01 · The cold pitch
Under 120 words. Send five a day, every day, tracked on the Board. Line one is what kills your competition — 95% of them send an obvious template.
Hi [FIRST NAME], Saw [SPECIFIC RECENT THING — their new product, last week's video, the packaging redesign]. [ONE GENUINE SENTENCE ABOUT IT]. One thing I noticed: [SPECIFIC, NON-INSULTING PROBLEM — e.g. your last three Reels have no captions, and most people watch on mute]. I [WHAT YOU DO] for [WHO YOU DO IT FOR]. I'd [ONE CONCRETE THING YOU'D DO] — here's the closest thing I've done: [ONE LINK. ONE. NOT YOUR WHOLE PORTFOLIO] Want me to send a [20-SECOND SAMPLE / ONE FREE MOCKUP / QUICK LOOM WALKTHROUGH]? No charge, no obligation. [YOUR NAME]
02 · The Upwork / marketplace proposal
Same logic, different shape. They read the first two lines and decide. Put the proof early and the pleasantries nowhere.
You need [RESTATE THEIR GOAL IN YOUR OWN WORDS — proves you read it]. I've done this before: [ONE MOST RELEVANT LINK] — that was [ONE-LINE RESULT OR CONTEXT]. How I'd approach yours: 1. [FIRST STEP] 2. [SECOND STEP] 3. [THIRD STEP] Timeline: [X] days. Budget: [X] — happy to adjust once I know more about [THE THING YOU'RE UNSURE OF]. Two questions so I can be accurate: - [SPECIFIC QUESTION ABOUT THE BRIEF] - [SPECIFIC QUESTION ABOUT THE BRIEF] [YOUR NAME], [YOUR CITY] ([YOUR TIMEZONE])
03 · Confirming scope before you start
The single most valuable message on this page. Send it after they say yes and before you touch the work. It prevents most disputes that ever happen.
Great — excited to start. Just confirming so we're both clear: WHAT I'LL DELIVER - [DELIVERABLE 1, WITH A NUMBER — e.g. 3 logo concepts] - [DELIVERABLE 2] - Final files as [FORMATS] REVISIONS [X] rounds included. Extra rounds are [AMOUNT] each. TIMELINE Start [DATE], delivered by [DATE]. This assumes I get [WHAT YOU NEED FROM THEM] by [DATE]. PAYMENT [TOTAL] total. [50%] up front, remainder on delivery, before final files are released. NOT INCLUDED [THE THINGS THEY MIGHT ASSUME — e.g. printing, hosting, ongoing edits, social media sizes] Happy with all that? Send the deposit and I'll begin [DAY].
04 · Pushing back on extra work
Friendly, firm, no apology. You are not being difficult — you're being professional. Say it in one message and move on.
Happy to do that. It's outside what we agreed ([QUOTE THE ORIGINAL SCOPE LINE]), so it'd be an extra [AMOUNT] and add about [X] days. Want me to send an updated quote, or shall we keep this one as agreed and do that as a separate piece afterwards?
05 · Chasing an unpaid invoice
Send it weekly, unbothered, forever. Do not get emotional and do not disappear — both of those cost you the money.
FIRST NUDGE (day 1 after due date) Hi [NAME], just following up on invoice [#] for [AMOUNT], which was due [DATE]. Could you let me know when it's scheduled for payment? Thanks! SECOND NUDGE (one week later) Hi [NAME], checking in again on invoice [#] ([AMOUNT], due [DATE]). Re-attaching it here in case it got lost. Is there someone else I should send this to? THIRD NUDGE (two weeks later) Hi [NAME], invoice [#] is now [X] weeks overdue. I'll need to pause [ANY ONGOING WORK] until it's settled. Let me know if there's a problem on your end I can help with — happy to work something out, I just need to hear from you.
06 · Raising your rates with an existing client
I was terrified of this for two years. When I finally doubled my prices I lost exactly one client and earned more that month than in the previous three.
Hi [NAME], I've really enjoyed working on [PROJECT / THE LAST YEAR] — [ONE SPECIFIC THING THAT WENT WELL] was a highlight. From [DATE — give them at least 30 days] my rate for this work is moving to [NEW AMOUNT]. This reflects [SHORT, FACTUAL REASON — deeper scope, the results we've been getting, demand]. Everything we've already agreed stays at the current rate. I'd love to keep working together. Let me know if you'd like to talk it through. [YOUR NAME]
07 · Asking for the testimonial
Send it the day you deliver, while they're happy. Two weeks later they've moved on and you'll get three vague words.
Really glad you're happy with it! Small favour — would you mind writing 2–3 lines I can use as a testimonial? To make it easy, these are the questions that help most: - What was the problem before we worked together? - What did I actually do? - What's different now? Even rough notes are fine, I'll tidy the wording and send it back for your approval before using it anywhere. And if you know anyone else who needs [WHAT YOU DO], I'd really appreciate the introduction.
08 · Invoice — the fields you must include
Send a real numbered invoice from job one. It immediately changes how clients treat you. Wave generates these free.
INVOICE #[SEQUENTIAL NUMBER — start at 001 and never repeat]
FROM TO
[YOUR FULL NAME] [CLIENT / COMPANY NAME]
[YOUR ADDRESS] [THEIR ADDRESS]
[YOUR EMAIL] [THEIR EMAIL]
[TAX / REGISTRATION NO. IF YOU HAVE ONE]
Issue date: [DATE]
Due date: [DATE — say "on receipt" or "net 14", never blank]
DESCRIPTION QTY RATE AMOUNT
[SPECIFIC DELIVERABLE] [1] [X] [X]
[SPECIFIC DELIVERABLE] [1] [X] [X]
SUBTOTAL [X]
TOTAL [X]
PAID [DEPOSIT]
DUE [BALANCE]
PAYMENT DETAILS
[YOUR PAYMENT METHOD AND DETAILS]
Notes: [E.G. FINAL FILES RELEASED ON RECEIPT OF FULL PAYMENT]
09 · What your written agreement must cover
Use a written agreement even for a $50 job. This is the checklist, not legal advice — for anything significant, get a real contract reviewed by a real lawyer.
1. WHO — full legal names of both parties
2. WHAT — every deliverable, with numbers and formats
3. WHAT'S NOT INCLUDED — the assumptions that cause fights
4. WHEN — start date, delivery date, what happens if either
side is late
5. WHAT THEY OWE YOU — total, deposit %, due dates, currency
6. REVISIONS — how many rounds, cost of extras
7. WHAT THEY MUST PROVIDE — assets, feedback, access, and
by when
8. WHO OWNS THE WORK — and when ownership transfers
(answer: on full payment)
9. PORTFOLIO RIGHTS — can you show this work publicly?
10. CANCELLATION — what happens if either side walks away,
and what you keep
11. LATE PAYMENT — any fee or pause of work
12. SIGNATURES AND DATE — both sides
10 · The "before I send it" checklist
Run this before every delivery. It ticks in your browser — nothing is saved or sent anywhere.
These are structures, not spells. A template sent unedited performs worse than a clumsy message written by someone who clearly read about the client. The brackets are where the value is — if you're leaving them generic, you've copied the wrong part.
None of this is legal, tax or financial advice. I'm a freelancer sharing what I use. For anything with real money at stake, pay a professional once — it's cheaper than the alternative.