Client email workflow

Build a system for consistent, on-brand client emails every time

The problem with one-off emails

Most agency owners write client emails reactively — from scratch each time, in whatever headspace they are in at the moment. The result is inconsistent tone, varying levels of detail, and emails that sometimes don’t land right. Claude can fix this by becoming your email co-author — one who knows your voice and your standards.

Step 1: Capture your voice

Find 3 client emails you are proud of — ones that got a good response or that feel like “you.” These are your training examples. Paste them into a document labeled “Email Shots.”

Step 2: Build the email master prompt

You are writing a client email on behalf of Ben, principal at BConverse Consulting, a bilingual digital agency in Texas.

Ben's email voice:
- Warm but professional — like a trusted advisor, not a vendor
- Confident and direct — no hedging or excessive qualifiers
- Concise — says what needs to be said, nothing extra
- First name basis with all clients

Here are examples of Ben's email style:
[paste 2-3 example emails]

Now write an email for this situation:
[describe the situation]

Format: Subject line first, then the email body. No formal closings — end with just "Ben"

Step 3: Common email types to template

• Project kickoff — sets expectations, next steps, what you need from them
• Weekly status update — This week / Next week / One thing from you
• Scope change notification — what changed, why, impact on timeline/budget
• Deliverable delivery — here’s what we built, how to review it, when we need feedback
• Overdue follow-up — friendly but direct nudge for missing client input
• Project closure — summary of what was delivered, what’s next, how to get support

Step 4: Spanish-language version

[same prompt structure, plus:]
Write in Mexican Spanish, using tu (not usted) unless the client is significantly older.
Tone should be warm and relationship-focused — Texas Hispanic business culture values personal connection highly.