So you have been working with a client for some time on a project now but still feel awkward asking for an update. Sound familiar? You’re not alone. In this blog post we’ll walk you through the steps of creating emails that are both polite and effective when requesting updates from your clients regarding a project. We’ll also share the samples that you can copy and paste for different scenarios. Whether you’re a seasoned freelancer looking to refine your approach or you’re just starting out, mastering this skill can be a game-changer in your freelance journey. Let’s get started.
Table of Contents:
Tips for Writing Polite Update Requests:
When asking for an update from your client, it’s important to do so politely and effectively. Here are some simple tips to help you draft your request:
1. Be Concise and Clear in Your Communication:
- Start by clearly stating the purpose of your email and the specific information you’re seeking. Avoid unnecessary details or lengthy explanations that could confuse or overwhelm the client.
- Use bullet points or numbered lists to break down complex information and make it easier for the client to digest.
2. Express Appreciation for the Client’s Time and Cooperation:
- Begin your email by expressing gratitude for the client’s ongoing collaboration and for considering your request.
- Acknowledge the client’s busy schedule and demonstrate empathy for any potential delays or challenges they may be facing.
3. Use Polite Language and Avoid Sounding Demanding or Impatient:
- Choose your words carefully to convey politeness and professionalism. Use phrases like “I would appreciate it if…” or “Could you please…” to make your request sound more polite.
- Avoid using demanding language or imposing deadlines without considering the client’s availability or workload.
- Maintain a positive and friendly tone throughout the email to foster a supportive and collaborative relationship with the client.
4. Set Clear Deadlines or Expectations for the Update:
- Clearly communicate the urgency of the update request and any deadlines you’re working towards.
- Provide specific dates or time frames for when you need the update, but be realistic and considerate of the client’s schedule.
- If possible, offer flexibility and allow the client to suggest alternative timelines if they’re unable to meet your initial deadline.
5. Offer Assistance or Resources if Needed:
- Demonstrate your willingness to support the client by offering assistance or resources to facilitate the update process.
- If the client is facing challenges or obstacles that are hindering their progress, offer to provide additional information, guidance, or even hands-on assistance to help them overcome these hurdles.
- Reassure the client that you’re committed to their success and that you’re available to address any questions or concerns they may have.
By incorporating these tips into your update requests, you can effectively communicate your needs while maintaining a respectful and collaborative relationship with your clients. Remember, effective communication is key to successful freelancing, so always strive to be clear, polite, and considerate in your interactions with clients.
Sample Email Update Requests You Can Copy/Paste:
1. Sample Email for a Routine Update Request:
Subject: Quick Check-In on Project Progress
Hi [Client’s Name],
I hope this email finds you well. I just wanted to follow up on the project/task I recently submitted to you. Could you please provide me with an update on its status and any recent developments from your end?
Thank you for your attention to this matter, and I appreciate your prompt response.
Best regards,
[Your Name]
2. Sample Email for a Delayed Project Update Request:
Subject: Update Needed: Project Deadline Approaching
Dear [Client’s Name],
I hope everything is going smoothly on your end. As the deadline for the project/task I submitted to you is approaching, I wanted to check in on its progress. Can you provide me with an update on where we stand and any adjustments to the timeline?
Your timely response would be greatly appreciated. Thank you for your attention to this matter.
Best regards,
[Your Name]
3. Sample Email for a Follow-Up on a Specific Task or Deliverable:
Subject: Follow-Up: [Task/Deliverable Name]
Hello [Client’s Name],
I trust you’re doing well. I’m following up on the task/deliverable I recently completed and sent over to you. Could you please confirm receipt and provide an update on its status?
If there are any questions or additional information needed from my end, please don’t hesitate to let me know.
Thank you for your cooperation.
Best regards,
[Your Name]
4. Sample Email for Requesting an Urgent Update:
Subject: Urgent Update Needed: [Project/Task Name]
Hi [Client’s Name],
I hope this message finds you well. I’m reaching out because we’re approaching a critical stage in the project/task I submitted to you, and I need an urgent update on its progress.
Could you please prioritize providing me with the necessary information at your earliest convenience? Your prompt attention to this matter would be greatly appreciated.
Thank you,
[Your Name]
5. Sample Email for Requesting an Update on a Sensitive Issue or Concern:
Subject: Important Update Needed Regarding [Issue/Concern]
Dear [Client’s Name],
I hope you’re doing well. I wanted to discuss a matter related to the project/task I recently submitted to you that requires your attention. Could we schedule a time to address this concern and ensure we’re aligned on the next steps?
Please let me know when you’re available to discuss. Your cooperation and understanding are greatly appreciated.
Best regards,
[Your Name]
Conclusion:
By applying the tips and using the email samples provided in this blog, you can communicate confidently and maintain positive relationships. Remember to be clear, polite, and appreciative in your interactions. Effective communication is key to success in freelancing, so use these tools to enhance your professionalism and build strong partnerships. With these insights, you’re well-equipped to handle any update request scenario.
