Fast, clear replies win jobs and good reviews on Upwork. But when English is not your first language, a simple message can take a long time to write. Here are 15 short templates for the situations freelancers meet every week. Change the brackets and send.
When a client messages you first
1. Thank and ask the key questionHi [name], thanks for reaching out. Happy to help with [project]. To give you an exact plan, could you tell me [key question]?
2. Confirm you understoodJust to confirm: you need [deliverable] in [format] by [date]. Is that right?
Before you start
3. Share your planHere is how I will do it: [step 1], [step 2], [step 3]. You will get [deliverable] by [date].
4. Offer a small sampleWould a short sample of [5 rows / one page] help you check the quality before we start?
5. Ask for missing detailsBefore I begin, could you share [file / access / example] so I match exactly what you need?
During the work
6. Progress updateQuick update: [part] is done, and I am now working on [next part]. Everything is on track for [date].
7. A question in the middleSmall question so I get this right: should [option A] or [option B]?
8. If you need more timeI want to make sure the quality is right, so I need one more day for [reason]. I will deliver by [new date]. Is that okay with you?
Delivery and revisions
9. DeliveringThe [deliverable] is ready and attached. [One line on what is included]. Let me know if you would like any changes.
10. Accepting a revisionThanks for the feedback. I will update [part] and send the new version by [time].
11. A change outside the scopeHappy to add [new request]. It is outside the original scope, so it would be [price / time]. Shall I go ahead?
Payment and closing
12. Friendly payment reminderHi [name], just a reminder that the milestone for [part] is ready for review. Please let me know if anything needs changing.
13. Asking for a reviewIt was great working with you. If you are happy with the result, a short review would mean a lot to me.
14. Offering future helpIf you need [related service] later, I would be glad to help again.
Saying no politely
15. DecliningThank you for thinking of me. This one is outside my main skills, so I would not be the best fit, but I wish you success with it.
Three rules for every client message
- Reply fast, even if it is just to say when you will reply properly.
- One message, one main point. Short paragraphs, clear dates.
- Keep everything on Upwork: messages, files and payment.
To turn your own words into a polite English reply, use Fix my English. Inside Upwork chat, the SunReply extension reads the conversation, explains it in your language and suggests replies you can edit and send yourself.
Write in your language, post in EnglishSunReply adds one button to every LinkedIn post and Upwork job. 50 free credits.
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