Client communication templates
Client proofing reminder emails that sound clear, not apologetic.
A useful reminder restates the decision, deadline, and next step without making the client search through the original thread.
Gentle reminder before the deadline.
Subject: A quick reminder about your headshot selections
Hi [Client Name], your proofing gallery is ready whenever you are. Please choose and submit your [Number] final images by [Deadline] so we can begin retouching. You can return to the gallery here: [Gallery Link]. If you have a note about a selected image, add it before submitting. Warmly, [Studio Name]
Deadline-day reminder.
Subject: Your headshot selections are due today
Hi [Client Name], a quick note that your [Number] final selections are due today. Once you submit them through the gallery, we will have the confirmed set needed to begin retouching. Your gallery: [Gallery Link]. If your timing has changed, reply here and let us know. Warmly, [Studio Name]
Favorites saved but not submitted.
Subject: One final step for your headshot selections
Hi [Client Name], we can see that you have marked favorites, but the final selection has not been submitted yet. Please return to the gallery, review the chosen images, and use the submit action when the set is final. We will begin retouching from the submitted selection: [Gallery Link]. Warmly, [Studio Name]
Keep the reminder operational.
Use the client name, exact count, deadline, and direct gallery link. Avoid adding new instructions unless the original process was unclear. If a deadline is flexible, say so directly instead of manufacturing urgency.