7 Email Templates for Freelancers

7 Email Templates for Freelancers

by | Oct 19, 2022 | Blog, Resources

If client communication is a struggle for you, you’re not alone. It’s hard for most freelancers. And that’s especially true when it comes to writing emails. If you’re like me, you get stuck in a perfectionist spiral trying to get the wording just right, and 10 times out of 10, it ends up taking 10x longer than you expected.

Am I oversharing?
Do I sound friendly?
Will they take me seriously?

Luckily, after plenty of trial and error, we’ve come up with some foolproof freelance email templates to help you cut through the noise. I crowdsourced some of these from our freelance community and came up with a few myself.

Ready to stop stressing, send the email, and get back to running your business?

Cool. Let’s do it.

These freelance email templates will get your point across quickly — and make you look professional.

Template 1: How to Break Up With a Client

Coming up with what to say and how to say it when you’re facing an impending breakup can be daunting. This is one of the toughest emails to send, even if you’re certain that it’s time to say goodbye. You want to come across as professional and cordial, yet firm when needed. Use this template to end a client relationship gracefully while holding your boundaries.

Hi [CLIENT],

As we’ve discussed in the past few weeks, [REFERENCE ISSUES]. It’s become difficult to [INCLUDE YOUR CHALLENGE]. While I wish you the best of luck on this, I no longer feel I’m the right partner for you and I’ll need to transition off of the project.

In accordance with our contract, I will provide support for this project for the next two weeks and help you transition as best I can. At the end of the two-week period, I will send over a final invoice so we can close out the project.

In the next two weeks, I will be completing:

– TASK 1
– TASK 2
– TASK 3

Please don’t hesitate to reach out with questions. I’m happy to hop on a call to discuss further.

I appreciate your understanding and hope to stay connected. 

Thank you,
[NAME]

P.S. Check out our blog post, How to Break Up With a Bad Client, to find out why it’s important to include all these details in your email.

Template 2: How to Tell a Client You’re Not a Good Fit

You had a great discovery call. You like what they’re up to. But the work is just not the right fit. Maybe it doesn’t align with your current workload or calendar, or you just don’t want to take on the project. It can be hard to tell a potential client you don’t want to work together, and yet that email needs to be sent. Use this template to break the news.

Hi [POTENTIAL CLIENT],

Thank you so much for taking the time to share about your business and project. It was great to connect and learn more about what you’re doing!

At this time, this project is not going to be the right fit for me. Let me know if I can support you in any other way and let’s make sure to stay in touch!

All the best,
[NAME]

Template 3: How to Screen Clients Before the First Meeting

Your time is valuable so screening potential clients via email, before setting a meeting, is a smart way to make sure there’s actual potential there. I love the ideas Ashley Cummings shared on Twitter about what she includes in an email like this, so I combined her template and mine into this perfect pre-call email.

Hey [POTENTIAL CLIENT],

Thanks so much for reaching out. I’d love to see if I can support you on this project. Before scheduling a call, I want to share a little about me and my process to make sure it sounds like a fit for you.

I’ve been in this space for X years and have been lucky enough to work with a variety of companies, including [INSERT PAST CLIENTS].

My prices [START AT X OR RANGE FROM X TO Y] and my process is as follows:

[BRIEF BREAKDOWN OF YOUR PROCESSES — A FEW BULLETS OR SENTENCES MAX]

If this sounds like a fit, I’d love to get a call scheduled. Does [DATE/TIME] work for you?

I look forward to hearing your thoughts!
[NAME]

Template 4: How to Tell a Client You’re Going on Parental Leave

Welcoming a new child is so exciting, but it can be a weird topic to broach with clients. As awkward as it can feel, telling them ahead of time can help everyone plan for what’s to come, yourself included. I recommend using the template Kat Boogard shared, which she used to tell her clients she was going to take maternity leave.

Hey [CLIENT NAME],

I hope you’re having a great week! Sharing this sort of news is always kind of awkward — and that’s especially true in a remote and freelance environment. But, I figure if we worked side-by-side in the same office, this is the sort of thing that would come up naturally. So, I didn’t want to skip out on sharing with you.

I’m so excited to let you know that my partner and I are expecting our first baby in the middle of May!

As a freelancer without any sort of [maternity/paternity] leave, I don’t intend to unplug from my work for an extended period of time. However, I will be taking a short break to welcome this nugget into the world.

I’m told that babies (and deliveries!) are notoriously difficult to plan for. So, rest assured that I’ll definitely be in touch as that time gets closer to coordinate any necessary timelines, workload, etc. I fully intend to continue working after the baby arrives, and would love to keep collaborating with you on a regular basis (provided that feeling is mutual, of course!).

But, for now, I just wanted to loop you in on the happy news with an advanced heads up. Please don’t hesitate to let me know if you have any questions!

Thanks,
[NAME]

Template 5: How to Tell a Client You’re Taking Vacation

It can be nerve-wracking telling clients that you’re taking time off for vacation. What if they want to stop working together? What if it disrupts their needs? What if they think you’re not committed?

Anxiety aside, remember: Your need for a vacation (or even a mental health break) is both valid and crucial. Here’s a short and sweet template you can use to reassure your clients so you can enjoy some well-deserved time off.

Hey [CLIENT NAME],

I hope you’re doing well! I’m reaching out because I will be taking some much-needed time away from work. I plan to be offline from [INSERT DATES].

I want to make sure nothing slips through the cracks and that we can jump right back in when I get back, so here’s a list of things I plan to take care of before signing off:
– Task
– Task
– Task

Is there anything else you want me to get done or prep for?

Let me know,
[NAME]

Template 6: How to Pitch a Client Cold

Cold outreach is a powerful tool for getting in front of new clients, but writing a pitch email doesn’t come naturally to those of us who are not sales experts (*raises hand*)! I’ve learned that you have to be short and sweet while still sharing all the important details of how you can add value to this potential client’s business. It ain’t easy, but it’s definitely possible. Here’s a template I recommend customizing for your next round of outreach.

Hey [POTENTIAL CLIENT],

My name is [NAME], and [INSERT PERSONAL REFERENCE OR CONNECTION].

I’m reaching out because I am [INSERT OUTCOME-BASED ELEVATOR PITCH]. I’d love to work with your company.

Do you have time to talk about how I could support you in [INSERT HOW YOU CAN HELP] on either [INSERT TWO SPECIFIC TIMES IN NEXT 48 HOURS]?

I look forward to your response!

Thank you,
[NAME]

To better understand this template and the format, make sure you read our blog post The Art of Cold Pitching to Grow Your Freelance Business.

Template 7: How to Ask for a Testimonial

Testimonials are critical for your business. They speak to the value you offer clients and can spell the difference between landing a new client or losing them. The challenge is asking for it. It can feel vulnerable. But I promise, it doesn’t have to be scary or awkward. I really like the template Alyssa Towns shared, so I put our Harlow spin on it to create a short and sweet template for you to get the testimonials you need.

Hey [CLIENT NAME],

I hope you’re doing well! I’m reaching out because I’d love to update my testimonials page to include some words from you. It’s been such a pleasure working together and it would be great to highlight our work together!

If you’re willing to share a testimonial, will you please share 1-2 paragraphs explaining what you enjoyed about working together and the results you experienced?

I’m happy to send specific questions to answer if that’s easier for you as well.

Thanks in advance!
[NAME]

Take Our Templates!

Good communication is foundational to managing your freelance business. But sometimes the words are hard to find. So take our words and run with them! Customize these templates as much as you’d like, then make sure to use them. When you save all that time spent stressing over drafts, you can get back to the work that actually inspires you. And better yet — take more vacations. 😉

    Freelance Interview Series – Getting Into a Business Owner Mindset with Ashley Cummings

    Freelance Interview Series – Getting Into a Business Owner Mindset with Ashley Cummings

    by | Oct 14, 2022 | Blog, Resources

    Ashley Cummings is a freelance writer and content marketer with experience in DTC, SaaS, and more. She recently shared 11 lessons learned over her decade of freelancing in her newsletter, and we wanted to dive deeper and share her knowledge with you!

    Thinking Big as a Small Business Owner

    1. What are 1 or 2 of your top methods that helped you get into a true business owner mindset?

    Thinking big is primarily what helped me get into a business owner mindset. We often limit ourselves sometimes by thinking small.

    For example, we may think $250 for a long-form article is a lot of money, because we can buy a lot with $250, and it may be a lot of money to us personally. But, it’s not a big expense for your client. Instead of thinking what $250 means to you, think about what it means to a big company (nothing), and consider how much expertise and value you’re providing. That one article you write could bring your client several new customers worth thousands and thousands of dollars each. Charge accordingly.

    Also, thinking big isn’t limited to how much you charge. It can also mean thinking about growing your business. What are other ways you can scale and diversify your income? Can you start and monetize a newsletter? Build a community? Create software? Partner with other professionals on cool projects?

    When you think big, you create and earn big, too.

    2. How have you leaned on your network to grow your freelance business?

    Networking with other freelancers and content marketing professionals has been the single most important thing I’ve done to grow my business. When I started freelancing, the first place I went to get new clients was to my network. I did some work for previous companies, marketing friends, and even some of my dad’s advertising friends.

    As I’ve grown as a freelancer, I’ve made it a priority to make friends with freelancers who have similar clients and who work in the same niche as me. It’s also essential to meet up in person and develop real friendships. These are the people who I refer work to and who refer work to me. Not only do I refer work to these other freelancers, but I’ve partnered with several of them for new business initiatives.

    I always say people can’t hire you or refer you if they don’t know who you are. Carve out time to introduce yourself and build relationships.

      3. Talk to us about some important boundaries you’ve set with clients over the past 11 years.

      One of the adjustments I had to make moving from a 9-5 job to freelancing is to realize I’m the boss of a business and not an employee of my client’s business. This significantly changes how you interact with clients.

      Before I start any project, I take the lead and set expectations of how my processes work, how/when I respond to emails, what my turn around times are, what project management processes work/don’t work for me, and what my payment terms are. I also reinforce this by making sure my clients sign my contract.

      I think the most important boundary I’ve set is defining my payment terms before I start a project. If I’m working with a large organization that has an accounting team, I am flexible with their processes. For example, I like to get paid Net-0, but sometimes it’s not possible if you’re working with a huge SaaS company. The important thing is to communicate your expectations, what is realistic for them, come to a mutually beneficial agreement, and write it into your contract.

      Another boundary I set is when I need assignments and turn around times. I juggle 10+ clients every month, so it’s rare that I can take on a last minute assignment (sometimes, I can, but it’s rare). I ask my clients to send all the assignments they need in a month by the last week of the previous month. Then, we schedule due dates throughout the month that work for me, them, and my other clients. By planning a month in advance, it gives me and my clients enough time to realistically meet deadlines.

      4. Logistically, what were the most valuable things you did when first setting up your freelance business?

      The most valuable thing I did was set up a website and consult an accountant and a lawyer. It’s really difficult to stand out as a freelancer if you don’t have a website where you showcase your work. It adds credibility and shows clients you know how to write. In terms of setting up a business, there are a lot of things I do know how to do, but writing a contract and accounting aren’t part of my skill set. It was invaluable to hire professionals to handle my taxes and write my contract.

      5. What advice do you have for those at the beginning of their freelance journey?

      I would say make networking a priority. Join Twitter, LinkedIn, communities, and go to events IRL. The more friends you have, the more opportunities you’ll have to learn and grow. I also advise new freelancers to establish systems and processes to keep their business organized.

      Freelance Interview Series – Growing Your Freelance Business with Alexandra Frost

      Freelance Interview Series – Growing Your Freelance Business with Alexandra Frost

      by | Sep 13, 2022 | Blog, Resources

      Alexandra Frost is a journalist, freelance writer, and mother who has a passion for teaching and training young journalists. Her self-motivation and ability to achieve work-life harmony are just a couple of ways that she inspires us. She’s also grown her freelance business from $300/mo to $25,000/mo in just three years!

      We asked her to share her experience growing her freelance business and building her dream career.

      Building a Dream Career and Business

      1. What were your goals when you first started freelancing?

      My first article was published in my local paper at age 18 for $15, and it was a news brief about a local American Idol competition. Through college and my 20s, while I pursued a career in education, I used freelance writing as a side hustle, a passion project, and something to do for fun.

      While I loved teaching, especially teaching journalism, I still had a hunger to write more. When a news event would flash across the TV, I’d feel out of the loop that I wasn’t covering it. So I started freelancing with our city’s news station and newspaper, taking a story per week.

      My goals expanded and I started my own business doing freelance journalism and eventually content marketing. I wanted to cover the news and feature stories/trends, but I also wanted to get involved with the company’s missions, help them achieve their content goals, and feel like part of their direction and success.

      During the pandemic, when I switched to virtual teaching, I had much more time and greatly expanded my business- helping other businesses pivot their content to be pandemic-relevant. Shortly after, I had my fourth son and quit teaching, going full-time freelance, thriving in the flexibility of my new schedule and the creativity it allowed.

      2. Did your freelance goals shift over time?

      Yes. As my sons grew, and joined sports and needed cool shoes, and as I save for their colleges and prioritize date nights and short trips with my husband, money became a much larger factor. I went from making $300 per month freelancing a few months ago to my first $20,000 month this August while working part-time hours.

      I continue to be shocked and excited about how my business can support my growing family and the security it provides, in spite of the bad rap writers and other small business owners have for not having financial success (a myth!). Making more money than I could as a teacher was always a goal, and is now a reality.

      Many people think money is not an indicator of success, and while that is true, it’s wildly helpful in supporting my family and doing things I want to do in my life. Additional indicators I pay attention to, and prioritize as goals alongside that, include:

      • Working with companies and publications I believe in, who I think are making a difference or have strong ethics
      • Working with editors and project managers I find pleasant, challenging, and excellent to collaborate with
      • Finding a variety of interesting work that keeps me looking forward to sitting in the chair each morning and opening my computer
      • Proposing stories that matter personally to me

      3. You work part-time and have seen your business grow exponentially, do you have any scheduling tricks and tips to share?

      I set my schedule around the amount of time I prefer to work and parent, which for me is 50/50. I work Monday through Thursday, after spending time with my kids for breakfast, from 9 AM-12 or 1 PM. Then I have lunch with my kids and put them down for nap time.

      Having that time to run my business without them at home is essential to being able to Zoom and interview in peace. From 2-4 PM I do tasks that don’t require phone calls, such as writing articles, responding to publicists and sources, pitching, and research. Sometimes on busy days, I work until 5 PM.

      I reserve Fridays for fun outings with my family or professional development for my business that I don’t consider work, such as learning through reading my favorite writers’ articles, listening to a podcast while on a walk, or following interesting leads on social media. This results in approximately 20-25 ish hours of work, depending on the week.

      My biggest tip is to combine your availability for calls into a narrow window to give the rest of the day more flexibility. I also have a pretty hard rule against working weekends, evenings, or during vacations, though if I decided to go to the pool all afternoon with my kids, sometimes I’ll fit an hour in later in the evening instead.

      4. Were there any pricing and packaging shifts you made as your business grew?

      I have raised my rates throughout my career, as I am able to offer more prestigious clips and work experiences to new clients. I went from that original $15 story to recently a branded content piece for $3 per word. I believe in constantly reassessing rates (we have to pay our bills, after all).

      A mentee in my earliest years taught me to always negotiate, and that’s a rule that has served me incredibly well over the years. There have been a handful of times I didn’t negotiate rates, but overall it’s a process for me that ensures there’s no money left on the table for the work I’m providing.

      I also expanded to offer media consulting to publicists, helping bridge the gap between publicists and journalists. I realized they often feel they are shooting out pitches without much information on what would most benefit journalists, so I decided to work with them.

      I also provide freelance and business coaching to new and mid-level writers, helping them pursue this career path, and I mentor young journalists. This is one of my favorite parts of my job, as I still love teaching.

      5. What advice would you give freelancers just starting out who can’t clearly see a path to more money and a sustainable career?

      First I would identify what barriers you perceive to be in the way. Here are a couple of challenges the writers I coach and mentor talk about and some I’ve been through myself.

      “There aren’t any clients/publications interested…”

      This is very tough. I’d look at this as a five-year goal rather than something that will be solved next month. And every year within that five years, you will be surprised to have more clients coming to you than the previous year. Make pitching a hobby, a way of life, and a go-to activity that you do when you need a break from your other tasks.

      I truly believe my business’s success is because I love the chase, I love reaching out to new clients or publications and learning what they want and how to pitch that, or provide that to them. Constantly pursuing new opportunities (daily, weekly) will result in many no’s, but eventually many yes’s.

      “I don’t know how to do XYZ…”

      Fake it til you make it has never been more true. If you know how to communicate, research, and write, you can figure out a lot more than you think. I didn’t know the first thing about medical devices, and now I contribute copywriting to a major health tech company. I didn’t know much about fashion, but then I was writing blogs for a top NYC stylist and a well-known fashion line.

      If you are confident you can do the work, do a ton of research to educate yourself, and make it happen. I’ve also built a community along the way, from freelancing friends I text with regularly to online communities, chat boards, and coaches I’ve paid to learn from. All of these help along your journey of self-education and collaboration.

      “I don’t know my niche.”

      Well, neither do I. I highly disagree with people who say you have to have a single niche, because I don’t, nor do I want to. I definitely have areas I focus on and am passionate about, such as health and wellness, parenting and kids, and education. But I’ve also written about dog food, medical claim denials, camping, and sustainability this month. While it helps to narrow down your passions, don’t count yourself out for projects that aren’t your typical path. This also helps keep every day fresh and exciting – ultimately preventing burnout.

      “I’m not sure where to find opportunities.”

      Sign up for newsletters where people post jobs, such as Sonia Weiser’s and Write Jobs Plus, along with following editors and marketing leads on Twitter and LinkedIn. Every piece of junk mail you receive via mail or email came from a marketing team. Reach out to them and introduce yourself, and share a few relevant links to projects you’ve worked on.

      Finally, consider the connections sources themselves have. They might have a friend at a similar company looking for a blogger, copywriter, etc. Ask editors and marketing professionals you love if they’ll pass your name along to others in their network. Gather testimonials as you go to display them on your website/portfolio. Finally, speak confidently about yourself, your business, and your services, and others will be attracted to that confidence.

      The Art of Cold Pitching to Grow Your Freelance Business

      The Art of Cold Pitching to Grow Your Freelance Business

      by | Sep 12, 2022 | Blog, Resources

      Cold pitching—just hearing the phrase can make you feel queasy. Putting yourself out there. Crafting a message that resonates. Waiting for a response. It can all feel like too much to even try. But here’s the thing: it can actually be a useful tool for building your business.

      When done correctly, cold pitching is a great way to connect with companies you love and want to work with rather than waiting for opportunities to come to you.

      If you’re ready to give cold pitching a try but are still feeling unsure, use these strategies to confidently, and more effectively, connect with potential clients.

      When done correctly, cold pitching is a great way to connect with companies you love!

      Do Your Homework

      The first step to a great pitch is knowing who you’re pitching. In other words, do your homework. Knowing their name and what they do isn’t enough if you want to cut through the clutter of an overflowing inbox or DM.

      And we agree. Not only is doing your homework key for personalizing the pitch (see the next section), but it helps you stand out because so few freelancers take the time to truly understand who they’re reaching out to. Some details you want to look for before personalizing and sending your next pitch:

      • Recent launches, campaigns or content
      • Their mission and values
      • Who they work with and speak to
      • Where they’re based
      • Where online they’ve been mentioned
      • Any personal tidbits they share openly (books they love, trips they’ve taken, etc.)

      Personalize the Pitch and Connect

      Personalization is powerful. And while it requires more time and effort, it can and will pay off.

      The key is to personalize the email based on the homework you did and use that information to connect to the person you’re reaching out to. This personal connection can be the difference between “a random email” and “a thoughtful message from someone who just gets me!”

      Here are a few examples of how you might position this:

      • “I love how your app helps people find mental health professionals. It’s been so challenging for me to find someone who feels like the right fit, so I know how hard that is.”
      • “I see you’re based in Chicago! I was born and raised here as well and have spent so much time in that park right next to your office!”
      • “I always love working with female founders but when I saw you graduated from the University of Vermont, I was even more excited! I’m an alum as well—Go Cats!”

      Share The Overall Value You Bring to the Table

      You’re amped up about what the company does and how you can work with them. You want to share all the ways in which you know you can help—but don’t overdo it in that first email. Instead, pull back and think high-level about the value you can add.

      In your initial cold pitch, the goal is to make an impact quickly and simply. The best way to do this is to concisely articulate the value of your work. In a blog post my co-founder, Andrea, wrote, she explains what I mean:

      “You don’t simply complete tasks, you help push businesses forward. For example, you’re not selling 3 blog posts for $1,000. You’re selling an outcome: content that’s going to increase traffic to your client’s site and ultimately lead to more revenue.”

      Use your short elevator pitch as your hook in your initial message. If you’re not sure what your elevator pitch is, Andrea suggests looking back on the results and value you’ve created for your last five clients and using that to build your one.

      An example of this might be, “I help you generate more leads from Facebook and build a more powerful brand presence with social media management and strategy. I’ve helped dozens of early-stage startups increase their customer number and brand awareness through social media.”

      Be Specific, Short, and Clear on Your Ask

      I know what you’re thinking: that feels like a lot to fit into a single email or message while being concise! When you boil it all down, though, you don’t actually need to include much in your initial message. The key pieces include:

      • 1 to 2 sentences for personalization and connection
      • 1 to 2 sentences for your outcome-based pitch
      • 1 sentence with a clear and simple ask
      • 2 specific time options for a call

      Use this template for your next round of cold pitching so you keep it crisp but don’t miss any important details.

      Hey [name],

      My name is [name], and [personalized reference and connection].

      I’m reaching out because I am [insert outcome-based elevate pitch]. I’d love to work with your company.

      Do you have time to talk about how I could support you in [insert how you help] [insert two specific days/times in next 48 hours].

      I look forward to your response!

      Thank you,
      [name]

      Here’s an example of how you can use this template.

      Hey Brian,

      My name is Jessica and I love what you do at Finance Literacy Co. As someone who’s been personally affected by student loans and debt, I truly understand the value of learning about how to manage your finances!

      I’m reaching out because I help financial services companies increase organic traffic, and as a result, drive revenue, through SEO content strategy. I’d love to work with your company so you can reach more people who need what you offer.

      Do you have time to talk about how I could help increase organic traffic and revenue tomorrow at 1pm EST or Thursday at 3pm EST?

      I look forward to your response!

      Thank you,
      Jessica

      Master the Follow-Up

      There’s no shame in my follow-up game. While being personal and sending a value-based message is important, the follow-up can’t be overlooked, no matter how good that first email is. Just because something is a top priority for you, does not mean it’s top of the list for someone else.

      Here’s a short story to prove consistent follow-up works: We ended up working with a freelancer at Harlow who had been reaching out to us for more than six months! Here’s the thing though, she conducted her follow-up brilliantly. This freelancer didn’t just email us weekly asking to work together. She checked back in with us regularly and would reference the latest news, updates, and social posts she’d seen from us.

      She also sent along PDFs of her services and case studies for us to look at in the meantime. The timing wasn’t right for the first few months, but because of her persistence and personalized follow-ups, when the timing was right, she was top of our list!

      Follow Up Strategies to Stay Top of Mind

      If you’re ready to improve your follow-up game (we recommend it!), here are some strategies you can use.

      Show your value: Include case studies, writing samples, or other assets that tangibly show the value of what you offer.

      Stay up-to-date: Know what they’re up to (this is easy to find on social media) and check in about that. I.E. “I saw you recently launched a podcast and I loved episode three! How has it been going?”

      Master the right cadence: We recommend following up weekly for the first few weeks if you don’t get a response. After a month or so, If you still haven’t had a response, spread your messages out a bit more, maybe every 2 to 3 weeks. Still no response? Make a note to check back in every couple of months. Until someone gives you a firm no or asks you to stop emailing, don’t feel guilty or icky for continuing to press send.

      Get the right tools: If you’re a Harlow user, you can set reminders for yourself and track your outreach as a task. Simply keep a running list of what you’ve sent and when, so you can top on top of follow-up. The key here is to stay organized so your process feels calm and stress-free.

      Master the Art of Cold Pitching

      Cold pitching can be a valuable tool for building your freelance business when done right. Use these strategies and examples to craft a better message and increase your response rates. With a little personalization, a simple, yet impactful message, and plenty of follow-ups, you may find this becomes a key channel for connecting with new clients.

      How to Remind Someone to Pay You For Your Work

      How to Remind Someone to Pay You For Your Work

      by | Aug 31, 2022 | Blog, Resources

      If you’ve ever had to remind someone to pay you—you know it’s not fun. You do the work, you’re feeling on top of the world and like you just aced this project, the feedback is great, you send the invoice…and crickets.

      Now the anxiety sets in, it’s time to send that dreaded payment reminder. We’ve all been there. No one wants to have to continue poking, asking for payment for the work they’ve done once, much less more than once.

      While we can’t help you completely avoid this situation (we wish we could), we can help you do everything in your power to avoid late and missed payments.

      Here are a few simple (but impactful!) recommendations we have for you.

      While we can't help you completely avoid this situation, we can help you limit those late and missed payments!

      Add Clear Payment Terms to Your Contract

      You should kick off every project by communicating your expectations around payment upfront. And we don’t mean just a verbal agreement. You should have a written contract for every client you work with. That contract should include a payment section that clearly outlines when they need to pay you.

      Do you expect a client to pay you within 15 days? Within 30? Document it and get that contract signed. Take it a step further by calling out your terms via email or in a meeting too, that way there’s no confusion, and nothing gets lost.

      Voila! You now have a written contract, an email or verbal agreement, and a signature you can refer back to if you are having any issues collecting payment.

      We’ve also seen more and more freelancers including late fees in their contracts, which can help as another incentive to get clients to take care of your invoice on time. We’ve seen late fees range from 1.5% to 5% and higher!

      Pro tip: You can create, send and get signatures on your contracts in Harlow.

      Provide Your Account or Payment Information Upfront

      Make issuing the payment as smooth, easy, and convenient for your clients as possible. Chances are, they’ll be more likely to pay on time when the process doesn’t require extra effort.

      Before sending your invoice, you should decide how you want to accept payment. If you’re not sure which payment options are available to you, here are a bunch to choose from:

      Every invoice should not only include how a client should pay you but the additional relevant details necessary to actually get paid. Some examples of things you might want to include:

      • Your current address and contact information, in case your invoice gets sent on to another person outside of your main point of contact who might have questions.
      • If you’re accepting payment via ACH, make sure to include the correct routing and account numbers from your bank.
      • If you use PayPal or stripe to collect a payment, make sure the link is accessible and obvious.

      The simpler you make it, the fewer excuses they’ll have to procrastinate.

      Pro tip: If you use Harlow’s payment integrations on your invoices, all your client has to do is click one button and they can pay online through your payment processor of choice.

      Automate Your Invoicing and Reminders

      Consistency helps! Let clients know that invoices are delivered on a certain day each month—and stick to that schedule. This way they come to expect that email from you and are less likely to lose the invoice in their inbox.

      Another simple tactic is to set up automated reminders. Reminders give your client a light nudge, even before an invoice is overdue, without you having to write that dreaded email—or even think about it.

      To make your life easier, you can use Harlow to schedule your invoices in advance and set up auto reminders to go out after your invoice is sent.

      If All Else Fails, Send a Tactful Follow-Up Email

      If you’ve taken all of these steps and are still not seeing that payment come through, you might have to resort to a follow-up email. You deserve to be paid nothing less than what you’re owed and want to be honest and upfront about that, while also maintaining tact and respect if possible. Remember, not every client that doesn’t pay is doing it maliciously! So in your first or second reminder, make sure to give them the benefit of the doubt. We’re all human.

      Here’s a template you can customize and send to your clients:

      Hello NAME,

      I’m reaching out because [INVOICE NUMBER] (also attached), has not been paid. It was due on [DATE], and is related to:

      Work done
      Work done
      Work done

      As per our contract, payment is due [PAYMENT TERMS].

      Can you please track this down for me and get it paid as soon as possible?

      Thanks in advance,
      NAME

      How to Remind Someone to Pay You? Do the Work Up-Front!

      I know how stressful it can be to run after the money you’re owed, and how awkward it can be to initiate those conversations with your clients. But here’s the bottom line: You deserve to be paid for the work you do! You don’t have to settle for missed or late payments. Instead of worrying about how to remind someone to pay you, advocate for what your work is worth by putting the payment terms in writing, setting up late payment fees, and automating your invoicing process and follow-ups at the start.

      If worse comes to worst, a simple but clear message may still be needed. If that happens, remember the value of your work and embrace that to be confident in your request.

      5 Ways to Build Long-Lasting Freelance Client Relationships

      5 Ways to Build Long-Lasting Freelance Client Relationships

      by | Aug 16, 2022 | Blog, Resources

      Philip Oyelola is a marketing enthusiast and freelance content marketer. He helps tech companies with content that builds trust and educates their audience. He enjoys writing on topics like SEO, client management, and content marketing.

      Meet Jon, a freelance copywriter trying to land a gig.

      He throws himself into prospecting to score clients by sending cold pitches, scouring job boards for exciting gigs, and connecting with fellow copywriters.

      These efforts paid off when he signed three new clients, and business was going well. But Jon made a costly mistake. He didn’t take the time to build relationships with his new clients, so they ended up churning.

      Many freelancers like Jon, are experts in their fields—not necessarily in communication or relationship-building. Both happen to be important skills for cultivating a thriving business.

      If you want to be a great partner, collaborate better, and retain the clients you work hard to lock in, you’re in the right place. Follow these steps to develop long-lasting relationships that will help you grow your business.

      Taking the time to develop long-lasting relationships might just be the missing piece to building a thriving client base.

      First Thing to Know: Soft Skills Matter

      Soft skills are often overlooked but are an essential component of managing a successful freelance business. These are the non-technical skills that make us good communicators, managers, and collaborators. Some of the most valuable soft skills for freelancers include:

      • Good communication
      • Emotional intelligence
      • Ability to solve complex problems
      • Flexibility
      • Organization

      You need soft skills to run a thriving business as @alygouletwrites points out:

      @alygouletwrites

      Soft skills make you a better freelancer because, when leveraging them, you can:

      How to Use Those Soft Skills to Build Long-Lasting Client Relationships

      When you put your soft skills into play, you can create the client relationships that lead to a thriving business—and make your work enjoyable. 

      1. Spend Time Understanding the Needs of Your Client

      Truly understanding the needs of a client is the soul of every thriving freelance business. Many freelancers don’t take enough time upfront to do the research and understand the problem they are helping to solve. This often leads to multiple revision rounds and frustrating conversations down the road when you’re misaligned on goals, brand, or tone.

      So how do you align up-front and truly understand the needs of your clients?

      Start every project by gathering the information you need to truly understand their goals. You should have early conversations about the working process, your client’s challenges and needs, and what they hope to accomplish with you.

      Here are some questions to help you get this information:

      • Tell me about your products/services and your target audience.
      • What are your short- and long-term goals?
      • Are there any recurring challenges I can help you solve?
      • Have you worked with freelancers before? What went well? What didn’t?
      • What are your expectations for how this project moves forward?
      • Do you have success metrics in mind or should we build those together?

      2. Make Note of Important Client Details

      Every interaction with your client is an opportunity to collect important information. As the number of clients you take on increases, it can be hard to rely on memory to remember all the details. Instead, start taking notes.

      Anytime they mention new needs, expectations, preferences, etc., make sure you jot them down so you can reflect later and build them into your process. You can take these notes in your CRM or freelance management tool, which we’ll talk about in a minute.

      3. Communicate Clearly and Effectively

      Many freelancers are hyped about getting gigs but fall short when figuring out how to effectively communicate with those new clients. This is where your soft skills really have an impact. Being open, providing and asking for feedback, and listening with intention all improve your communication with the client while showing them you’re open to what they have to say.

      If you struggle with this, here are some ways to improve your skills:

      • Be open-minded and truly listen. The ability to empathize with others goes a long way in creating an emotional connection.
      • Identify emotions in a conversation. Having what is referred to as emotional intelligence will help you figure out the best ways to respond to specific feedback.
      • Be proactive and send or give updates to your client regularly so they understand the status of your project.
      • Ask for specific feedback on concluded projects.
      • Be responsive to the concerns of your clients, if they express any.

      4. Invest in Software to Manage Your Business

      To maintain great communication, you need more than awesome soft skills. The right software helps you stay organized and on track so you can deliver on time, stay connected, and more. There are a lot of great freelance management tools available to you.

      One of my favorite freelance tools is Harlow. Harlow helps freelancers streamline management tasks, like client management, time-tracking, contract and proposal creation, and invoicing. With Harlow, you get a full view of your clients and get paid for your work from one centralized hub.

      5. Connect with Clients as Individuals

      Although relationships within professional spaces can be formal, it’s also helpful to have conversations about topics outside of work. Get to know your clients as people by asking about their vacations, pets, family, and other interests. A little curiosity and interest go a long way in forming long lasting connections. Remember, your clients are humans too. 

      You can easily do this by starting calls with a simple question like, “How’s your week been?” or “What are you up to this weekend?” However, remember to follow your client’s lead on this. Not all clients want to speak so casually, so if they seem uninterested in sharing those details, don’t press them.

      You Can Build Long-Last Client Relationships

      Client churn can be a vicious cycle that hinders the growth of your freelance business. Taking the time to develop long-lasting relationships might just be the missing piece to building a thriving client base.