10 Client Success Email Templates That Actually Work

You don’t need another bloated “best practices” guide. You need emails that get opened, get read, and get a response. These 10 client email templates are field-tested — clear, respectful, and built to move conversations forward without wasting anyone’s time.

Feel free to copy, paste, and tweak to fit your voice.

1. Welcome + Next Steps

Subject: Welcome to [Your Company Name] — Here’s What’s Next

Hi [Client Name],

We’re excited to get started. To make sure we’re aligned from Day 1, here’s what happens next:

• [Step 1]

• [Step 2]

• [Kickoff date or link to book a call]

Let me know if anything is unclear. I’m here to make this easy.

— [Your Name]

Client Success Manager

2. Post-Kickoff Recap

Subject: Kickoff Recap + Follow-Up Items

Hi [Client Name],

Thanks again for your time today. Here’s a quick summary of what we covered and what’s coming up:

• Key decisions: [Brief notes]

• Action items: [Assigned owners and due dates]

We’re on track to [milestone/goal]. You’ll hear from me again by [date] with updates.

3. Project Update (No Surprises)

Subject: Weekly Update: [Project/Client Name]

Hi [Client Name],Here’s your update for the week of [date]:

• ✅ Done

• 🔄 In Progress

• ⚠️ Risks/Issues

No action needed on your end unless noted. Let me know if you'd prefer a different format or frequency.

4. Delayed, But Under Control

Subject: Update on [Deliverable] — Revised Timeline

Hi [Client Name],

Quick heads-up: [Explain the delay in one sentence — no excuses].Here’s what we’re doing to keep things moving:

• [Fix or mitigation]

• Revised ETA: [New date]

I’ll keep you posted if anything changes again. Appreciate your patience.

5. Feature Request Response

Subject: Re: [Feature Request]

Hi [Client Name],

Thanks for bringing this up. We’ve passed your request to [Product/Dev team], and here’s where it stands:

• [In review / planned / not on roadmap]

Even if this doesn’t happen immediately, your feedback helps us shape the roadmap. I’ll keep you posted.

6. Upsell, Soft Approach

Subject: Noticed Something That Might Help

Hi [Client Name],

As we’ve been working together, I noticed [specific problem or opportunity]. We have something that could make a real difference: [Product/Service].

Happy to walk you through it if you're interested — no pressure.

7. Smoothing Over a Mistake

Subject: We Missed the Mark — Here’s What We’re Doing

Hi [Client Name],

We dropped the ball on [what happened], and I want to personally apologize. Here’s what we’re doing to fix it and prevent it from happening again:

• [Correction]

• [Process change]

Let me know if you’d like to discuss live — I’m available [insert availability].

8. Pre-Renewal Check-In

Subject: [Client Name], Let’s Talk Before Renewal

Hi [Client Name],

Your renewal date is coming up on [date], and I want to check in early. Let’s make sure you’re still getting full value and talk through what’s next.

Here’s my availability: [link or time options].Looking forward to hearing how things are going on your side too.

9. Client Feedback Request

Subject: Quick Feedback?

Hi [Client Name],

I’d love your input on how things are going so far.

• What’s working well?

• What could be better?

• Anything I can do differently to support you?

No need for a long write-up — even a few lines would help. Appreciate your time either way.

10. Friendly Nudge (Ghosted, Not Gone)

Subject: Just Checking In

Hi [Client Name],

Haven’t heard back in a bit — just making sure everything’s okay on your end. If this project is still active, let me know how you’d like to proceed.

If priorities have shifted, no problem. Just say the word, and we’ll adjust on our side.

Use them. Edit them. Save them.These templates aren't just polite — they're built to move projects forward, patch issues fast, and show clients you're actually paying attention.

Want a downloadable version? Click here for a PDF version.