Draft a client email based only on the details below. I am [SENDER ROLE] writing to [RECIPIENT AND RELATIONSHIP]. The purpose is [EMAIL PURPOSE]. Relevant facts, status, and context are [FACTS AND CONTEXT]. The action I need from the client is [CLEAR ASK]. The required tone and constraints are [TONE AND CONSTRAINTS]. Write a subject line plus an email of 120 to 220 words. Start with the practical reason for writing, not a generic greeting or a long recap. In the body, put the current status or key decision in the first two sentences; give only the context the client needs to understand it; state one primary ask with a date, decision, document, or next step when available; and close with what happens after they respond. If there is a delay, mistake, risk, scope change, or missing information, acknowledge it directly without blame, speculation, or unsupported assurances. If the email asks for approval, identify exactly what is being approved and any consequence of waiting. If it involves fees, delivery dates, contract terms, legal commitments, or regulated advice, do not invent terms or make commitments beyond my supplied facts; flag missing approval language instead.
Provide two subject lines: one direct and one warmer. Then provide the email and a one-line “send check” listing anything I must confirm before sending. Avoid fake urgency, vague phrases such as “circle back,” and multiple competing calls to action. Ask up to 3 clarifying questions only if a required input is missing. Before answering, check that every factual claim appears in my context and that the client can identify the requested next action in one read.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [SENDER ROLE] | State your role and company or team context if it should appear in the message. | Account manager at a payroll software company. |
| [RECIPIENT AND RELATIONSHIP] | Describe the recipient, account relationship, and their level of familiarity with the topic. | Jordan Lee, HR director at a 220-person client; we meet monthly and their renewal is in November. |
| [EMAIL PURPOSE] | State the single main reason for the email. | Request approval to move the implementation milestone by one week. |
| [FACTS AND CONTEXT] | List the verified facts, dates, prior discussion, attachments, and relevant constraints. | The client’s employee-data export arrived Sept. 18, but three required fields are blank. Our original go-live was Oct. 6; Oct. 13 preserves two full payroll test cycles. The data-mapping sheet is attached. |
| [CLEAR ASK] | State the exact response, approval, file, decision, or meeting you need. | Confirm by Sept. 26 that Oct. 13 is acceptable, or send the completed missing fields by Sept. 24 to retain Oct. 6. |
| [TONE AND CONSTRAINTS] | Describe the tone, length, sensitivity, and words or commitments to avoid. | Direct and accountable; do not blame the client or promise a date that has not been approved by implementation. |
How to use
- Fill in only verified facts, including dates and the exact action you need from the client.
- Choose the version whose tone fits the relationship, then confirm the send-check items before using it.
- Make the primary ask visually unmistakable and remove secondary requests unless they are essential.
- Follow up with: “Make this 90 words, keep the same facts, and add a polite response deadline without sounding threatening.”
Variations
Project delay
Use this when you need to report a delay and propose a recovery plan.
Write a client email about a project delay. I am [ROLE], writing to [CLIENT]. The delayed deliverable is [DELIVERABLE], originally due [ORIGINAL DATE]. Verified cause and current status: [FACTS]. The revised plan, dependencies, and decision needed are [RECOVERY PLAN]. Write a 150-word email with a direct opening, accountable language, a specific new milestone only if supplied, and one clear approval or information request. Do not assign blame, minimize impact, or promise outcomes not supported by the plan. End with items I must verify before sending.
Payment reminder
Use this when an invoice needs a professional follow-up.
Draft a payment-reminder email to [CLIENT CONTACT]. Invoice details are [INVOICE DETAILS], and prior reminders or agreements are [HISTORY]. The current account status and permitted escalation are [POLICY]. Write a concise, respectful email that states invoice number, amount, due date, payment method or link placeholder, and the exact requested action. Separate confirmed facts from anything I need to verify. Do not threaten legal action, waive fees, alter terms, or state an account consequence unless I supplied approved language.
Discovery follow-up
Use this after an initial client meeting to confirm needs and next steps.
Write a follow-up email after a discovery call with [CLIENT]. Notes from the meeting are [CALL NOTES]. Our proposed next step is [NEXT STEP], and unresolved questions are [OPEN QUESTIONS]. Produce a subject line and a 180-word email that thanks the client briefly, summarizes only confirmed priorities, distinguishes client statements from our recommendations, lists named owners and dates where supplied, and asks for one response. Do not imply agreement on scope, pricing, timeline, or outcomes that the notes do not support.
Tips
- Write the ask as a concrete verb plus object and deadline: “Approve the revised scope by Thursday,” not “Let me know your thoughts.”
- For bad news, lead with the impact and recovery plan; burying it after a long apology makes the client work to find the point.
- Do not let an AI draft add “we will make this right” or a new delivery date unless you have authority and evidence for it.
- If the client must choose between options, give a recommendation and explain the operational consequence of each choice in one sentence.
FAQ
How long should a client email be?
Most operational emails work in 120 to 220 words. Use more length only when the client needs context to make a decision.
Should AI write a difficult client email?
It can help structure the message, but supply the verified facts and confirm any promises, pricing, contractual language, or escalation with the responsible owner.
How do I make a follow-up less pushy?
Reference the decision or input needed, explain what it enables, and give a reasonable date rather than adding vague urgency.