Outlook email templates for freelancers are a valuable resource and worth spending some time putting together and refining.
With a batch of well written Outlook email templates, these will support you throughout all the stages of communication with your clients.
From the first communication with potential clients. All the way through to the final handover and request for payment.
So drafting and constantly updating your templates for common occasions can save a lot of repetitive email writing.
In this blog post, I am going to show you no less than 40 amazing email templates that you can use in running your freelance business.
How good is that.
1. YOUR FEATURE ON MY BLOG
Add a subject: Your feature on my blog
Hi {Firstname},
I’ve been a fan of what you’ve been doing with [Company Name] over the past couple of years.
I’m reaching out because I’m working on a new piece geared towards [topic of the blog post you’re writing] from those who’ve already been through this experience themselves and I’d love to hear your take on it. The post will be publishing to my blog [optional—that gets x # of readers] and I’d love to get a quick quote from you to include in the piece if you’re up for it.
If you’d be able to answer this question in a few sentences, that would be amazing:
[Relevant question/challenge that will give them an opportunity to showcase their expertise]? How do you advise people on overcoming that challenge?
[INSERT YOUR NAME]
[EMAIL SIGNATURE]
Why It Works
No promotional links. No service pitches. No asking if they’re hiring.
You need to be patient at this stage. Provide value and show your worth, before anything.
By doing that first, instead of just making promises of the value you could deliver in the future, you’re going to win their trust and catch their attention in a much different way than 99% of other freelancers cold emailing and pitching them to be hired.
Not many freelancers have the patience to do this cold outreach strategy. It can takes weeks to land a client, but it’s worth the effort.
2. WARM REFERRAL
Add a subject: Contributing to [Company Name] ([Connection] referral)
Hello {Firstname},
I’ve been loving the [relevant (true) complement based on the work in your discipline] coming out of the [Company Name] for the past few months, especially the recent [relevant post, design, rebrand, feature, update and a quick note showing you actually looked at it].
One of my acquaintances, [name of connection] is a contributor to the [Company Name] and she recommended I reach out to you to see if it’d be a good fit for me to contribute as well. Right now, I typically [one liner about the services you offer and niche that it’s in, showing your clearly a good potential hire for them].
[If possible, add an extra sentence highlighting relevant past work or offering up more industry credibility boosters.]
Let me know if this sounds interesting and I’d be happy to put together a few ideas on a [deliverable] we can test out!
[INSERT YOUR NAME]
[EMAIL SIGNATURE]
Why It Works
This works as it doesn’t bang on about how great you are (which you are).
The goal of this email is to install confidence and to show you are up to date with things.
Your main goal with this email is to get the person who makes the decisions interested in working with you. Well at least to reply.
3. DIRECT OUTREACH
Add a subject: [Company Name] [Service] (and mention)
Hi {Firstname},
I wanted to reach out and give you a heads up that I’ve been loving the [your service medium] coming out of [Company Name] these past few months. I can appreciate great [your service medium] when I see it.
Just shared your recent [post, project, design, rebranding work, app, etc] about [xyz] with my audience on Twitter and I also mentioned the platform as a great resource in one of my recent blog posts [link].
The other reason I’m reaching out is because a large part of my business is working with brands like [reference any relevant past clients or even full-time gigs] and others to help scale [your core service offering].
Would you be up for chatting about [Company Name’s] [your core service offering] or connecting me with someone else on your team if that’d be a better fit?
[INSERT YOUR NAME]
[EMAIL SIGNATURE]
P.S. Here’s where you can read more [link to portfolio page if possible] about my process and the clients I’ve worked with.
Why It Works
This one uses a lot of self-promotion, showing you in an amazing light with the potential client.
Don’t beat around the bush. Use this email to pitch to say you want to work together straight from the outset.
You want to get in front of the decision-maker and get a phone call or zoom chat scheduled asap.
4. COLD EMAIL FOLLOW-UP - DAY 3
Hey {Firstname},
I’ve been thinking more about [Company Name’s] [your medium] over the past couple of days and I’d still love to connect with you when you have a moment. Would you be available to chat for a few minutes this week about your [your service medium] efforts?
[Your Name]
Why It Works
This works as it’s very brief and designed to get you back to the top of their inbox.
They aren’t ignoring you, they are busy.
5. COLD EMAIL FOLLOW-UP - DAY 7
Hey {Firstname},
I know you must be super busy, is there someone else on your team that might be a better fit for me to reach out to for chatting about [your service medium]?
[Your Name]
Why It Works
Keep it short and sweet again.
Acknowledge that you know they are busy. Showing empathy is a great way to build a relationship.
This email works as it gives them a call to action that may suit them better.
6. COLD EMAIL FOLLOW-UP - DAY 11
Add a subject: Re: [Company Name’s] feature on my blog
I reached out to [name of first person you cold emailed] last week to let her/him know that I [shared, featured, mentioned something relevant] on my blog and social channels. I never heard back and I’m assuming she’s/he’s just super busy right now.
Would you by chance know if there’s someone on your team that’d be a good fit for me to reach out to for some [your service medium] collaborations?
[Your Name]
Why It Works
Send a follow-up email to another person that looks like they could be a potential -decision-maker.
You will either get a response from this person. Or they will nudge the original recipient to give you an answer.
7. COLD EMAIL FOLLOW-UP - DAY 15
Hey {Firstname},
I know you must be super busy, is there someone else on your team that might be a better fit for me to reach out to for chatting about [your service medium]?
[Your Name]
Why It Works
This is the same email as Day 7, but you send it to the person you emailed on day 11.
You have sent a total of 5 emails. 3 to the first contact and 2 to the second.
It may be worthwhile not emailing these contacts again for a while. You could also take it as a no.
8. COLD EMAIL FOR WEB DESIGNERS
Hi {Firstname},
I recently discovered (company name) and I am deeply impressed with your work, especially (project name). I would love to help you create a website that is as spectacular as everything else you do.
I have spent the past (number) years building beautiful websites for companies of all shapes and sizes, including (previous client) and (previous client). My comprehensive knowledge of graphic design and various content management systems makes it easy for me to build completely customized websites. This includes websites with advanced features such as eCommerce functionality and paid membership areas.
Are you ready to take your website to the next level? Book a 30-minute phone consultation with me at (link) and let’s figure out how I can help you. Thank you for your time,
[INSERT YOUR NAME]
[YOUR EMAIL SIGNATURE]
Why It Works
The first paragraph establishes your familiarity with the company and why you’re emailing them.
The second paragraph demonstrates your expertise by sharing examples of your work and using industry terminology.
In the final paragraph, you give the other person a specific, actionable way to move forward.
9. COLD EMAIL FOR DEVELOPERS
Dear {Firstname},
I recently came across (company name) and found myself impressed by the work you are doing. (Project name) is particularly impressive. I would love to help you expand your business with a web application for (project name).
I am a full stack developer with (years) of experience building web applications for companies like (previous client) and (previous client). This experience has taught me how to work within clients’ needs and budgets to create high-quality applications. I am particularly adept at creating (application type) and (application type).
Are you interested in building a web application for (company name)? Book a 30-minute phone consultation with me at (link) and let’s discuss how I can help you! Thank you for your time,
[INSERT YOUR NAME]
[EMAIL SIGNATURE]
Why It Works
This email works in a very similar way to the above web designer template.
Web development covers a huge number of roles and application types, so the specifics are doubly important here.
10. COLD EMAIL FOR CONTENT WRITERS
Dear {Firstname},
As a freelance writer who is always on the hunt for resources in (industry), I was thrilled to stumble upon (company name) a few weeks ago. Your guides are quite thorough and helpful, especially (article name). I would love to help you produce even more great content.
I have written for companies like yours for (number) years, most notably (previous client) and (previous client). Some of the topics I’m most interested in writing about are (interest), (interest), and (interest).
Are you currently seeking new writers? If so, respond to this email with the topic you’re most interested in having me write about and we can move forward with a paid test piece. Thank you for your time,
[INSERT YOUR NAME]
[EMAIL SIGNATURE]
Why It Works
This email template goes more details than the previous templates on what you offer.
This is because content writing is often long-term work with a variety of assignments, rather than a one-off project like a website redesign.
Listing multiple topics you are interested in exploring shows that you have knowledge of the industry you’re in and are thinking about content marketing as a long-term game.
11. COLD EMAIL FOR COPYWRITERS
Dear {Firstname},
I recently discovered (company name) and am truly impressed with the range of high-quality products you offer. I would love to help bring your products to new customers.
I am a freelance copywriter with (years) of experience working for companies like (previous client) and (previous client). I work closely with clients to create copy that converts, with a focus on maintaining their authentic brand voice.
Are you interested in building better sales pages for your projects? I would love to discuss moving forward with a paid test piece. Thank you for your time
[INSERT YOUR NAME]
[EMAIL SIGNATURE]
Why It Works
Again, this email is short, sweet, and to the point.
This email also focuses on the goals of copywriting with phrases like “copy that converts” and “maintaining their authentic brand voice”.
These phrases show the potential client that you know why copywriting is important, not just what a copywriter does.
12. COLD EMAIL FOR MARKETERS
Dear {Firstname},
I am a big fan of (company name) and especially love the friendly, authentic voice of your marketing campaigns. I would love to work with you to bring your brand to new audiences around the world.
I have spent (number) years working with companies of all shapes and sizes to develop successful marketing campaigns across numerous platforms, including email and Facebook advertising. Some of the most notable campaigns I have worked on have been for (previous client) and (previous client). My campaigns have helped these clients see a (percentage) increase in website traffic and a (percentage) increase in sales.
Are you looking for help with your marketing? Book a 30 minute consultation at (link) and let’s chat about how I can help you! Thank you for your time,
[INSERT YOUR NAME]
[EMAIL SIGNATURE]
Why It Works
So many people these days call themselves a marketer.
This email demonstrates your knowledge of the industry and your ability to get results. And all of this additional info is contained within one paragraph, keeping the email length in line with our other cold email templates.
13. COLD EMAIL FOR PHOTOGRAPHERS
Dear {Firstname},
I recently discovered (company name) and I think the work you’re doing is amazing, especially (project name). I would love to help you build a gallery of excellent photographs to show the world what you do. I have run my own photography business for (number) years, helping companies like (previous client) and (previous client) document their works and display their products. I edit all of my own photography, providing you with a finished project you can add to your website right away. All photos are returned to clients within a week of the photoshoot. Are you interested in building a photo collection to display your work? Book a 15 minute planning session at (link) and I’ll help you create the ultimate photoshoot. Thank you for your time,
[INSERT YOUR NAME]
[EMAIL SIGNATURE]
Why It Works
This email states exactly what your potential client will get: a fully edited set of photographs they can use in their marketing campaigns, no more than a week after the shoot day.
14. COLD EMAIL FOR VIDEOGRAPHERS
Dear {Firstname},
I am a big fan of (company name), especially the videos you have released. I would love to help you create more amazing videos and bring your work to new audiences.
In my (number) years as a videographer, I have worked with numerous companies to record events, create behind-the-scenes content, and more. Some of my most notable work has been for (previous client) and (previous client). My videos have reached (number) viewers around the world and helped brands grow their YouTube audience by as much as (number).
Are you interested in creating more amazing video content? Book a 30 minute consultation with me at (link) and let’s create a content plan together! Thank you for your time,
[INSERT YOUR NAME]
[YOUR EMAIL SIGNATURE]
Why It Works
this email provides an insight into the results the videographer has already achieved.
Since platforms like YouTube show a public count of views on every video, you can get this information pretty easily.
Most YouTube channels also display their subscriber count publicly, although this is up to the YouTuber’s discretion.
15. COLD EMAIL FOR VIDEO EDITORS
Dear {Firstname},
I recently stumbled upon (company name) through (video) and I thought it was a great resource. I would love to help you create even better videos and expand your reach on YouTube.
In my (number) years as a video editor, I have helped companies like (previous client) and (previous client) transform raw footage into flawless video ads, product tutorials, and more. The videos I have worked on have reached (number) viewers around the world and helped grow my clients’ YouTube channels by as much as (number).
Are you interested in professional editing to improve your videos, or even one specific project? Book a 15-minute consultation with me at (link) and we’ll develop a detailed plan for working together. Thank you for your time,
[INSERT YOUR NAME]
[YOUR EMAIL SIGNATURE]
Why It Works
Again, this email focuses on the results achieved rather than the technical details of the work being completed.
This gives potential clients a concrete understanding of what they can get from working with you.
16. COLD EMAIL FOR BLOG EDITORS
Dear {Firstname},
I am a big fan of (company name) and your commitment to helping customers through the resources published on your blog. I would love to help you create a more consistent experience on your blog so you can reach more people.
As the editor of (blog name) and (blog name), I have used SEO strategies to build blogging schedules that boost website traffic by as much as (number). I can effectively manage teams of freelancers through tools like Trello or Asana to ensure a steady flow of content. I can also provide both content editing and proofreading.
Are you interested in taking your blog to the next level? Book a 15-minute consultation with me at (link) and let’s create a plan together! Thank you for your time,
[INSERT YOUR NAME]
[EMAIL SIGNATURE]
Why It Works
This email template works because it focuses on results, references tools companies might already be using, and uses terminology specific to editing
17. COLD EMAIL TO A LOCAL COMPANY
Hey {Firstname}
[INSERT YOUR NAME]
[EMAIL SIGNATURE]
Why It Works
This email works very similarly to the other cold emails I have listed.
However, this email shows you are local to them, detailing your services and a link to your portfolio.
If your list of previous work lists other local companies it gives you instant credibility and they may know of these local companies.
18. COMMON ACQUAINTANCE EMAIL
Add a subject: Blame [Acquanitance name]… [Acquantance location and job title]
Hey {Firstname},
[INSERT YOUR NAME]
[EMAIL SIGNATURE]
Why It Works
This works by showing your “are cool by association”.
If you both have a genuine acquaintance this builds instant trust with the person you are emailing.
Even if they haven’t got any work at the moment you can start building a relationship with them on common ground.
19. IN-PERSON MEETINGS
Hey {Firstname},
Why It Works
This is a great way to get a response.
If they don’t want you to show up, they will let you know.
If they do, this email gives them a clear call to action.
Also, it shows that you are flexible and are willing to take action and get stuff done.
20. UPDATE EXISTING CLIENTS ABOUT NEW WORK
Hi {Firstname},
[INSERT YOUR NAME]
[EMAIL SIGNATURE]
Why It Works
This is a great way to keep in touch with existing clients. Or people you haven’t worked with for a while.
You aren’t asking for work directly, but this email gets you back into their thoughts. As well as showing the value you can bring to businesses.
21. REQUESTING A REFERRAL FROM A FRIEND
Add a subject: Hey, {Firstname}. I’m about to owe you a beer.
{Firstname},
[INSERT YOUR NAME]
Why It Works
Give your friend a reason to help you out.
Also, it shows that you would like to meet up with them. You’re not just using them for their contacts.
22. FOLLOW-UP TO A REFERRAL
Hello {Firstname},
Why It Works
This is email short and sweet.
You want to acknowledge your friend and put them in a good light.
As well as praising the company.
Leaving the door open for them to contact you is a great way to not be too pushy.
23. AVAILABILITY CHECK-IN
Add a subject: Freelance availability – Open [from] through [to]
{Firstname}
[INSERT YOUR NAME]
[YOUR EMAIL SIGNATURE]
Why It Works
Short and simple.
Starting off with something in the news is a great way to get a conversation going.
Putting you in the thoughts of previous clients is a great way to get new business.
Keeping that relationship open
24. PROPSAL EMAIL #1
Hello {Firstname},
[INSERT YOUR NAME]
Why It Works
In response to a client’s request for a quotation, a quote template should include everything relevant to the job or services you are going to provide.
This means that you will provide clients with detailed package pricing in your template too.
25. PROPOSAL EMAIL #2
Hello {Firstname},
[INSERT YOUR NAME]
Why It Works
This works as it shows what you cover and shows you are transparent about your prices.
The recipient can quickly see what services you provide so they can make a decision if you are suitable, and within their price range.
26. INVOICE EMAIL
Hello {Firstname},
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
Why It Works
Very simple and straightforward.
You give them all the information they need as well as a payment link. This gives them a quick way to pay you.
27. INVOICE REMINDER
Hello {Firstname},
[INSERT YOUR NAME]
Why It Works
The use of automated emails has been increasing with time. As it reduces the time to respond which greatly helpful in shortening the application process time.
The same is the case with the automated rejection email to candidates that are not fit for the right job role and disqualify them automatically in the shape of a quick rejection notice.
28. INVOICE REMINDER - FINAL NOTICE
Hello {firstname},
[INSERT YOUR NAME]
Why It Works
Again you are kindly reminding them that payment is due. Giving them the info they need.
Adding the last paragraph to be a bit more forceful and that an fee will be due is a great way to get a client to make payment.
29. PAYMENT RECEIVED
Hey {Firstname},
[YOUR EMAIL SIGNATURE]
Why It Works
Manners don’t cost anything.
A thank you email helps keep the relationship with a client.
If they have paid on time they are happy with your work.
If you enjoyed working with them, why not make sure you’re inline for another project in the future.
30. FEEDBACK
Hi {Firstname},
[INSERT YOUR NAME]
Why It Works
People love to give feedback. Look at how many reviews there are on Amazon.
It shows you are willing to improve and provide a better service.
It’s a win-win, you get honest feedback and the client feels like they are being listened to and providing input.
Again, it’s about building a relationship.
Conclusion
There you have it. Our 3 Outlook email templates for Freelancers. Which should cover most situations you may come across day-to-day when running your freelance business.
