Client text messages — a free library of copy-paste texts for clients

Client Messages is a free set of copy-paste texts for people who work alone — house cleaners, tutors, handypeople, independent contractors. When you need to tell a client you’re late, done, or sending a bill, open a page and copy one.

There is no account and nothing to fill in. The words are already on the page. Change the name and the time, then send them from your own phone.

Each message page explains when to use it, gives several short variations, and links to related situations so you pick the right tone.

Names like Alex and Jordan in the samples are stand-ins so the sentences read naturally. They are not real clients. Operator: Marcos Garcia · Privacy · Contact

Business documents

Plain-text templates you can paste into an email, a text, or your own document: estimates, invoices, receipts, and contractor agreements written for small service businesses, with line items by trade and the wording that goes around them.

Pricing & sales

1. Free estimate template for contractors

   Copy-paste job estimate template plus 43 blocks: range, not-to-exceed, allowance, phased and good/better/best estimates, line items for 18 trades, markup math, terms, and change-order wording.

2. Proposal template

   Free bid proposals for 15 kinds of job (janitorial, recurring cleaning, roofing, tree work, painting, remodel and more), cover letter, qualifications, references and insurance sections, RFP tips and follow-up emails (40 blocks).

3. Price list template

   Free price lists and service menus for 21 kinds of service business, a 5-minute price check, old vs new price updates, memberships and commercial rate sheets, fine print and messages (41 blocks).

4. Scope of work template

   Free scope of work examples for remodels, commercial cleaning, landscaping, subcontractors and small jobs, inclusions/exclusions wording, scope lines by trade, scope-change replies and completion sign-off (40 blocks).

5. Service agreement template

   Free recurring service contract for cleaning, lawn, pet, pool and tutoring clients: full and one-page versions, a text summary, and 40 blocks for scope, payment, cancellations, damage, insurance, communication, substitutes, disputes and ending. Sample only, not legal advice.

6. Client intake form template

   Free new-client intake form plus 40 blocks: full form, phone checklist, text version, questions for 12 kinds of service work, emergency, move-out, commercial RFQ and family-booking forms, texting/photo consent and privacy lines, and follow-up messages.

7. Liability waiver template

   Free release of liability forms for fitness, pet care, classes, rentals, kids’ programs and volunteers, with clause wording, waiver messages and record-keeping. Samples, not legal advice (40 blocks).

Billing & getting paid

1. Free invoice template by trade

   Copy-paste invoice template plus 43 blocks: deposit, monthly, hourly, sales-tax and property-manager invoices, credit memos, year-end statements, line items for 15 trades, payment terms, and late-fee wording.

2. Free receipt template

   40 payment, deposit, cash, check, partial-payment, payment-plan, refund and year-end receipts, plus app-payment, gift-certificate and cancellation-fee receipts, examples for 9 trades, and replies when a client asks for a copy.

3. Customer statement template

   Free balance-forward and open-item statements of account, aging and remittance lines, credit memos, reconciliation, an A/R aging report and messages for sending statements (40 blocks).

4. Credit card authorization form

   Free one-time, recurring (card on file), deposit-and-balance and no-show fee authorization forms, wording by trade, chargeback replies and a card security checklist (40 blocks).

5. Payment demand letter template

   Free demand letters for unpaid invoices: homeowner and business clients, payment-plan offer, bounced check, cancellation fee, notice of intent to lien and final demand before collections, with small claims prep, settlement wording and messages. Samples, not legal advice (40 blocks).

6. Bill of sale template

   Free general, vehicle, trailer, as-is equipment, payment-plan, business-asset and trade-in bills of sale, with as-is, odometer and lien clauses, examples by item and after-sale checklists. Samples, not legal advice (40 blocks).

Job paperwork

1. Work order template

   Free work order form plus 40 blocks: full, short, helper/sub and maintenance versions, approval and property-manager messages, on-site findings and change notes, sign-off, and fields for 10 trades, plus emergency, warranty, diagnostic and punch-list work orders.

2. Change order template

   Free change order form plus 42 blocks: full, short, approve-by-text, credit and time-and-materials change orders, a change order log, contract sum summary, verbal approvals, hidden damage and safety stops, wording by reason, examples for 8 trades, subcontractor change orders.

3. Daily report template

   Free construction daily logs and end-of-day reports for crews, technicians, cleaners and landscapers, with client updates, a weekly roll-up and delay, photo and equipment logs (40 blocks).

4. Punch list template

   Free punch list templates for remodels, new homes, commercial build-outs, painting, landscaping, move-out cleans and rental turnovers, warranty and pre-drywall walkthroughs, plus a tracker and closeout sign-off (40 blocks).

5. Lien waiver template

   Free conditional and unconditional lien waivers on progress and final payment, subcontractor and supplier waivers, a joint check agreement, states with required forms, and messages (42 blocks). Samples only, not legal advice.

6. Incident report template

   Free incident report forms for small businesses: property damage, employee injury, near miss, vehicle accident, slip-and-fall, chemical spill, break-in, lost key and data incidents, with wording and examples (40 blocks).

7. Cleaning checklist template

   Free standard, deep, move-out, Airbnb turnover, post-construction and office cleaning checklists, add-ons, schedules, team quality checks and client messages (40 blocks).

8. Purchase order template

   Free standard, special-order, blanket, service and rental purchase orders, PO terms, invoicing against a client’s PO, a PO log, three-way match and supplier messages (40 blocks).

Team, hiring & contractors

1. Independent contractor & subcontractor agreement template

   Free sample agreement plus 65 blocks: one-job and recurring-helper agreements, master subcontractor agreement with work orders, fixed-price, T&M, cleaning and snow subcontracts, pay-when-paid and lien-waiver clauses, sub onboarding checklist and COI requests, scopes by trade. Sample only, not legal advice.

2. Job application form

   Free employment application templates for small businesses: one-page and full forms, cleaner, crew, stylist and part-time versions, safer question wording, role add-ons, hiring messages and interview scorecard (40 blocks).

3. Job offer letter template

   Free job offer letter for hiring your first or next employee plus 41 blocks: full-time, part-time, seasonal, apprentice, contingent, salaried and promotion letters, converting a 1099 contractor to an employee, pay lines by role, at-will and overtime clauses, and offer messages.

4. Timesheet template

   Free weekly, biweekly, daily job and crew timesheets, contractor hours logs, time-and-materials tickets, overtime and decimal-hours math, policies and messages (40 blocks).

5. Work schedule template

   Free employee and staff schedule templates: weekly, rotating, route, crew, on-call and holiday schedules, time-off forms, scheduling policies and labor cost math (40 blocks).

6. Employee write-up form

   Free employee write-up forms and written warning letters: verbal, first and final warnings, attendance, performance and policy write-ups, meeting scripts (40 blocks).

7. Termination letter template

   Free employee termination, layoff, seasonal-end and contractor termination letters, with meeting scripts, team and client messages and a last-day checklist. Samples, not legal advice (40 blocks).

8. Mileage log template

   Free weekly, daily, monthly and annual mileage logs, an employee mileage reimbursement form, 2026 IRS rates (72.5¢ and 76¢), which miles count, and team vehicle policies (40 blocks).

9. Expense report template

   Free employee expense report, monthly summary, travel, reimbursement request, advance and company-card reconciliation forms, with expense categories, examples by trade, a team expense policy and messages (40 blocks).

Client messages by situation

1. Running late text to a client

   40 running-late texts: a few minutes, 30+ minutes, professional emails, car trouble, apologies, client running late.

2. Job completed message, photos & follow-up check-in

   43 texts and emails: same-day wrap-up, care notes, photos of the work, keys and warranties, punch list and sign-off, invoice next, check-in, review ask.

3. Invoice email template / payment options / corrected invoice

   40 invoice texts and emails: what to include, subject lines, how to pay, by trade, progress invoices, corrected invoices, and when someone else is paying.

4. Reschedule appointment text & email

   44 messages: you need to move it, they asked, short notice, holiday weeks, meetings and calls, recurring clients, confirm the new time.

5. Quote follow-up message & email / quote expiring

   50 texts and emails after sending an estimate: same-day quote recaps, a follow-up timeline, expiring reminders, price pushback, big-job and commercial bid follow-ups, next steps after a yes, closing the loop, voicemail.

6. After-hours auto-reply & weekend messages / closed on Monday

   50 texts, emails and a voicemail greeting: evening and weekend replies, auto-replies, emergency triage and on-call, business-hours lines, holiday weekend auto-replies, after-hours rates, Monday catch-up, by trade.

7. Out of office text & message / holiday auto-reply

   40 out of office texts and emails: short auto-reply texts, holidays, vacations, out sick, jury duty, medical leave, urgent cover, slow-reply weeks, back in the office.

8. Sorry I missed your call (professionally) / missed call text / late reply

   44 texts, emails and voicemail greetings: how to say it professionally, missed-call text-backs for new leads, calling back, sorry for the late reply, by trade.

9. Sick day message to clients / cancel today / cut visit short

   40 texts and emails: same-day cancels, sick days, weather and smoke, leaving early, regulars and deposits, upset clients, by trade.

10. On my way text / I’m here / running early

    49 texts: leaving now, first visits, who’s coming (name, photo, vehicle), I’m outside, running early, arrival windows, apartments and offices, Spanish versions, saved replies, and by trade.

11. Payment received confirmation / year-end tax receipt

    47 texts and emails: thank you for your payment, amount, deposit, partial and late payments, autopay, business clients, Venmo/Zelle/check, by trade, year-end summary.

12. Appointment reminder text

    40 reminders: day before, morning of, first visit, recurring, booked far ahead, crews, weather, and email versions.

13. Booking / appointment confirmation

    43 confirmation texts and emails with date, time, address, deposit, reply-YES-to-confirm templates, holiday weeks, and 12 trades.

14. Welcome message to a new client

    40 welcome texts, emails, and a welcome letter: short welcomes, thank you for choosing us, what to expect, onboarding questions, by trade.

15. Gate code & access messages / lockbox key replacement / parking

    46 texts and emails: how to ask for a gate code, door and alarm codes, lockbox key replacement, key pickup and return, parking, pets, lost keys, first-visit access email, by trade.

16. Weather cancellation & delay messages

    45 texts and emails: forecast heads-up, same-day call-off, snow day and closed due to weather, heat and smoke, late starts, multi-day jobs, a weather policy.

17. Deposit request message, deposit invoice & non-refundable deposit wording

    41 templates: ask for a deposit, how much to ask, non-refundable deposit wording, holiday-date deposits, deposit invoice, refunds and late cancels, by trade.

18. Make it right / customer complaint replies

    42 complaint responses: first reply, the fix, polite disagreement, refunds and credits, chargeback threats, bad review replies, and thank you for your patience.

19. Thank you for your patience

    40 texts and emails: late replies, delayed jobs, backorders, busy season, billing fixes, work in progress, signs and auto-replies, plus other ways to say it.

20. Change order & extra work found / materials cost / color choice / extra student

    50 texts and emails: stop-and-ask, written change orders, materials cost, color choices, client pushback, 8 trades, and adding it to the invoice.

21. Quote email template & estimate text

    43 quote texts and emails: price and scope, exclusions, options and ranges, revised quotes, milestone payments, holiday quotes, 10 trades.

22. Overdue invoice / past due payment reminder

    43 texts, emails & letters: reminder letter sequence, final notice letter, payment plan agreement, pause.

23. Supplies to buy / scent preference

    40 texts and emails: exact shopping lists, restock notes, who supplies what, items you bought for them, leftovers and returns, wrong or late items, and scents or products to use or skip.

24. Ending services with a client / last visit

    40 texts, emails, and an end of service letter: last visit, end of term, notice periods, final invoice and keys, handing off to a new provider.

25. Price increase letter / rate change

    40 texts, emails, and letter templates for raising your prices, January increase notices, and replies when a client pushes back.

26. Closed for Thanksgiving sign + message

    58 sign lines, texts, emails, Thanksgiving week schedule changes, Happy Thanksgiving notes, Black Friday hours, auto-replies, and by-trade versions for Thu Nov 26, 2026.

27. Office closed for holiday message — Christmas & New Year

    85 office closed for holiday and closed-for-the-holidays signs, texts, emails, auto-replies, staff notices, booking cutoffs, reopening and happy holidays notes, plus Veterans Day (Nov 11) and MLK Day to Labor Day notices.

28. Referral thank you + asking for referrals

    40 messages: thank the referrer, ask for referrals, first text to a referred client, partner businesses, gift wording.

29. Someone else is coming / bringing a helper

    40 texts and emails: a sub covers the visit, a helper comes along, a new team member, holiday coverage, handovers, and when the client says no.

30. Card declined / payment failed message

    41 texts and emails: declined after the job, failed deposit or autopay, splits and partial payments, no-reply follow-ups, card on file, by trade.

31. Client no-show policy, follow-up & nobody home

    52 texts and policies: no-show policy templates, confirmations that prevent no-shows, nobody home at the door, check-in, waited, rebook, charging the fee, disputes, by trade, access vs no-show.

32. Pause service / put recurring service on hold

    40 texts and emails: pause until a date, holiday and winter pauses, holding their slot, billing, pause policy wording, and resuming.

33. Travel fee / trip charge message

    40 texts, emails, and policy lines: ask before you drive, flat or per-mile fees, tolls and parking, existing clients, waivers, and pushback.

34. Apology for damaging a customer’s property

    40 texts and emails: tell them first, fix, replace, or pay for a repair, insurance, outdoor and pet incidents, sentimental items, unclear damage.

35. Neighbor or HOA complaint / notice to neighbors

    40 texts, emails, and letters: tell your client, reply to the neighbor or HOA, notify neighbors before work starts, parking, damage and shared fences, and by trade.

36. Thank you for the tip

    44 tip thank-you texts — ways to say thank you for the tip, cash, card, Venmo, holiday tips and Christmas bonuses, and by trade.

37. How to ask for a Google review

    40 review request texts and emails by trade, Nextdoor and Facebook asks, review replies, and what Google doesn’t allow.

38. Thank you messages to customers

    58 thank-you texts, emails, letters and card notes: after a job or a payment, Thanksgiving, a year-end thank-you letter to customers, year in review, and New Year notes.

39. Final bill vs the estimate / job ran long

    40 texts and emails: over, under, or ran long — mid-job change approvals, the reason in plain words, deposits and split payments, pushback, goodwill, by trade.

40. Gift certificate wording & holiday gift card messages

    75 examples: holiday gift card wording, Black Friday & Small Business Saturday (Nov 28) promo email and texts, how to redeem, a gift certificate log, corporate and realtor orders, last-minute gifts, expiry fine print.

41. Parts ordered / project delay message

    40 texts, emails, and a delay letter: parts ordered, backordered and arrived, new start date, supplier, utility and permit delays, holiday shipping, second delays.

42. Before we arrive: secure pets & clear the work area

    40 texts and an email: crate dogs, clear the space, move the car, kids, codes, allergies, photos ahead, snow and holiday visits, 7 trades, and what to say when they aren’t ready when you arrive.

43. Cancellation policy template, late cancel fee & reply when a client cancels

    50 blocks: full cancellation policy templates for 5 kinds of business, a website version, new booking, 24h/48h windows, fees, replying to a cancel, deposits, by trade, pushback.

44. Christmas messages for clients / happy holidays / New Year

    70 greetings with a 2026–27 send calendar: Thanksgiving, inclusive holidays, Merry Christmas, Hanukkah, New Year, belated notes, gifts, replies to client cards and tips, social posts — no sales pitch.

45. Happy New Year message to clients

    New Year wishes for clients and customers, 2027 business announcements (rates, hours, services), year-end thank-yous and January booking messages (40 examples).

46. Fully booked message & waitlist text

    40 texts and emails: next opening, booked for the season or the holidays, regulars, waitlist, referring out, not taking new clients, by trade.

47. Winter hours announcement & seasonal hours change

    52 texts, emails, and sign wording: new hours, the Nov 1 clock change, 2026 Christmas and New Year week hours, winter hours signs, Google hours, snow days, back in spring.

48. Book before the holidays message

    50 texts, emails, and posts: first pick for regulars, dates left, holiday-week schedule changes, Black Friday and holiday rates, offices, last call, waitlist, January, by trade.

49. We moved announcement & new phone number

    40 texts, emails, and sign wording: new address, parking, first visit, new hours, temporary space, new phone number announcements, new email or booking link.

50. Payment plan agreement, letter, email & text

    41 templates: payment plan agreement form and schedule, offer or answer a request, autopay wording, reminders, missed payments, holiday-season plans.

51. Refund message & refund email to a customer

    40 templates: full and partial refunds, double charges, deposits, credit, disputes and chargebacks, gift certificates, delayed refunds, declining a refund.

52. Closing business letter to customers

    40 texts, emails, and letters: retiring, moving, or selling; booked and prepaid work; referrals; listings and voicemail; year-end closing; the last thank-you.

53. Same-day appointment available / emergency opening

    40 texts, posts and emails: fill a cancellation, offer it to your list, confirm the window, holiday-week openings, urgent calls, disclosed fees.

54. Warranty service message & guarantee follow-up

    40 claim replies, covered return visits, not-covered replies, manufacturer warranties, guarantee wording, repeat failures, seasonal check-ins.