How to Craft Client Emails That Actually Get Responses

Crafting Client Emails That Actually Get Responses

Writing client emails can sometimes feel like sending a message into the void. You hit send, cross your fingers, and wait. But what if you could increase your chances of getting a reply? Here’s a simple guide to help you craft emails that don’t just get opened but also get answered.

1. Start with a Clear Subject Line

The subject line is the first thing your client will see, so make sure it counts. Avoid vague or overly clever lines that may confuse the reader. Instead, focus on something direct and relevant.

Good example: "Quick question about our project timeline" Bad example: "Let's talk about some things"

You want your client to know exactly what the email is about before they even open it. A clear subject line sets the tone and helps the reader prioritize your email.

2. Personalize Your Greeting

Always start your email with a personal touch. Use the client’s name, and if you have a closer relationship, add a simple "hope you’re doing well." It makes the email feel more like a conversation, not just a formal business communication.

Example:
“Hi Sarah,
I hope your week’s going well.”

If you're unsure of the tone to use, it's safe to stick with something more professional, like "Hello" or "Good morning." But always avoid generic greetings like "To whom it may concern."

3. Get to the Point Quickly

Clients are busy, and your email might be one of many in their inbox. That’s why you need to get to the point fast. The longer the email takes to deliver its core message, the less likely it is to get read fully.

Skip the fluff and unnecessary details. Start by stating your main purpose right away. If you're following up on something, mention that early. If you're asking for information, say what you need upfront.

Example:
"I’m writing to ask if you can provide an update on the budget approval for our upcoming project. We’re hoping to move forward by the end of the week."

4. Keep it Short

Nobody wants to read a lengthy email unless it’s absolutely necessary. Most people skim emails, so keeping yours concise and to the point will make it easier to digest and more likely to get a response.

Use bullet points or short paragraphs to break things down. If you have multiple points to address, list them. This makes it easier for the client to quickly respond to each one.

Example:
“We need feedback on the following:

• Design approval
• Finalizing the budget
• Scheduling the next meeting"

5. Be Clear About What You Want

Don’t leave your client guessing what you need from them. If you're requesting something, be explicit about it. Whether you need information, approval, or a decision, make sure your client knows exactly what action they need to take.

Example:
“Could you let me know if the design is approved by Friday? That way we can keep the project on track.”

When you’re clear about what you’re asking for, it’s easier for your client to respond.

6. Offer Flexibility

Clients are busy, and they may not always have time to respond immediately. If your email requires a meeting or a decision, offer them options. Let them know you’re flexible and willing to work with their schedule.

Example:
“If you’re available, we can have a quick call to go over the details. I’m free Monday morning or Wednesday afternoon, whichever works better for you.”

Offering a couple of options helps make it easier for your client to fit your request into their schedule.

7. Be Respectful of Their Time

Clients appreciate emails that show you understand their time is valuable. Keep your tone respectful and avoid making them feel pressured or rushed. Even if you’re following up after a few days, don’t act like you're bothering them.

Example:
“Just wanted to follow up on my previous email. I understand you’ve got a lot on your plate, but I’d appreciate any update when you have a moment.”

By acknowledging their time constraints, you come across as considerate and professional.

8. Avoid Overuse of Attachments

Attachments can slow down an email response, especially if the client is on a mobile device or doesn’t want to open multiple files. If you need to share a document, link to it instead. Use cloud services or shared drives to keep things easy.

Example:
“I’ve uploaded the project brief to Google Drive. You can access it here: [link]”

Only send attachments if absolutely necessary, and make sure they’re small and easy to open.

9. Keep Your Tone Friendly and Approachable

While your email should remain professional, there’s no need to sound stiff or overly formal. Clients are more likely to respond to emails that feel friendly and conversational.

Use simple, approachable language that reflects your personality. Avoid sounding too robotic or technical unless your relationship requires it.

Example:
“I look forward to hearing your thoughts!”
“I’m happy to answer any questions if you need more info.”

By sounding like a real person, you invite a response.

10. Use a Clear, Calm Closing

Your closing should leave the client with a sense of clarity. Instead of something generic like “Best regards,” try closing with something that directly ties to your request.

Examples:
“I look forward to hearing back from you.”
“Let me know if you need anything else.”
“Thanks for your time, and I’ll await your response.”

A good closing makes it easy for the client to know what to expect next and shows you respect their time.

11. Follow Up with Purpose

If you haven’t heard back after a few days, it’s perfectly acceptable to send a follow-up email. However, keep it polite and purposeful. A simple, “Just wanted to follow up on my last email” is often enough to remind them without sounding pushy.

You can also reference the original email to make it clear you’re still waiting on a response.

Example:
“Hi Sarah,
I wanted to follow up on my previous email regarding the project timeline. If you have a moment, could you please provide an update?”

Don’t be afraid to follow up, but remember that patience goes a long way.

12. Proofread Before Sending

Before hitting “send,” take a minute to read through your email. Typos, grammar mistakes, or unclear sentences can undermine your professionalism. Even a short email deserves a quick proofread to ensure it’s clear and well-written.

If you’re unsure, use a tool like Grammarly or ask a colleague to review it. Small details can make a big difference in getting a response.

13. Don’t Be Afraid to Be Direct

There’s a fine line between being polite and beating around the bush. When you need a decision or an answer, don’t be afraid to ask for it directly. Most clients appreciate straightforwardness over vague requests.

Example:
“I would appreciate it if you could confirm whether the proposal is good to go by the end of the week.”

Being upfront saves time and eliminates ambiguity.

Conclusion

Crafting client emails that get responses doesn’t require any fancy tricks or techniques. All it takes is clear, direct communication, respect for the client’s time, and a personal touch. Keep it short, get to the point, and make it easy for the client to respond. With a little practice, you’ll see your email reply rate go up.