10 CRM Email Templates for Small Business

Hi [Name],

Thanks for reaching out! I'd love to learn more about what you're looking for.

To get started, could you share a bit about [your project/what you need/your timeline]? That'll help me put together the right approach for you.

Happy to hop on a quick call if that's easier. Here's my calendar: [link]

Talk soon,
[Your name]

When to use: The moment someone fills out your form or sends an inquiry email. Speed wins.

Hi [Name],

Great talking with you today! Here's a quick recap of what we discussed:

- [Key point 1]
- [Key point 2]
- [Next step]

I'll have a proposal over to you by [date]. In the meantime, let me know if any questions come up.

[Your name]

When to use: Within 2 hours of your discovery/consultation call.

Hi [Name],

Just sent over the proposal for [project name]. You'll find the scope, timeline and pricing all laid out.

Take your time reviewing it. I'm happy to walk through anything on a quick call if that helps.

I'll check in later this week if I don't hear from you first.

[Your name]

When to use: Alongside every proposal you send. Sets expectations for follow-up.

Hi [Name],

Just checking in on the proposal I sent over on [date]. Had a chance to look it over?

Happy to answer any questions or adjust anything that doesn't fit. No pressure at all.

[Your name]

When to use: 3 days after sending a proposal with no response. This is the #1 revenue-saving template. (Automate this)

Hi [Name],

We're officially kicking off! Excited to work together on [project].

Here's what happens next:
1. [First step - e.g., intake form link]
2. [Second step - e.g., kickoff call scheduling]
3. [Timeline overview]

If you have any questions before we get started, I'm here.

[Your name]

When to use: Immediately when a client signs. First impression of working together. (Full onboarding guide)

Hi [Name],

Quick check-in! We're about halfway through [project/phase]. Here's where things stand:

- [Progress update]
- [What's coming next]
- [Any decisions needed from them]

Everything tracking well on your end? Any concerns or changes I should know about?

[Your name]

When to use: Midway through any project longer than 2 weeks. Prevents surprises at delivery.

Hi [Name],

Everything is delivered! [Brief description of what was delivered and where to find it].

Please take a look and let me know if you need any adjustments. I'm here for [revision period/support window].

It's been great working with you on this. Looking forward to the next one!

[Your name]

When to use: With every final delivery. Clean handoff that sets up the review request.

Hi [Name],

Hope you're enjoying [the finished product/results]!

If you have 30 seconds, a quick Google review would mean a lot to my business: [Google Review link]

No worries if not. I appreciate you either way.

[Your name]

When to use: 3-7 days after delivery when satisfaction is highest. Automate this for every client.

Hi [Name],

Hope [project/product] is still treating you well!

Quick question: do you know anyone who could use similar help? If so, I'd love an introduction. No pressure at all. Just thought I'd ask since we had such a great experience working together.

Thanks for thinking of me,
[Your name]

When to use: 30 days after project delivery. The ask is natural when the work is fresh. (Referral system guide)

Hi [Name],

It's been a while! Just wanted to check in and see how things are going with [their business/the project we did].

I've been [brief update about your business - new service, case study, etc.]. Would love to catch up if you have 15 minutes.

Either way, hope you're doing well!

[Your name]

When to use: 90 days after last contact with any client or prospect. Reactivates dormant relationships before they forget you.