Email Template Examples

I’ve been cleaning up my site and my email accounts in preparation for turning most of my attention over to teaching. Part of that has included making sure information people ask for frequently is either provided automatically or is easy to access.

We’ve always made use of saved email templates (called “Saved Replies” in HelpScout, my email provider of choice for the main inbox that I share with my admin person) as something that speeds up our workflow and ensures we get all the important info out every time. I thought it might be helpful to share some of those templates here so that others can make use of the info/ examples.

The “Your Estimate is Ready” Email

We sent this out, as the name implies, once an estimate is complete and ready to go out to the potential client. All estimates were done via Pancake App.

Our estimate for your project is ready! Please access it here: [URL]

We use invoices and estimates both as a financial document but also as a way to make sure everyone is on the same page about the project scope and timeline from the outset. As you review the estimate, please consider:

Do you see everything you’re hoping to include in the project scope listed? We want to be sure the estimate covers the full scope in detail so that we’re on the same page from the outset.

Does the estimated timeline match your expectations? Note that no specific timeframe is guaranteed until deposit and contract are received.

• There are a number of website costs that are not covered in a development quote that you may want to keep in mind as you plan your overall budget, see this blog post for more on WordPress site costs.

Let us know if you have any questions at all about your estimate – we’re happy to talk through it! You may also want to review a sample version of our contract:

The next step, should you approve this estimate, is a 50% deposit and execution of the contract.

We hope to work with you on your project and look forward to hearing from you!

We’ve edited this a lot over time to get to this point. I think the key things in here are that it’s super clear about the process and also how we use the estimate to agree on scope. I also love the post about site costs that are not included, to help prevent surprises later in the project.

The “Here’s Your Invoice” Email

This one is nothing that special, just a useful frame that gets the necessary info out quickly to new clients.

We’re looking forward to working with you on your project!

You can find your invoice with payment links here: [URL]

Please note that a deposit of [AMOUNT] is due immediately to secure your spot on our schedule. There is a link on the invoice page to submit your payment via PayPal or credit/debit card.

I’ll be sending your contract along shortly via an online service called CudaSign, so keep an eye out for that as well. Very occasionally the e-contracts end up in a ‘spam’ folder so be sure to look there if you don’t receive your contract by the end of today.

Please don’t hesitate to reach out with any questions!

This helped us make sure that initial project processing was SUPER fast and efficient. It also cut way down on the number of emails we got from people who weren’t sure how to pay or couldn’t find the contract email.

The “End of Project” Thank You

This email wasn’t one we always used, but it was helpful when Brianne had been in touch with a client and wanted to do a final confirmation and thank you from her as well (usually I am talking to clients in other ways around launch).

I know you (hopefully) already got at least one auto-notification acknowledging your payment, but I wanted to check in in person one more time and say thank you! It’s been a pleasure working with you on your website, and we wish you the best.

Please let us know (via the contact form or by emailing [EMAIL ADDRESS]) if you have any questions as you continue to get to know your website, and/or if there’s anything we can help you with in the future.

If you haven’t already, we also suggest you sign up to our clients-only email list [LINK] so that we can send you any urgent/ important notices regarding your site (for example, major plugin updates or important changes to Shopify or WordPress).

It was also a way to encourage ongoing follow up from clients if they have questions and to remind them about the email list we used for a short series of end-of-project notes (about things like security and reminders about the bug fix window).


In addition to the full email templates above, we used a bunch of small snippets that could be inserted into other emails. These were mainly bits of instructions that we had to retype a lot, and/ or information that included links that we didn’t want to have to remember or look up each time. For example:

Please go to the following link and enter your name and email. It is prefilled with the “send to” email address, so you can then just hit the button to send your details to us. Link:

(Notice how we pre-filled it with the email address we wanted the report sent to.)

Other snippets we save like this include affiliate links to services we recommend a lot (like Shopify) and links to company forms like our W-9.

Do you use saved replies? Any great ones you want to share?

This is not goodbye

Time is of the essence, so I’m just going to jump right in here. As some of you know, I am leaving the web development world and going back into the classroom. Generally when I mention this to people in person, I get reactions like disbelieving laughter, or very wide eyes and a long pause followed by “Wow.”

I’m going to be teaching 5th grade at a school in West Philadelphia. It’s going to be tough, which I know because I’ve taught here before. It’s going to be a pay cut from what I was making running my business. It’s going to mean a lot less schedule flexibility.

However, it’s also going to mean that I will feel so much better knowing that I’m having a direct daily impact on the opportunities available to children who do not have enough in the way of opportunity. I say that I am committed to public education and to working to remove the achievement gap, but I haven’t felt that I’ve been doing enough to back those words up.

I’m not trying to imply that everybody should be in a classroom or that web development work isn’t important – I don’t think either of those things at all. Websites provide opportunities, too. But I’m a certified, highly qualified (not just in NCLB terms) elementary teacher. I can teach, and I can do right by my students, so that’s what I need to be doing.

This doesn’t mean I’m leaving the web world completely or forever. I’ll still be around, messing with code, maybe doing some writing about code, and connecting with you all. I have cherished the community I’ve found here and I have no plans to leave completely. I’ll be much less available, though, and I’m not taking on any direct client projects once I finish my active projects.

So it’s not really goodbye, it’s just a shift.

If you’re interested in keeping in touch with what I’m doing in my classroom (including ways you can get directly involved via donations, or volunteering if you’re local), I set up a little MailChimp list:

You can tell by the total lack of design on that list sign up that I’m beyond busy, so I’m going to leave it at this for now.

Thanks for reading my blog and let’s stay in touch :)

Ask Me Anything

ask me anything

As an innately nosey curious person, I love reading Q&A and AMA (“Ask Me Anything”) posts. I was inspired by the one Bre did to give it a go myself.

So here you go, this is your invitation to ask me anything. Really, anything! It doesn’t necessarily have to be development-specific (although I reserve the right to politely decline to answer).

Leave your question(s) in the comments and I’ll answer them in comment replies so be sure to check back.

Three Quick Links: Email Newsletter Inspiration

Three quick links for email newsletter inspiration

I’m headed out of town today for LoopConf in Las Vegas, where I’ll be speaking about workflow and automation tools and also learning a whole lot about WordPress development. I am both insanely excited and insanely nervous.

I’ll likely post more about the experience when I get back, but in the meantime I’ll leave you with a few sites I’ve been enjoying for email inspiration (for customer onboarding, newsletters, etc.).

Two of these three links are via email expert Clinton Wilmott, so thanks Clinton!


Campaign Monitor has a really nice gallery that you can sort by format/ type (number of columns, announcement vs invitation).

Campaign Monitor's email gallery


There’s also a really great collection from Creative Mornings in partnership with MailChimp, fittingly called “Out of the Ordinary Emails”. Just like it says, these trend more out there/ creative and are super inspiring.

Out of the Ordinary Emails from Creative Mornings and MailChimp


Finally, Really Good Emails is a site completely dedicated to just that (I also love how it’s “good” in the name not something superlative). It’s filterable by a whole ton of different types of emails from Alerts to Thank You, and the “good” goes beyond just design to content as well.

Really Good Emails

Noted: 31st Birthday Edition


It’s my 31st birthday this weekend, so I’m going to take a break from all the heartbreaking news from around the world (although if you’re looking for a way to support Nepal, check this out) and celebrate with this completely self-centered post rounding up a bunch of random things I really like, just because I like them. It’s in the same vein as the Noted roundups I do from time to time but even more random.


London shop Present and Correct has what is probably my favorite fun/ inspirational Twitter account of all time. I particularly love the imagery they share, such as:

They also kill it in text format:


Like many little kids these days, my boys love their iPhone/ iPad/ Kindle Fire apps. My favorite set of apps are the ones from Sago Mini because they’re beautifully designed and illustrated and are full of open-ended exploration and sweet interactions. My little guy loves cars and other vehicles, so we recently added their Road Trip app to our collection. This photo is from their website:

Sago Mini Roadtrip


While I do vote, I am not especially into politics, nor do I actually watch SNL or Jimmy Fallon, so there is no motivation in sharing this video other than that it is funny:


The Free Library of Philadelphia is so great. I’ve been continually impressed with how they are constantly improving with everything from a great digital collection to free memberships to Treehouse for people looking to learn to code.

Free Library of Philadelphia


While nothing really compares to seeing great artwork in person, when I find myself with no time to get out to museums but in need of inspiration I turn to the MOMA online collection. You can browse by department and time period, search, and see all kinds of interesting stuff that’s not on public display.

MOMA's online collection


My undying thanks to whoever introduced me to Mean Tweets. They completely crack me up, way more than they probably should. (NSFW)


Another hobby of mine that I don’t have much time for these days is sewing. I’ve been stockpiling patterns from Deer&Doe for when I can spend more time on my machine.

Deer&Doe sewing patterns


Last, back in design land, I really really love the Badass Lady Creatives site and blog, which introduces me to so many fantastic artists and other creative types. I have a thing for illustration, so I particularly love those features.

BA Lady Creatives screenshot

What’ve you been enjoying online lately? Any other funny videos I should check out?