10 Freelancer Emails (+1 Bonus) That Stand Out in a Crowded Inbox
24 feb 2025
Freelancers are bombarded with job offers—so what makes yours worth opening?
The difference between landing top talent and being overlooked often comes down to one thing: sending the right email at the right time.
Generic messages just don't cut it anymore. Instead, freelancers want relevant and engaging communication—emails that speak to their skills and career goals.
In fact, 45% of talent cite email as their preferred communication method. Yet, despite this, many businesses still rely on one-size-fits-all messages that fail to capture attention.
That's where personalization makes all the difference. Emails with custom subject lines see a 26% higher open rate, and those tailored to the recipient achieve a 29% increase in opens and a 41% boost in click-throughs.
So, this begs the question: How do you craft emails that freelancers actually want to open?
Here are ten proven email templates designed to engage and retain top talent.
But first…
The Cost of Ignoring Email Engagement
If your outreach is inconsistent or too generic, freelancers are likely to disengage—and once they do, re-engaging them can be difficult. Over time, this disconnect weakens your network, making it harder to attract top talent when you need them most.
After all, nobody likes a generic "We have a job for you" message, especially when it's completely off the mark. In contrast, thoughtful, well-timed emails show that you understand their skills and career goals.
The bottom line: Freelancers are more likely to reply, keep you on their radar, and say yes when the right gig comes along when you send personal, relevant emails.
10 Email Templates to Build Stronger Freelancer Connections
1. The Welcome Email
Subject: Welcome to [Your Company's Name's] freelance talent pool! Let's get started.
Hi [Freelancer's Name],
Welcome to [Your Company]! We're glad to have you in our freelance talent pool and can't wait to connect you with projects that match your skills.
We want to make this process as smooth as possible, so let's start by getting to know you better. If you haven't already, take a moment to update your profile [Insert Link] so we can send you the most relevant opportunities.
Need help with anything? Just reach out whenever you need.
Best,
[Your Name]
[Your Title]
[Your Company's Name]
2. Profile Update Request
Subject: Get matched with the best projects – update your profile
Hi [Freelancer's Name],
We want to make sure you're the first to know about projects that fit your skills and interests. To do that, we just need a quick favor—take a moment to update your profile so we can send you the most relevant opportunities.
Update your profile here: [Insert Link]
Feel free to reach out if you have any questions!
Best,
[Your Name]
[Your Title]
[Your Company's Name]
3. Project Opportunity Alert
Subject: Quick! This project is a great fit for you!
Hi [Freelancer's Name],
We just came across a new project, and it looks like a great fit for your skills. Here are the details:
Project: [Project Name]
Skills Required: [Skill]
Deadline: [Deadline]
If you're interested, apply here: [Insert Link]
Let us know if you have any questions—we're happy to chat about the details.
Looking forward to seeing your application!
Best,
[Your Name]
[Your Title]
[Your Company's Name]
4. Update email
Subject: A few changes we think you'll love!
Hi [Freelancer's Name],
We're always looking for ways to improve your experience as part of our freelance talent community, so here are a few updates we thought you might find useful:
[Update #1]
[Update #2]
These changes are designed to make it easier for you to find and secure great projects. Let us know if you have any questions or feedback—we'd love to hear from you!
Best,
[Your Name]
[Your Title]
[Your Company's Name]
5. Birthday Wishes
Subject: Happy Birthday, [Freelancer's Name]!
Hi [Freelancer's Name],
Wishing you a fantastic birthday! We appreciate all you bring to our freelance community and hope you have a great day.
Thanks again for being a valued part of [Your Company's Name]—we're looking forward to working with you on exciting projects ahead.
Best,
[Your Name]
[Your Title]
[Your Company's Name]
6. Providing Value Beyond Job Offers
Subject: What's changing in [industry] and why it matters [Freelancer's Name]
Hi [Freelancer's Name],
We know how important it is to stay ahead in [industry], and we want to help you do just that. As part of our freelance community, you're not just getting project opportunities—you're also getting insider insights to keep your skills sharp and your profile competitive.
Here are a couple of key trends shaping the industry right now:
🔹 [Insight #1] – [Brief explanation]
🔹 [Insight #2] – [Brief explanation]
Want to explore these in more detail? Check out our latest article here: [Insert Link]
We'd love to hear your thoughts. Have you noticed these trends in your work? Hit reply to let us know!
Looking forward to staying connected.
Best,
[Your Name]
[Your Title]
[Your Company's Name]
7. Work Anniversary Congratulations
Subject: Cheers to another year of great freelancing opportunities [Freelancer's Name]
Hi [Freelancer's Name],
Today marks [X] years since you joined our freelance community, and we just want to take a moment to say thank you. Your contributions have been invaluable, and we truly appreciate the work you've done with us.
We're looking forward to continuing this collaboration and bringing you even more exciting opportunities. If there's anything we can do to support you, don't hesitate to reach out.
Here's to another great year ahead!
Best,
[Your Name]
[Your Title]
[Your Company's Name]
8. Referral Request
Subject: Do you know a freelancer looking for work? Let's connect!
Hi [Freelancer's Name],
We're always looking for great talent, and we'd love your help growing our freelance community. If you know a skilled freelancer looking for new opportunities, send them our way.
They can join our network here: [Insert Link]
We appreciate your referral and look forward to working with more skillful professionals like you.
Please let us know if there's anything we can do to support you as well.
Best,
[Your Name]
[Your Title]
[Your Company's Name]
9. Survey or Feedback Request
Subject: We'd love your input—quick survey inside
Hi [Freelancer's Name],
Your freelancing experience matters to us, so we'd love to hear your thoughts. We're always looking for ways to improve, and your feedback helps us build a better community for all of our freelancers.
Would you take a moment to share your insights? It only takes a few minutes.
Take the short survey here: [Insert Link]
We appreciate your time and input—thank you for being a valued part of [Your Company's Name].
Best,
[Your Name]
[Your Title]
[Your Company's Name]
10. Performance Review
Subject: Quick feedback on [Project Name]
Hi [Freelancer's Name],
Thanks for all the great work you put into [Project Name]. We really appreciate your effort and wanted to share a few thoughts:
What went well:
[Positive feedback]
A few things to keep in mind for next time:
[Constructive feedback]
We love working with talented freelancers like you and look forward to teaming up again soon. Let us know if you have any questions—we're always happy to chat.
Best,
[Your Name]
[Your Title]
[Your Company's Name]
Bonus Email Template: Re-engage Old Talent
Subject: Long time not speak—new projects just for [Freelancer's Name]
Hi [Freelancer's Name],
It's been a while since we last worked together, and we'd love to reconnect. We've got some exciting new projects matching your skills, and we'd be thrilled to have you back in the mix.
Take a look at what's available: [Insert Link]
If you're interested or have any questions, it would be great to hear from you. Hope to work together again soon!
Best,
[Your Name]
[Your Title]
[Your Company's Name]
Engaging Freelancers Just Got Easier
Crafting the right email using the templates above is one thing, but keeping freelancers engaged at scale? That's a challenge. Managing outreach manually takes time, making it easy for talent to slip through the cracks.
That's where Bubty helps. Our automation tools handle freelancer engagement for you, ensuring the right message always reaches the right person.
Send messages to your entire freelance network in just a few clicks
Automate engagement with over 280 trigger notifications
Streamline workflows by keeping freelancers informed at the right time
Support live chat that seamlessly converts to email and text for uninterrupted communication
Stronger freelancer relationships start with effective communication. When outreach is timely and relevant, response rates improve, and your talent network stays engaged.
Want to refine your freelancer engagement strategy further? Download our Freelance Management Blueprint or book a call with one of our experts today!
