend me to him. Or, anyone else you can think of.”

Don’t think you’re being creepy (or sounding like a LinkedIn stalker!). You’re just being smart (you have to be in this dog-eat-dog world) and making it easier for the client to pass along your name.

Tip #2: Author Bea Kylene Jumarang from Smashing Magazine recommends plugging in some introduction boilerplate text to this email:

Hi, [friend’s name]. I’m introducing you to [your name]. [He/she] is the designer who did my website, and [he/she] is great: solid design skills, good work ethic and very responsive. I think you’d get some benefit from getting in touch with [him/her]. Contact details: [your email address, phone number, website].

By adding such introductory text, you’ll save the client the effort of writing – something they’ll surely appreciate.

Template #2: Onboarding clients

When you’ve got a project and are ready to get started, it’s time to send the onboarding email.

The onboarding email is your chance to tell the client how the project will proceed. It eliminates unnecessary exchanges that happen when the client is clueless about what’s going on at your end.

Subject line:

Quick update


Hey [first name],

Thanks a lot for choosing me for your project. I’m really excited to start working on it.

Looks like I have all the details I need. In case I need anything else, I’ll reach out to you. Otherwise, I’ll update you on [date] with details on how the project is coming along and hopefully have the first version ready for your review. You can find the detailed project plan here [link to the plan doc].

Thanks again for trusting me with your job.

You can always email me if you have any questions.


[your name]

Tip: If you use a project management software like Basecamp or Trello, introduce it to your client in your onboarding email. Say something like:

“Also, you’ll shortly get an invite from [project management tool]. We use it to keep track of our projects. Would be great if you could get onboard. It will be a lot easier for you to monitor the project progress through it.”

Template #3: Seeking testimonials

The best time to send the testimonial request email is when a project is freshly delivered because a client is highly responsive at this time.

Subject line:

Could you give me a testimonial?


Hey [first name],

I hope you’re doing well. Just wanted to ask if you could write me a testimonial.

Or, if you’d rather prefer, here’s one I’ve written:

[testimonial text]

If you’re OK with it, I’ll add it to my portfolio (along with your pic). In case you’d like any changes, please feel free to make them.

I’d be really grateful if you could spare 5 minutes for this.


[your name]

Tip #1: I can’t remember where I read this tip, but it’s a clever one. It suggests being in the “testimonial mode” always.

So, if you send a version or prototype or anything that wows your client and they send you some great feedback, immediately send them a request to use their response as a testimonial.

Here’s a message you could send:

Hey [first name],

Glad you liked the work, and thanks a lot for your kind words! Would you mind if I used your feedback as a testimonial?


[Your name]

Tip #2: For the testimonial text, avoid generic testimonials like “great service provider” or “dependable contractor”.

Instead, focus on how you solved a client’s problems. For inspiration, just google some top WordPress developers and check out their testimonials page.

Tip #3: Try the following easy to use testimonial formula that Joanna Wiebe recommends:

I approached {business name} because __. {Person at business name} helped me by __. The result was __. One thing I liked was their __. I found the experience __. I would recommend {business name} to people who need __.

You can also send the testimonial request email to your clients via LinkedIn.

Template #4: Featuring as case studies

Case studies are 100% more powerful than testimonials because case studies show a potential customer how you solved a client’s problem, whereas the most that testimonials can do is share a client’s experience.

Subject line:

Would like to feature you in a case study?


Hey [first name],

I’m looking to add a new case study to my portfolio and would love to feature your project.

All I ask from you is that you fill out this form (shouldn’t take more than 30 minutes).

And as a gesture of thanks, I’d love to give you a XX% discount on your next project. Once I’ve written the case study, I’ll send it for your approval and if you’re happy with it I’ll go ahead and publish it.

I’d be really grateful for your help.


[your name]

Most clients participate in case studies because they want to help you and are happy with your work, so don’t promise do follow backlinks or exposure for the client’s business (especially if your portfolio isn’t a popular one).

Also, avoid sending case study questions inline in an email. It can get messy to reply to so many questions and could mean a lot of back and forth with emails. Instead, use free tools like Typeform to build beautiful case study questionnaires.

Template #5: Scheduling calls

Big development projects often involve a lot of communication. Often, most of it happens on Skype or calls and not in emails. So, keeping a call schedule email can come in handy.

Subject line:

Call at [time], [day]?


Hey [first name],

Wanted to ask if you could get on a Skype call with me for about 30 min on [day] at [time]?

I had a few things I wanted to talk about:


Please let me know if the timing works for you.


[your name]

Listing the call “agenda” helps the client decide if they can postpone the call or if it’s urgent and needs to be discussed right away.

Also, once you get off the call, write a quick email to the client summarizing any important points that might have been discussed on the call.

You can also consider recording the call if you’re not great at taking notes. But before you record, tell the client that you plan to record it.

Wrapping up

In most email clients, you can access templates with 2-3 clicks. All you need to do after that is make a quick tweak and you’re ready to hit “Send.

So why not start using templates and make sending emails the easiest part of your day. Feel free to use these emails as they are or personalize them so they match your tone and style.

Are you looking to grow your business using email templates or canned responses? Feel free to contact us. We are happy to help you! Call us via 570-580-7737 or send us an email at info@scopeweb.nyc. A real human will answer your email, promised! 😄