Free Resource
15 ChatGPT Email Templates for Business Owners
Free swipe file from aibusinessaccelerator.au
Every template uses [BRACKET PLACEHOLDERS]. Replace with your details and paste into ChatGPT or Claude to generate your email in under 2 minutes.
Category 1: Follow-Ups (3 templates)
Template 1: Quote or Proposal Follow-Up
I run a [business type] in [city]. I sent a quote/proposal to [describe client]
for [describe job/service] [X] days ago and haven't received a reply.
Write a follow-up email — friendly, not pushy. Remind them about the quote,
offer to answer any questions or adjust anything, and invite them to respond
at their convenience.
Tone: warm and professional. Under 100 words. Include a subject line.Example output note: Replace [Name] with client’s name. Adjust the job description to match your quote.
Template 2: Post-Meeting Check-In
I run a [business type] in [city]. I had a meeting with [describe client/prospect]
on [day/date] about [topic or project]. We agreed to [describe next steps or
left it open-ended].
Write a post-meeting follow-up email that: thanks them for their time,
summarises the 2–3 key takeaways or next steps discussed, and confirms
what happens next.
Tone: professional, warm. Under 120 words. Include a subject line.Template 3: Long-Term Client Check-In
I run a [business type] in [city]. I have a long-term client — [describe
their business type] — who I haven't been in touch with for [X months].
I want to reach out to stay on their radar without coming across as
desperately chasing new business.
Write a genuine check-in email — brief, warm, no hard sell. Might mention
something happening in their industry or a relevant service update.
Invite them to catch up if the timing is right.
Tone: relaxed and personal. Under 80 words. Include a subject line.Category 2: Payment (3 templates)
Template 4: Friendly First Reminder (Day 7–10)
I run a [business type] in [city]. A client has an invoice for $[amount]
that is [X] days overdue. This is my first reminder — I want to keep
the relationship good.
Write a professional first payment reminder — friendly tone, no aggression.
Acknowledge there may be an admin delay. Invite them to reach out if
there's an issue. Provide payment details placeholder.
Under 100 words. Include a subject line.Template 5: Firm Second Reminder (Day 14–21)
I run a [business type] in [city]. A client has an invoice for $[amount]
that is now [X] days overdue. I've already sent one friendly reminder
[X] days ago with no response.
Write a firmer second payment reminder — direct and professional, not
threatening. Reference the previous reminder. Request payment by a specific
date. Include payment details placeholder.
Tone: firm but still professional. Under 100 words. Include a subject line.Template 6: Final Notice (Day 30+)
I run a [business type] in [city]. A client has an invoice for $[amount]
that is now [X] days overdue. I have sent [X] previous reminders.
I need to send a final notice.
Write a final payment notice — professional, formal, no emotional language.
State the amount, the due date from the original invoice, and specify
a final payment deadline. Mention that further action may be required
if payment is not received.
Tone: formal, firm, professional. Under 120 words. Include a subject line.Category 3: Client Relationship (4 templates)
Template 7: New Client Welcome Email
I run a [business type] in [city]. I've just confirmed a new client —
[describe their situation briefly]. I want to send a warm welcome email
that sets expectations and makes them feel confident they made a good decision.
Write a welcome email that: warmly welcomes them, briefly explains
what happens next (next steps or what to expect), and invites them
to reach out with any questions before we begin.
Tone: warm, professional, reassuring. Under 150 words. Include a subject line.Template 8: Google Review Request
I run a [business type] in [city]. I recently completed [describe job]
for a client who seemed happy with the result.
Write a short, genuine email asking them to leave a Google review.
The message should feel personal, not automated. Mention it only takes
2 minutes. Don't be pushy — one clear ask is enough.
Tone: warm and personal. Under 80 words. Include a [Google Review Link]
placeholder. Include a subject line.Template 9: Referral Ask
I run a [business type] in [city]. I have a long-term client who is
very happy with my work. I want to ask if they know anyone who might
benefit from my services.
Write a referral request email — genuine, not pushy, makes them feel
valued for their loyalty first. Include a brief description of the
type of client I work best with: [describe your ideal client].
Tone: warm and personal. Under 100 words. Include a subject line.Template 10: Complaint Response
I run a [business type] in [city]. A client has sent a complaint email
about [describe the issue briefly]. The complaint is [valid / partially
valid / unfair but I want to keep the relationship].
Write an empathetic response that: acknowledges their concern,
takes responsibility where appropriate, explains what happened
if relevant, and offers a clear next step or resolution.
Tone: empathetic, not defensive, professional. Under 130 words. Include a subject line.Category 4: Operational (5 templates)
Template 11: Declining a Job Politely
I run a [business type] in [city]. A potential client has asked me
to take on [describe the job or request] and I need to decline —
[give the reason: capacity / not my area / timing / not a good fit].
Write a polite decline email that: thanks them for considering me,
declines clearly without over-explaining, and if appropriate,
suggests where else they might find help.
Tone: warm, professional, doesn't leave bad feeling. Under 80 words.
Include a subject line.Template 12: Rescheduling (You’re Initiating)
I run a [business type] in [city]. I need to reschedule a confirmed
appointment with a client — [describe original booking, reason for
rescheduling if you want to include it].
Write a rescheduling email that: apologises briefly, explains the
need to reschedule, offers [X] alternative time options (placeholders),
and thanks them for their understanding.
Tone: apologetic but professional. Under 90 words. Include a subject line.Template 13: Service Update or Policy Change
I run a [business type] in [city]. I need to notify existing clients
about a change to [describe the service update or policy change:
pricing / hours / cancellation policy / service scope].
Write a service update email that: explains the change clearly,
gives the effective date, explains any benefit or reason if appropriate,
and invites questions.
Tone: professional, clear, no jargon. Under 120 words. Include a subject line.Template 14: End-of-Year Thank You
I run a [business type] in [city]. It's the end of the [financial /
calendar] year and I want to send a genuine thank-you message to
my client list.
Write a warm end-of-year email that: thanks them for their business
this year, briefly mentions what we accomplished together or what's
coming next year (generic — I'll personalise), and wishes them well
for the break/new year.
Tone: warm, personal, not corporate. Under 100 words. Include a subject line.Template 15: Introduction After Referral
I run a [business type] in [city]. Someone referred a new potential
client to me — [describe who made the referral, the new contact's
business type, what they might need].
Write an introduction email to the referred person — warm and brief.
Mention who referred them. Briefly explain what I do and how I might
help. Invite a short call to find out more about their situation.
Tone: warm, confident, not pushy. Under 90 words. Include a subject line.Tips for Using This Swipe File
Always read before sending. AI drafts quickly; you review and personalise. Add the client’s name, any relevant history, and one specific detail that makes it feel human.
Adjust tone words. The single most powerful customisation is changing the tone descriptor in your prompt. “Professional and warm” versus “formal and direct” produces dramatically different outputs.
Batch your emails. You can paste 3–4 client scenarios into a single prompt session and generate all responses at once. Review them as a set, adjust individually, send.
Save what works. When a prompt generates an email you’re genuinely proud of, save that exact prompt. That’s your email system — built one prompt at a time.
More resources at aibusinessaccelerator.au