THE CLIENT REPLY KIT / THREE FREE SAMPLE TEMPLATES
Produced by Digital Kitchen
American English / USD examples

Adapt the messages for your own clients. Replace every bracketed field. Keep the guidance out of your email. Fictional examples are for illustration.

R01 / An extra request you have not assessed

WHEN TO USE
The client adds a page, format or asset that clearly falls outside the agreed deliverables. You have not decided a fee or date.

SUBJECT
[Project] additional request

TEMPLATE EMAIL
Hi [contact],

[New request] adds work beyond the agreed [deliverable]. Please send [requirements needed] so I can assess the work and offer a fee and schedule.

I have not added it to the current scope.

[Your name]

BEFORE YOU SEND
Confirm that it is genuinely additional work. Ask only for missing requirements. Do not invent a price or imply that work has started.

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R07 / Make it pop is not an instruction

WHEN TO USE
The feedback expresses a feeling but does not identify a usable change.

SUBJECT
[Project] clarification on feedback

TEMPLATE EMAIL
Hi [contact],

Could you point to the [section or asset] you want changed and describe what is not working for [audience or purpose]? An example of the direction you mean would help.

For [specific question], are you asking to change [relevant alternatives you have identified]? I can revise that part once the intended result is clear.

[Your name]

BEFORE YOU SEND
Offer alternatives only when they clarify this design. Do not assume the client wants brighter color or a larger logo.

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R18 / Follow up on an overdue invoice

WHEN TO USE
The due date has passed and your current payment record confirms that this invoice remains unpaid.

SUBJECT
Follow up on invoice [number]

TEMPLATE EMAIL
Hi [contact],

I am following up on invoice [number] for [amount and currency], which was due on [date]. My payment record shows it is unpaid as of [reporting date].

Could you confirm when payment is expected? If there is a question about the invoice, please let me know so I can address it.

[Your name]

BEFORE YOU SEND
Check status immediately before sending. Do not add a late fee, threat, extension or work suspension unless it reflects your actual decision and terms.

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