Smooth Out Scope Creep, Late Payments, and Tough Client Talks With Canned Emails
There’s nothing quite like the surprise of a lower-than-expected bank balance to end your month. A quick check reveals the culprit: an overdue payment from a client you forgot to follow up on.
Great.
Now you’re staring down the awkward task of writing a late payment email—the kind that needs to be professional, firm, and still not sound like you’re about to flip a table. You try to think of everything the email needs to cover:
- How overdue is the payment?
- What late fees were agreed on in your contract?
- What happens to their project now?
Plus, you have to try and word the email so it’s firm but not overly harsh.
Not exactly how you wanted to spend your afternoon, right?
This is where a well-crafted canned email can save the day, helping you reply professionally, protect your boundaries, and avoid breaking out in a cold sweat at the thought of tapping ‘send’.
What Are Canned Emails?
Canned emails are pre-prepared responses for common situations. But don’t worry, these aren’t generic, one-size-fits-all, impersonal messages.
Think of canned emails as your behind-the-scenes support system—especially when it comes to things like writing a late payment email or turning down a project professionally.
When integrated with a Client Management System like Dubsado, these emails become part of your automation arsenal, triggered by specific actions like booking a meeting or filling out a contact form.
Why Every Service Provider Needs Canned Emails
Chances are, you don’t have an HR team dedicated to handling delicate client communications. I know I sure don’t.
Canned emails stop you from scrambling to find the right words when you’re stressed or pressed for time.
They keep things running smoothly, help your tone stay consistent, and protect your business boundaries. Especially when you’re dealing with tricky stuff like late payments, scope creep, or cancellations. You want emails that protect your boundaries without needing a rewrite every time.
4 Canned Emails For Late Payments, Scope Creep & Other Client Situations
Ready to turn tough conversations into easy no-brainers?
These pre-written templates (written by copywriter Isobel Griffin) help you reply professionally to late payments, scope , and cancellations. All the tricky stuff you don’t have time to wordsmith every time.
Late Payment Reminder Email
Late payments can happen for various reasons—clients might miss an email or opt to not enroll in autopay. Sometimes, they might even be avoiding the payment. Whatever the reason, here’s a tactful way to remind them of your contract and nudge them into paying.
‘Hi {client name},
I’m reaching out to remind you that a payment, totaling {amount owed} for {client’s project} was due on {due date}.
Trust me, I know how {busy life can get/how much more fun it is to pay for a flight to Hawaii/insert light-hearted reference about spending money}! But as a reminder, our contract states that a fee of {late payment fee} will be added to your invoice {late payment terms}, and work on your project will not continue until payment is received.
Please use the link below to pay your invoice by {date} to avoid any late fees/additional late fees.
{Link to Iinvoice}
If you have any questions or need to discuss your project in more detail, please don’t hesitate to reach out.
Take care,
{your signature}’
Scope Creep Email
‘Hi {client name},
I love that you have some fresh ideas for your project and are thinking about the next steps. While I totally share your excitement, these new {features/details/requests} are beyond our original project scope.
Updating our plan will mean tweaking our timeline and adjusting the budget to fit everything in. I’m {all ears on/happy to chat about} how you’d like to proceed, so let’s set up a time to discuss it further.
{Link to book a call}
Chat soon,
{Your signature} ’
Project Cancellation Email
‘Hi {client name},
Thank you for letting me know you need to cancel our project. I understand things shift unexpectedly so let’s figure out the best way to wrap everything up smoothly.
Our contract does note that {deposits/payments} are non-refundable to cover the time and work that’s already been done.
Just so we’re on the same page, I’ve {cancelled your membership/removed your account/stopped work on your project} as of {today’s date}.
I’ve truly enjoyed getting to know you and would love the chance to support you in the future if another opportunity comes up.
Sincerely,
{Your signature} ’
Not-A-Right Fit Email
‘Hi {client name},
Thanks so much for meeting with me today to chat about your {project/goals}. {After our discussion, I’ve reflected and /As I mentioned on our call,} I don’t believe my services are the best fit for your requirements at this time.
However, I highly recommend you reach out to {business/entrepreneur/referral} who would be better able to support you.
I wish you the best of luck and genuinely hope to cross paths again when the time is right!
Take care,
{Your signature} ’
Setting Up Canned Emails In Dubsado
Once you’ve got your late payment email and other canned templates ready, you can plug them into Dubsado and let automation do the follow-up for you.
Imagine this: late payments become a thing of the past because Dubsado sends out reminders before the due date hits. And if a due date slips by unnoticed? No worries – Dubsado automatically fires off your perfectly crafted late payment reminder email without you lifting a finger.
As for those other tricky situations…your canned emails sit neatly in Dubsado, ready to jump into action with just a click. No more drafting responses on the fly.
If you’re ready to transform how you handle all your client communications (both the tough and fun conversations), the Dubsado VIP Experience is designed to do just that.
I’ll take the wheel and set up everything so that you can focus on what you do best – running your business.
Find all the details about the Dubsado VIP Experience right here!
Ready to book a call, use the link below to get started!