You’re working on a project for your client and need additional information. The best way is to send them a short email to request the information.
This article will provide some templates to help you get started on the email. Additionally, we’ve also included some tips to help you whenever you need to write an email to a client.
Tips For Writing Emails To Clients
Whether you’re writing an email to a potential or existing client, each correspondence needs to be compelling.
You need to have a clear strategy that goes beyond simply sending generic emails. Let’s take a look at certain things to keep in mind.
Email Frequency
Emails have a bad rep as we all receive and delete loads of spammy emails daily. Like you, clients also receive loads of emails daily, so you should watch the frequency with which you email them.
Keep in mind that not everything requires an email. You shouldn’t send them an email every single minute to update them on something. Only use emails for essential information like hiring, proposals, project completion, and other major milestones.
Use Simply Language
While you may understand all the complex terminologies in your industry, clients may not have the same level of knowledge.
So, it’s advisable to refrain from using such language in your communication with clients. Use simple terms that don’t require any additional research on their part.
Your job is to make your clients’ lives easier by simplifying complicated terminologies. Avoid jargon and other industry terminologies even if your client is technical.
Email Length
Keep your emails short to ensure that clients can read through and understand the content easily. We all use mobile devices and receive email notifications in real time.
Chances are, your client will be opening the email on their phones and would simply skip longer emails for later.
It’s recommended that you keep emails short and use an attachment for more detailed information such as a proposal or pricing breakdown.
Be Responsive
Don’t keep your clients (potential or existing) waiting for long. Always make sure you respond to clients as soon as possible.
In this information age where clients have easy access to your competitors, it’s advisable to always respond to clients within the shortest possible time to avoid losing them to your competitors.
Professional Tone
Maintain a professional tone in your email communication with clients. Irrespective of your personal relationship with the client, you should always maintain a professional tone.
Avoid the use of emojis, slang, and other casual forms of language. That said, being overly formal can also backfire on you.
Avoid “Dear Sir” which isn’t personal and overly formal. Using a client’s name makes the service more human in many ways as it shows that you care enough to remember their name.
It also shows the client that they are more than a number or goal and that you care enough to address them as an individual. You can use something like “Hi Chris” or “Chris”.
Proofread
Let’s face it, an email filled with grammatical errors doesn’t scream credible to anyone. And no one would want to do business with someone who can’t make the time to correct errors in a simple email.
It’s advisable to proofread your emails before you send them as spelling and grammar errors can make you appear unprofessional and avoid any damage to your credibility.
You can leverage tools like Grammarly to help you identify simple errors in your email. Keep in mind that this tool isn’t perfect, so it’s advisable to double-check any changes it may suggest.
Clear Reasons
Let them know the exact information you’re requesting and what you’ll be using it for. Don’t complicate it by turning it into an essay. Let them know what you’ll be using it for in as few sentences as you possibly can.
Subject Line
While subject lines may not present every bit of information in your email, it helps clients determine the contents of an email.
Make sure your email includes a subject line that presents its general-purpose to the client even before they open it.
The client may simply skip to other pressing emails if they don’t see a subject line or easily understand the intent of your subject line.
A typical example is:
Request for Additional Information on {{Title}}
End Formally
If you need them to take a specific action, this is where you include it. You can try something like this:
Thank you for your prompt attention to this matter.
Signature
Your email should include a formal signature. This may include your full name, company name, and job role.
Example:
Best regards,
{{Full Name}}
Sample Email To Client For More Information
Template 1: Requesting Additional Information
Email Subject
Request for Additional Information on {{Project Title}}
Body
Hi {{Client’s First Name}},
I hope this finds you well. I would like to request additional information on the {{Project Title}} project. I’ve specified the exact information below and would appreciate it your response at your earliest convenience.
{{Information You Need 1}}
{{Information You Need 2}}
{{Information You Need 3}}
{{Information You Need 4}}
Please let me know if you have any concerns. Thank you for your assistance.
Best regards,
{{Your Full Name}}
{{Job Role}}
{{Phone Number}}
{{Email Address}}Template 2: Requesting Clarification – Additional Information
Email Subject
Request for Additional Information on {{Project Title}}
Body
Hi {{Client’s First Name}},
I hope this email finds you well. I am currently working on the {{Project Title}} project, and would greatly appreciate your input on a few key aspects:
{{Information You Need 1}}
{{Information You Need 2}}
{{Information You Need 3}}
{{Information You Need 4}}
I would appreciate it if you could get back to me at your earliest convenience. Please let me know if you have any concerns. Thank you for your assistance.
Best regards,
{{Your Full Name}}
{{Job Role}}
{{Phone Number}}
{{Email Address}}Template 3: Requesting Clarification – Additional Information
Email Subject
Request for Additional Information on {{Project Title}}
Body
Hi {{Client’s First Name}},
Thanks for sending {{What They Sent}}. I’ve taken a look at the {{Project Requirements}} but I noticed that you didn’t include {{What Is Missing}}. I would like to start work on the project and would appreciate it if you could provide the information below:
{{Information You Need 1}}
{{Information You Need 2}}
{{Information You Need 3}}
{{Information You Need 4}}
I would appreciate it if you could get back to me at your earliest convenience. Please let me know if you have any concerns. Thank you for your assistance.
Best regards,
{{Your Full Name}}
{{Job Role}}
{{Phone Number}}
{{Email Address}}
