Email Templates

Ready-to-Use Email Templates by Industry

Copy and customize these templates for the emails and WhatsApp messages you send to your clients, or paste them into your message templates in ClientFlow.

How placeholders work: text in double curly braces, such as {{name}}, is one of the variables ClientFlow's message-template editor offers and is filled in with the client's details when the message is sent (see the Variables Reference at the end). Anything in [square brackets] is for you to type in yourself. ClientFlow does not process payments, so put your own payment instructions where a template says [your payment details].

Universal Templates

Payment Reminder (Before the Due Date)

Subject: Friendly reminder: payment of [amount] due on [due date]

Hi {{name}},
Just a friendly reminder that your payment of {{amount}} is due on {{due_date}}.
You can pay via:

Bank transfer: [your bank details]
Other: [your payment details]

If you've already paid, please disregard this message.
Questions? Just reply to this email.
Best regards,
{{business_name}}

Payment Due Today

Subject: Payment due today - [amount]

Hi {{name}},
This is a reminder that your payment of {{amount}} is due today ({{due_date}}).
How to pay: [your payment details]
If you've already paid, thank you! Please let us know so we can update our records.
Best regards,
{{business_name}}

Overdue Payment (Gentle)

Subject: Your account needs attention

Hi {{name}},
We noticed your payment of {{amount}} was due on {{due_date}} and is now [number] days past due.
We understand things can get busy. If you're experiencing any difficulties, please let us know - we're happy to discuss options.
How to pay: [your payment details]
Best regards,
{{business_name}}

Overdue Payment (Firm)

Subject: Urgent: Outstanding balance of [amount]

Hi {{name}},
Your payment of {{amount}} is now [number] days overdue (original due date: {{due_date}}).
Please make payment immediately to avoid service interruption.
How to pay: [your payment details]
If there's an issue with this invoice, please contact us right away.
Regards,
{{business_name}}

Thank You for Payment

Subject: Payment received - Thank you!

Hi {{name}},
Thank you for your payment! We've received it and updated your account.
Payment details:

Amount received: [amount received]
Date: [payment date]
Method: [payment method]

We appreciate your prompt payment and look forward to continuing to serve you.
Best regards,
{{business_name}}

Appointment Reminder

Subject: Reminder: Your appointment on [appointment date]

Hi {{name}},
This is a reminder about your upcoming appointment:
📅 Date: [appointment date]
⏰ Time: [appointment time]
📍 Location: [location]
Please arrive 5-10 minutes early.
Need to reschedule? Reply to this email or call us at [your phone number].
See you soon!
{{business_name}}

Fitness & Sports Templates

New Member Welcome

Subject: Welcome to [your business name]! Let's get started 💪

Hi {{name}},
Welcome to the {{business_name}} family! We're thrilled to have you.
Here's what happens next:

Your first session is scheduled for [first session date]
Please bring: workout clothes, water bottle, towel
Arrive 15 minutes early to complete your fitness assessment

Your Trainer: [trainer name]
Contact: [trainer phone]
Questions? Just reply to this email.
Let's crush those goals!
{{business_name}}

Missed Session Follow-Up

Subject: We missed you today!

Hi {{name}},
We noticed you weren't able to make your session today. No worries - life happens!
Would you like to reschedule? Here are some available slots:

[available slot 1]
[available slot 2]
[available slot 3]

Reply with your preferred time, or call us at [your phone number].
We're here to help you stay on track!
{{business_name}}

Progress Celebration

Subject: 🎉 Congratulations on your milestone!

Hi {{name}},
AMAZING NEWS! You've reached a major milestone:
🏆 [milestone description]
Your dedication is paying off. Here's how far you've come:

Started: [start date]
Sessions completed: [sessions count]
Progress: [progress summary]

Keep up the incredible work. Your next goal awaits!
Proud of you,
[trainer name]
{{business_name}}

Package Expiring Soon

Subject: Your training package expires soon

Hi {{name}},
Just a heads up - your training package has [remaining sessions] sessions remaining and expires on [expiry date].
To keep your momentum going, let's schedule your remaining sessions:
Book now: [Booking link]
Or reply with your preferred times.
Ready to renew? Check out our packages: [Packages link]
Keep pushing!
{{business_name}}

Health & Wellness Templates

New Patient Welcome

Subject: Welcome to [your business name] - Your health journey starts here

Dear {{name}},
Thank you for choosing {{business_name}} for your health and wellness care.
Your first appointment:
📅 Date: [appointment date]
⏰ Time: [appointment time]
📍 Location: [location]
Please complete these before your visit:
☐ Health history form: [Form link]
☐ Insurance information (if applicable)
☐ List of current medications
What to bring:

Photo ID
Insurance card
Comfortable clothing

Questions? Call us at [your phone number].
Looking forward to meeting you,
[practitioner name]
{{business_name}}

Treatment Plan Follow-Up

Subject: Your personalized treatment plan

Dear {{name}},
Following your assessment on [assessment date], I've prepared your personalized treatment plan.
Recommended Treatment:
[treatment summary]
Frequency: [frequency]
Duration: [duration]
Next appointment: [next appointment]
Home care recommendations:
[home care instructions]
If you have any questions about your treatment plan, please don't hesitate to reach out.
To your health,
[practitioner name]
{{business_name}}

Appointment Follow-Up

Subject: How are you feeling after your session?

Dear {{name}},
I hope you're doing well after your [treatment type] session yesterday.
Quick check-in:

How are you feeling today?
Any questions about the home exercises?
Experiencing any unexpected symptoms?

Remember: [post treatment advice]
Your next appointment: [next appointment]
Reply anytime if you need anything.
Best,
[practitioner name]
{{business_name}}

Beauty & Personal Care Templates

New Client Welcome

Subject: Welcome to [your business name]! ✨

Hi {{name}},
So excited to have you as a client!
Your first appointment:
📅 [appointment date] at [appointment time]
💇 Service: [service type]
👤 Stylist: [stylist name]
A few tips for your visit:

Arrive 10 minutes early
Bring inspiration photos if you have them
Let us know about any allergies or sensitivities

Can't wait to pamper you!
{{business_name}}

"Time for a Touch-Up" Reminder

Subject: Time for your next appointment? 💅

Hi {{name}},
It's been [weeks since last] weeks since your last visit - probably time for a touch-up!
Last service: [last service] on [last visit date]
Ready to book? Here are some available times:

[slot 1]
[slot 2]
[slot 3]

Book online: [Booking link]
Or reply to this email.
See you soon!
{{business_name}}

Birthday Special

Subject: 🎂 Happy Birthday, [client name]!

Happy Birthday, {{name}}! 🎉
To celebrate YOUR special day, we have a gift for you:
🎁 [birthday offer]
Valid until: [offer expiry]
Book now: [Booking link]
May your year be as beautiful as you are!
With love,
{{business_name}}

Education & Tutoring Templates

New Student Welcome

Subject: Welcome! Let's start your learning journey

Dear [parent name],
Welcome to {{business_name}}! We're excited to work with [student name].
First Lesson Details:
📅 Date: [first lesson date]
⏰ Time: [lesson time]
📚 Subject: [subject]
👨‍🏫 Tutor: [tutor name]
What to prepare:

Recent tests/assignments for assessment
Textbook and materials
Notebook for lesson notes

Payment: [payment terms]
Questions? Reply to this email or call [your phone number].
Let's make learning fun!
[tutor name]
{{business_name}}

Progress Report

Subject: [student name]'s Monthly Progress Report

Dear [parent name],
Here's [student name]'s progress report for [month]:
📊 Sessions This Month: [sessions count]
📈 Topics Covered:
[topics list]
Achievements:
[achievements]
Areas for Focus:
[focus areas]
Homework Completion: [homework rate]%
Tutor's Notes:
"[tutor notes]"
Next month's goals:
[next month goals]
Best regards,
[tutor name]
{{business_name}}

Lesson Reminder (Parent)

Subject: Reminder: [student name]'s lesson tomorrow

Hi [parent name],
Friendly reminder about [student name]'s lesson:
📅 Tomorrow, [lesson date]
⏰ [lesson time]
📚 [subject]
Please ensure [student name] has:

Completed homework from last session
Any questions to discuss
Necessary materials

See you tomorrow!
[tutor name]

Mental Health & Therapy Templates

Initial Appointment Confirmation

Subject: Your appointment is confirmed

Dear {{name}},
Thank you for scheduling your initial appointment. I look forward to meeting you.
Appointment Details:
📅 Date: [appointment date]
⏰ Time: [appointment time]
⏱️ Duration: 60 minutes (intake session)
📍 Location: [location]
Before your appointment:
Please complete the intake forms: [intake form link]
What to expect:
Your first session is an opportunity to share what brings you to therapy and discuss your goals. Your privacy matters; we will go over how your information is handled, including the limits of confidentiality, at your first session.
If you need to reschedule, please give at least 24 hours notice.
Warmly,
[therapist name]
[credentials]
{{business_name}}

Session Reminder

Subject: Session reminder: [appointment date]

Dear {{name}},
This is a reminder about your upcoming session:
📅 [appointment date]
⏰ [appointment time]
📍 [location]
I look forward to seeing you.
Need to reschedule? Please reply or call [your phone number] with at least 24 hours notice.
Warmly,
[therapist name]

Business Services Templates

Proposal Follow-Up

Subject: Following up on our proposal

Hi {{name}},
I wanted to follow up on the proposal I sent on [proposal date] for [project name].
Quick summary:

Scope: [scope summary]
Investment: [proposal amount]
Timeline: [timeline]

Do you have any questions I can answer? I'm happy to schedule a call to discuss.
Looking forward to working together.
Best regards,
[consultant name]
{{business_name}}

Retainer Renewal

Subject: Your retainer renewal is coming up

Hi {{name}},
Your current retainer agreement ends on [end date]. I wanted to reach out to discuss renewal.
Current Agreement:

Monthly retainer: [current amount]
Services included: [services summary]

This year together:
[year summary]
I'd love to continue our partnership. Should we schedule a call to discuss next year's goals and how I can best support you?
Best regards,
[consultant name]
{{business_name}}

Meeting Follow-Up

Subject: Follow-up: Our meeting on [meeting date]

Hi {{name}},
Great speaking with you today! Here's a summary of our discussion:
Key Points:
[meeting summary]
Action Items:

[action item 1] (Owner: [owner], Due: [due date])
[action item 2]
[action item 3]

Next Steps:
[next steps]
Next Meeting: [next meeting date]
Please let me know if I missed anything or if you have questions.
Best regards,
[consultant name]
{{business_name}}

WhatsApp Templates

Payment Reminder (WhatsApp)

Hi {{name}} 👋
Friendly reminder: Your payment of {{amount}} is due on {{due_date}}.
How to pay: [your payment details]
Questions? Just reply to this message.
Thanks!
{{business_name}}

Appointment Reminder (WhatsApp)

Hi {{name}}! 📅
Reminder: You have an appointment tomorrow:
🗓 [appointment date]
⏰ [appointment time]
📍 [location]
Please let us know if you need to reschedule, or call us.
See you soon!
{{business_name}}

Thank You (WhatsApp)

Hi {{name}}! 🙏
Thanks for your payment!
Your account is all up to date. See you at your next appointment!
{{business_name}}

Variables Reference

These are the variables ClientFlow's message-template editor offers. Type them with double curly braces, exactly as shown. They are filled in with the client's details when the message is sent.

Variable	Description
`{{name}}`	Client's name
`{{phone}}`	Client's phone number (not yours)
`{{email}}`	Client's email address
`{{amount}}`	Amount still due on the payment, with the currency symbol. After a part payment it is the remaining balance, so use it in reminders rather than in thank-you messages
`{{currency}}`	Currency code
`{{due_date}}`	Payment due date
`{{month}}`	Payment month
`{{year}}`	Payment year
`{{business_name}}`	Your business name
`{{customer_notes}}`	Notes from the client's record (your internal notes—check before you send)

Everything else in these templates, such as appointment dates, locations, your phone number and payment details, is written in [square brackets]: fill it in by hand before you send. ClientFlow does not treat a reply such as "yes" as an appointment confirmation, so confirm appointments yourself.

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