Sample Email Sending Contract To Client: Free & Effective

In this guide, I’ll walk you through the process of creating an effective email contract, complete with a customizable template.

Key Takeaways

  • Essential Elements: Understand the critical components of an email contract to ensure it’s legally binding and clear.
  • Professional Tone: Use a professional yet approachable tone to maintain a good client relationship.
  • Customization: Tailor each contract to the specific client and project for relevance and accuracy.
  • Clarity in Scope: Clearly define the scope of work to avoid future misunderstandings.
  • Legal Considerations: Ensure the contract complies with legal standards and includes necessary clauses.
  • Follow-Up: Importance of follow-up after sending the contract.

Step 1: Start with a Clear Subject Line

Subject: [Your Company Name] – Contract Agreement for [Project Name/Service]

The subject line is your first impression. Make it clear and direct, indicating that the email contains a contract for the specific project or service.

Step 2: Professional Greeting and Introduction

Begin with a polite greeting. For instance, “Dear [Client’s Name],” sets a professional tone. Introduce the purpose of the email succinctly. Example: “I am writing to present the contract for our upcoming project…”

Step 3: Outline the Scope of Work

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Detail what the project entails, including specific tasks and objectives. This clarity prevents future misunderstandings.

Example Scope:

  • Task 1: [Description]
  • Task 2: [Description]
  • Task 3: [Description]

Step 4: Terms and Conditions

Include payment terms, timelines, confidentiality clauses, and cancellation policies. This section protects both parties legally.

Key Terms to Include:

  • Payment Terms: [Details]
  • Project Timeline: [Start Date] to [End Date]
  • Confidentiality Agreement: [Details]
  • Cancellation Policy: [Details]

Step 5: Personalize the Contract

Mention any previous discussions or agreements specific to the client. This personal touch can strengthen client relationships.

Step 6: Call to Action

Clearly instruct the client on the next steps. For example, “Please review the attached contract and signify your agreement by signing and returning it by [Date].”

Step 7: Attach the Contract

Attach the contract in a commonly used format like PDF. Ensure it’s well-formatted and easy to read.

Step 8: Professional Closing

End with a courteous closing, such as “Sincerely” or “Best regards,” followed by your full name, title, and contact information.

Step 9: Follow-Up

Plan to follow up if you haven’t received a response within a certain timeframe, typically a week.

Real-Life Example:

In my experience, I once dealt with a client who was unclear about the project’s scope. By revising the contract to explicitly outline each task, we avoided confusion and ensured a smooth project flow.

Legal Considerations:

Always ensure that your contract adheres to legal standards in your region. It may be wise to consult a legal professional for advice.

Template for Email Sending Contract:

Subject: [Your Company Name] – Contract Agreement for [Project Name/Service]

Email Body:

Dear [Client’s Name],

I hope this message finds you well. I am pleased to forward the contract for our upcoming project, [Project Name/Service], as previously discussed. Please find the details of our agreement outlined below.

1. Introduction

This contract outlines the terms and conditions for the [Project Name/Service] to be delivered by [Your Company Name] to [Client’s Name/Company].

2. Scope of Work

The following services will be provided as part of this project:

  • Service 1: [Detailed Description]
  • Service 2: [Detailed Description]
  • Service 3: [Detailed Description]

3. Payment Terms

  • Total Project Cost: [Amount in your currency]
  • Payment Schedule: [Details of payment schedule, e.g., 50% upfront, 50% on completion]
  • Method of Payment: [Preferred payment method]

4. Project Timeline

  • Start Date: [Date]
  • Estimated Completion Date: [Date]
  • Key Milestones: [List any important milestones and their expected dates]

5. Confidentiality Agreement

Both parties agree to maintain the confidentiality of any proprietary information shared during the course of the project.

6. Cancellation Policy

[Details of cancellation policy, including any fees or notice periods required]

7. Legal Jurisdiction

This contract is governed by the laws of [Your State/Country].

8. Acceptance of Terms

Please confirm your agreement to these terms by signing and returning this contract by [Deadline Date].

9. Contact Information

For any queries or further clarification, feel free to contact me at:

  • Email: [Your Email]
  • Phone: [Your Phone Number]

Thank you for choosing [Your Company Name] for your [Project Name/Service] needs. We look forward to a successful partnership.


[Your Full Name]
[Your Title]
[Your Company Name]
[Your Contact Information]

Attachments: [Attach the contract document in PDF format]

Final Thoughts:

Drafting an email contract can seem daunting, but with the right structure and attention to detail, it becomes a straightforward task.

Remember, the goal is to create a document that safeguards the interests of both parties while fostering a positive professional relationship.

I’d love to hear your experiences and tips on email contract writing! Share your thoughts in the comments below.

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Frequently Asked Questions (FAQs)

Q: How Do I Politely Follow Up with a Client Who Hasn’t Responded to an Email Sending Contract?

Answer: In my experience, I’ve found that a gentle and professional follow-up email works best. I usually wait for about a week before sending it. 

My message typically starts with a brief reminder of the previous email and the attached contract, and then I express my eagerness to move forward with the project. 

I always make sure to ask if they have any questions or need further clarification, showing that I’m ready to assist and not just pushing for a signature.

Q: What Should I Include in the Email When Sending a Contract to a Client?

Answer: When I send a contract via email, I make sure to include a clear and concise subject line, like “Project Contract for [Project Name].” In the email body, I briefly outline the key points of the contract and highlight any deadlines or important clauses. 

I attach the contract as a PDF and suggest a timeframe for signing. I also provide my contact information for any queries they might have. It’s all about making it as easy as possible for the client to review and sign the contract.

Q: How Can I Ensure the Client Reads and Understands the Contract Before Signing?

Answer: From my experience, I’ve learned that it’s crucial to encourage open communication. In the email, I invite the client to discuss any part of the contract they might not understand. 

I sometimes suggest a brief meeting or call to go over the contract together. This not only helps in ensuring they understand the contract but also builds trust and a better client relationship.

Q: What’s the Best Way to Attach a Contract in an Email?

Answer: I always send contracts as PDF attachments because this format is widely accessible and maintains the document’s formatting. Before attaching, I name the file clearly, usually including both the project name and the word ‘contract’ for easy identification. I also make sure the file size isn’t too large; if it is, I use a cloud service link in the email instead.

Q: How Do I Handle a Client Who Requests Changes to the Contract After Receiving It by Email?

Answer: Whenever a client requests changes to a contract, I approach it with an open mind. I review their requests carefully and assess how they align with my business policies and the project’s scope. 

I then schedule a discussion to negotiate and clarify any points. It’s important to be flexible but also to maintain clear boundaries about what is and isn’t negotiable in the contract.

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