Email Examples
Real examples of professional emails for difficult workplace situations. Use these as inspiration, or generate one personalized to your situation.
Rate Increase Email
How to tell a client your prices are going up — confidently, without over-explaining.
Hi Sarah,
I've really valued working with you these past two years, and I'm grateful for the ongoing collaboration on your content strategy.
As I continue to develop my expertise and take on more complex projects, I'm updating my rate to $125/hour, effective June 1st.
I look forward to continuing our work together. Please let me know if you have any questions.
Best,
Alex
Why this works:
- States the new rate clearly — no ambiguity
- Gives a brief reason without over-justifying
- Doesn't apologize for charging what you're worth
- Forward-looking — assumes the relationship continues
Late Payment Follow-Up
How to chase an overdue invoice without damaging the relationship — firm but professional.
Hi Tom,
I'm following up on invoice INV-047 for $3,500, which was due on March 15th and is now 21 days overdue.
Could you let me know when I can expect payment, or if there's anything about the invoice that needs clarifying? I'd appreciate a quick update so we can get this sorted.
Thank you,
Maria
Why this works:
- References the specific invoice and amount — no ambiguity
- States how overdue it is — creates urgency without aggression
- Leaves a polite out ("or if there's anything to clarify")
- Short and direct — no padding, no apology
Ending a Client Relationship
How to end a working relationship professionally — warm, clear, no hard feelings.
Hi Marcus,
I'm writing to let you know that I've decided to conclude our working relationship, effective at the end of this month. This reflects a shift in my practice toward a smaller client roster where I can give more focused attention — it's not a reflection on you or the work we've done together.
The current website project is on track to wrap up on schedule, and I'll ensure everything is fully handed over and documented before then. I'm happy to answer any transition questions during this period.
It's been a genuine pleasure working with you. I wish you and the team every success.
Best,
Jamie
Why this works:
- Clear about the decision — no ambiguity
- Neutral reason — doesn't assign blame
- Addresses the transition — shows professionalism
- Warm but not over-apologetic
Saying No to a Request
How to decline professionally without burning bridges or over-explaining.
Hi Jennifer,
Thanks for thinking of me for the video editing work — I appreciate you reaching out.
I'm not taking on video projects right now, as I'm keeping my focus on design and illustration work. It's not something I can take on well at the moment.
You might have good luck with [platform/resource] for finding a video editor. Happy to help if you need anything on the design side.
Best,
Alex
Why this works:
- Says no clearly — doesn't leave them hanging
- Brief explanation without over-justifying
- Offers an alternative direction
- Keeps the door open for future work
Disputing Scope Creep
How to push back on out-of-scope requests professionally — firm but collaborative.
Hi David,
Thanks for sending over the request for the additional product pages — I can see why they'd be valuable.
Our current agreement covers the five pages outlined in the original scope document. Adding four more pages would represent a significant expansion of the project, and it's not something I'm able to absorb within the existing budget.
I'd be happy to quote for the additional pages as a separate project, or we could look at a change order to add them to the current engagement. Which would work better for your timeline?
Best,
Sam
Why this works:
- Acknowledges the request as valid
- References the original agreement clearly
- Proposes concrete paths forward
- Non-confrontational but firm
Asking for a Testimonial
How to ask a satisfied client for a review without feeling awkward about it.
Hi Rachel,
It was great working together on the brand refresh — I'm really happy with how the identity system came together.
I'm updating my portfolio and would love a short testimonial from you, if you'd be up for it. A few sentences about your experience working with me, or how the new brand is landing — whatever feels natural. LinkedIn or my website are both great places if you have a preference.
No rush at all, and completely fine if now isn't a good time.
Thanks so much,
Alex
Why this works:
- References the specific project — feels personal, not templated
- Makes a specific, easy ask
- Suggests what they could say — reduces friction
- Gives them an easy out — removes pressure
Reconnecting with a Past Client
How to reach out to someone you haven't spoken to in a while — genuine, not salesy.
Hi Chris,
I saw the news about the Acme rebrand and it looks fantastic — you can see the direction you were taking even back when we worked on the original site together.
It's been about a year and I wanted to check in and see how things are going. I've been working on a few similar projects since then and it made me think of you.
No agenda — just genuinely curious how the business is developing. Hope things are going well.
Best,
Taylor
Why this works:
- Has a genuine trigger — not random
- References previous work specifically
- Soft tone — no pitch, no pressure
- Leaves space for them to respond naturally
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