How often should I send check-in emails?

Every 3-6 weeks is healthy if you're actively working with the client. If they're inactive, monthly is fine. More than that feels pushy; less than that and they forget who you are.

Should I offer a discount or incentive in a check-in?

No. A check-in should be value-first, not transactional. If you only reach out when you want to sell something, clients will ignore you. Build trust first, opportunities second.

What if the client doesn't respond?

That's normal. Not every check-in gets a reply. If they haven't responded after two or three attempts over months, it's okay to move on. Don't spam them.

Can I use a check-in email to ask for a referral?

Only if you phrase it gently and give them genuine reason to trust you first. Better strategy: check in regularly, deliver results, then ask. The ask feels more natural when the relationship is already warm.

Should I use a template or personalize each one?

Use the structure of this template as a starting point, but always personalize the details. Copy-paste makes it obvious. Spend two minutes customizing it, and your client will notice.

SignatureFox

Email Checking In With a Client

A check-in email keeps your relationship warm without asking for anything. You send it when you want to reconnect, share an update, or see how your client is doing with no strings attached. This template strikes the balance between professional and genuine.

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About This Template

Subject Line Options

Checking in on [PROJECT NAME]

Wanted to reconnect with you

Quick thought about your [GOAL/PROJECT]

Hope things are going well

The Template

Subject: [Quick update on your [PROJECT/ACCOUNT]]

Hi [CLIENT NAME],

I wanted to reach out and see how things are going on your end. It's been a few weeks since we last connected, and I've been thinking about [SPECIFIC DETAIL FROM PAST CONVERSATION].

[CHOOSE ONE]:
- I came across [RESOURCE/ARTICLE/OPPORTUNITY] that reminded me of our conversation about [TOPIC]. Thought you might find it valuable.
- We've made solid progress on [PROJECT NAME] and wanted to give you a brief update before we move forward.
- I was reviewing your account and realized there might be an opportunity we hadn't discussed yet.

No action needed from you right now—just wanted to stay in touch and make sure you have what you need.

If you'd like to grab a quick call or have any questions, I'm here. Otherwise, I hope everything is running smoothly on your side.

Best regards,
[YOUR NAME]
[YOUR TITLE]
[COMPANY]

Replace all text in [brackets] with your specific information before sending.

Why It Works

Specific reference to past conversation

Shows you actually remember details about the client, not sending a mass check-in. Makes the email feel personal and deliberate.

One clear reason for reaching out

Clients get dozens of check-in emails. Yours should have a purpose—whether it's sharing something useful, giving an update, or spotting an opportunity.

'No action needed' statement

Removes pressure. The client relaxes knowing this isn't a demand, a sales pitch, or a problem they need to solve immediately.

Open door for response

Gives the client an easy way to reply if they want to talk, without making them feel obligated. Keeps the relationship two-way.

Common Mistakes to Avoid

✕Sending a check-in but forgetting to mention anything specific—it feels hollow and like you're just trying to stay on their radar.
✕Making it too long. A check-in should take 30 seconds to read, not 3 minutes. Respect their time.
✕Burying your reason for writing. Put it in the second paragraph, not the fourth. Let them know why you're emailing before they tune out.
✕Asking for something disguised as a check-in. Clients can tell the difference between genuine reconnection and a sales tactic.
✕Waiting too long between check-ins. Monthly is good. Every six months feels abandoned. Every day feels spammy.

💡 Pro Tip

Reference something personal they mentioned in a past email or call—a project deadline, a market challenge, a team goal. The more specific you are, the less this looks like a form email and the more likely they are to respond.

Complete the Picture

A professional email signature ties this whole check-in together. It's your closing handshake—the part that tells your client exactly who you are, how to reach you, and that you're someone worth staying connected to.

Frequently Asked Questions

End every check-in with a professional signature

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