When you've got an important email to write, it can seemingly take hours. You write, revise, delete, and agonize over every word, link, and even your email signature.
And if you are selling your staff's time in the form of the billable hour, this can be a huge waste of resources.
While we're talking about one-on-one communication, it's a worthwhile pursuit to create a library of canned email responses or templates that your team can use for specific activities or in response to clients. It ensures that the communication from your team is clear and consistent, makes it easier to respond to requests more quickly, and removes the uncertainty that junior staffers feel when dealing with a difficult situation.
Below you'll find a starting point for building out your library of email templates that can be customized. Use these to make your client communication more efficient.
6 Email Templates for Communicating With Clients
1) When a Prospect Requests a Proposal
2) When a Client Requests Out-of-Scope Work
3) To Send Over a Project for Approval
4) To Follow Up With a Client
5) When You Need to Push a Deadline
6) To Ask for a Testimonial
from HubSpot Marketing Blog http://blog.hubspot.com/marketing/email-templates-agency-communication