When working on projects for clients, it’s normal to request some documents from them. Maybe you’re developing some form of software for the client and need them to send you the software requirement specification or something else.
Irrespective of what document you may need from the client, the last thing you want to do is spend time thinking about how to appropriately structure the email.
After all, UnitWriter has already done that for you. You simply need to leverage the professional templates we provide, modify them and then send them to the client.
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
What exact document do you need from the client? If you need multiple documents, make sure they’re clearly listed, possibly in bold.
If it’s something they may have but do not know exactly what they are, it’s up to you to describe exactly what you need for them to easily understand.
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:
Missing Document Request
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 time and attention.
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 Requesting Documents
Template 1: Requesting Multiple Documents – Freelancer
Email Subject
Request for Additional Documents
Body
Hi {{Client’s First Name}},
I hope this finds you well. I noticed that you forgot to attach the documents below in your earlier response. It’s essential {{Reasons why they need to send the documents}}.
{{Document 1}}
{{Document 2}}
{{Document 3}}
{{Document 4}}
I would greatly appreciate it if you could forward them to me at your earliest convenience. Thank you for your time and attention to this matter.
Best regards,
{{Your Full Name}}
{{Phone Number}}
{{Email Address}}Template 2: Requesting Multiple Documents – Company
Email Subject
Request for Missing Documents
Body
Hi {{Client’s First Name}},
Thanks for your prompt response. We’ve reviewed the documents you provided and would appreciate it if you could provide the following documents, so we can proceed with the {{What you need it for}}.
{{Document 1}}
{{Document 2}}
{{Document 3}}
{{Document 4}}
We would appreciate it if you could send these documents to us by {{Deadline Date}} to avoid any delay in the project timeline.
Please let us know if you have any questions or concerns. Thank you for your cooperation.
Best regards,
{{Your Full Name}}
{{Job Role}}
{{Phone Number}}
{{Email Address}}Template 3: Requesting Documents – Follow-Up
Email Subject
Following Up on Pending Documents
Body
Hi {{Client’s First Name}},
I hope this finds you well. This is a follow-up to our previous email requesting the documents below. As we’re still {{What you’re doing on the project}}, it would help us {{How the documents will help}}.
{{Document 1}}
{{Document 2}}
{{Document 3}}
{{Document 4}}
We would appreciate it if you could send these documents to us by {{Deadline Date}} to avoid any delay in the project timeline. We’re available if you need any additional details.
Thank you for your time and assistance.
Best regards,
{{Your Full Name}}
{{Job Role}}
{{Phone Number}}
{{Email Address}}Template 4: Requesting Specific Document – Deadline
Email Subject
Request for {{Document Name}}
Body
Hi {{Client’s First Name}},
I hope this finds you well. I’m excited to get started on your {{Project Title}} project as soon as possible. I’d like to request for {{Document Name}} for {{What you’ll be doing with the document}}.
If possible, please send these documents by {{Deadline Date}} to avoid any delay in the project timeline. I’m available if you need any additional information.
Thank you for your time and assistance.
Best regards,
{{Your Full Name}}
{{Job Role}}
{{Phone Number}}
{{Email Address}}
