Upwork Message to Client: 15 Sample Templates for Every Situation

Hi [Client Name],

Thank you for the invite. I've reviewed your job post carefully and I'm interested in the project.

A quick question before we get into the details: is the [specific requirement from their post] already in place, or would that be part of what I'm scoping?

Happy to jump on a call or continue here, whichever works best for you.

[Your Name]

Hi [Client Name],

I sent a proposal a few days ago for [Job Title] and wanted to make sure it came through.

If you have any questions about my approach or want to discuss the project in more detail, I'm available this week.

Either way, best of luck with the hire.

[Your Name]

Hi [Client Name],

I'm putting together a proposal for your [Job Title] post and have one question before I finalise it: [specific question about scope, tech stack, timeline, or deliverable].

The answer will affect how I structure the approach and estimate the timeline. Happy to get into more detail once I hear back.

[Your Name]

Hi [Client Name],

Thank you for the offer. I'm accepting and looking forward to working on this with you.

Before I start, a couple of things that will help me hit the ground running: [2 specific onboarding questions: access, tools, existing materials, or priority].

I'll [specific first deliverable or first action] by [date]. Let me know if there's anything else you'd like to cover before we kick off.

[Your Name]

Hi [Client Name],

Glad we're working together on this. Here's how I like to start a new project to make sure we're aligned from day one:

1. Confirm the primary goal and what "done" looks like
2. Agree on how we'll communicate (here, email, Slack, or call)
3. Identify any access or materials I'll need from your side

From your post, I understand the main objective is [restate key goal from job post]. Does that match your priority, or is there something more pressing?

[Your Name]

Hi [Client Name],

Just checking in. Did you get a chance to review what I sent?

No pressure at all, I know you're reviewing multiple proposals. If there's any additional information that would help you decide, I'm happy to provide it.

[Your Name]

Hi [Client Name],

It was good speaking with you [yesterday / earlier this week]. I wanted to follow up and see if you had any remaining questions after our conversation.

If you're still evaluating options, I'm happy to clarify anything about my approach, timeline, or pricing. Otherwise, I'm ready to start as soon as you give the go-ahead.

[Your Name]

Hi [Client Name],

I noticed the post for [Job Title] has closed. I had submitted a proposal and wanted to reach out directly in case you're still in the decision phase or have a similar project coming up.

If the role is filled, no worries at all. I wish you success with it. If there's still an opening, I'd be glad to reconnect.

[Your Name]

Hi [Client Name],

[Milestone name] is complete. Here's a summary of what's been delivered:

- [Deliverable 1]
- [Deliverable 2]
- [Deliverable 3]

You can review it at [link or attachment]. Please let me know if anything needs adjusting before I move on to [next milestone].

If everything looks good, I'll start on [next step] on [date].

[Your Name]

Hi [Client Name],

I want to flag early that [deliverable] will take [X additional days] longer than originally scoped.

The reason: [specific, honest reason: unexpected complexity, dependency on third-party, scope addition].

To keep the overall project on track, I'll [specific action to mitigate: prioritise this, work additional hours, adjust scope elsewhere]. The revised delivery date is [new date].

Let me know if this creates any issues on your end.

[Your Name]

Hi [Client Name],

We're now [at the halfway point / past milestone 2], and I'd like to get your feedback before I continue.

Specifically: [1–2 targeted questions about what you need their input on].

Even a quick reply will help me make sure the next phase matches what you're expecting.

[Your Name]

Hi [Client Name],

I need to let you know that I won't be able to proceed with this contract. [Brief honest reason: a conflicting commitment came up / the scope has changed beyond what I can deliver in this timeframe / a personal situation].

I'm sorry for any inconvenience. I know timing matters here. I'd recommend [practical suggestion for them: re-posting, specific type of freelancer to look for].

I hope the project goes well.

[Your Name]

Hi [Client Name],

I'd like to discuss closing out this contract. [Specific reason: project scope has shifted significantly / the deliverables no longer align with what I can provide / mutual agreement that it's not the right fit].

I've completed [what you've delivered so far]. I'm happy to hand over all files, documentation, and any notes that would help whoever takes over.

Please let me know how you'd like to proceed.

[Your Name]

Hi [Client Name],

It was great working on [project name] with you. I've submitted my review of the experience from my side.

If you're happy with the outcome, I'd really appreciate a review when you get a moment: it makes a big difference for freelancers on Upwork.

Either way, feel free to reach out if you ever need similar work done.

[Your Name]

Hi [Client Name],

Thanks again for the project. It was a good one to work on. If you have follow-up work, updates, or anything in a similar area down the line, feel free to reach out directly. I keep a short client list so I can give each one proper attention.

Hope things go well on your end.

[Your Name]