Small business templates you can copy
Texts, emails and one estimate, written for real jobs. Change the words in brackets, read it once, and send it yourself. Free, and nothing to sign up for.
Small business templates for everyday customer messages
The messages owners write over and over, ready to adapt.
- Missed call texts→Four short texts for the calls you couldn't pick up.
- Customer service replies→Replies to when, how much, can we move it, and it's acting up again.
- Appointment reminders→Reminder texts and an email, with confirm and reschedule wording.
- Asking for payment→A friendly first ask, a reminder, and a firmer one.
- Review replies→Calm wording for a bad review, and what never to say.
- Contractor estimate→A one-page estimate, plus a Word file and a spreadsheet.
- Quote→What's included, what isn't, and how long the price holds.
- Contractor invoice→An invoice that matches the estimate, plus a Word file and a spreadsheet.
- Voicemail greetings→What to record for on a job, after hours, holidays and busy season.
- Thank you messages→Short thank yous for after the job, regulars and referrals.
- Price increase letter→Tell customers your rates are going up, with the rate left blank.
Business text message templates
A good business text is short enough to read at a red light. It says who it's from, why you're writing, and the one thing you need back.
Write it the way you'd say it out loud, and sign it with a real name. Customers can tell a person from a form letter.
- Who it's from.Your name and your shop, first.
- Why you're writing.The missed call, the visit tomorrow, the open bill.
- One ask.Reply yes, pick a time, or call back.
- A real sign-off.A name, not "The Team".
Email templates for small business
Email is for the messages with details: a reminder with the address and what to have ready, a bill with the invoice attached, a quote with the work written out.
Put the answer in the first line, keep it to a few short lines, and use the customer's name. Save the good ones, and they become your templates.
Free templates for small business, by job
Each template, and the page about having it ready to send for you.
Missed calls
Appointments
Estimates
Getting paid
- Work order template→What was asked, what was done, and the customer's OK.
- Contractor invoice template→Bill it the day the job ends, in the estimate's words.
- Late fee on invoice→Wording for your terms and your invoice, and reminding first.
- How to ask for payment→Copy the wording.
- Overdue invoices→Friendly reminders, firmer over time.
Reviews
Want these ready to send for you?
A template still needs someone to remember it, find it and fill it in. We set up the job so the message is already written, with the customer's name and details, waiting for you or someone on your team to read and send.
Questions.
Something else on your mind? Ask us on the fit call. No pitch, and we'll say if it isn't a fit.
Book a fit callDesign sites and word processors have free templates for flyers, invoices and plans. For customer messages, like callbacks, quotes, reminders and payment nudges, the templates on this page are free to copy. Change the names, prices and details to fit each customer before you send.
A good customer service message uses the customer's name, answers the actual question, says what happens next and when, and sounds like a person. Keep it short. If something went wrong, own it in one line, then give the fix.
A text template is a saved message you reuse for common situations, like confirming an appointment or following up a quote. You fill in the name, date and details each time. Good templates leave room to add one personal line so the text doesn't read like a form.
Start with a clear subject line, greet the customer by name, answer their question in the first two sentences, give the next step and a date, and sign with a real name and phone number. Read it once out loud before you send it.
Yes. The customer service replies page has copyable responses for questions, complaints, delays and refunds. Each one has blanks for names and details, and a short note on when it's better to pick up the phone instead of sending an email.
Skip the copy and paste.