How to Write a Freelance Rate Negotiation Email Sample for Maximum Impact

Are you tired of feeling undervalued and underpaid as a freelancer? It’s time to take control of your income by negotiating your rates like a boss. One powerful tool at your disposal is the freelance rate negotiation email. With a well-crafted email, you can communicate your value to clients and secure a fair rate for your work. In this article, we’ll provide you with freelance rate negotiation email samples that you can use as a starting point. You’ll have the ability to customize them to your specific needs and style, so you feel confident sending them. It’s time to stop settling for less and start earning what you’re worth as a freelancer. Let’s dive in.

The Best Structure for Freelance Rate Negotiation Email Sample

As a freelancer, it’s often necessary to negotiate your rates with clients. However, crafting a negotiation email can be a daunting task. To help you navigate this process, here’s the best structure for a freelance rate negotiation email sample.

Opening Paragraph

The opening paragraph should be friendly and professional, and set the tone for the negotiation. Start by thanking the client for their offer or interest in working with you. Briefly restate the project details and your understanding of the project scope and deliverables.

Explaining Your Rates

In your next paragraph, explain your rates and the value you bring to the project. This is a great opportunity to sell your skills and expertise to the client. Highlight your experience and any relevant industry credentials that make you an ideal candidate for the job.

Negotiation Request

In your third paragraph, request a higher rate or offer a compromise. For example, if the client offered $50 an hour and you’re looking for $75, you might suggest a rate of $65. Be clear about why you’re requesting the higher rate, but also be open to compromise.

Closing Paragraph

Your final paragraph should be positive and professional, thanking the client again for their time and consideration. Be sure to reiterate your interest in the project, and ask for a response.


If you don’t hear back from the client after a few days, don’t be afraid to follow up. Send a friendly email asking for an update on the project status or if they’ve had a chance to review your proposal. Remember to be patient and professional throughout the negotiation process.

In conclusion, negotiating your freelance rates can be a challenge, but following this structure and keeping a professional tone can help you achieve your desired outcome.

7 Freelance Rate Negotiation Email Samples

Sample 1: Negotiating Rates for a Large Project

Greetings! I hope this email finds you well. I am writing to you today regarding the pricing for the large project you have proposed. While I am confident in my abilities to meet and exceed your expectations, I believe that my initial quote did not take into account the scope and complexity involved in this project. With that said, I would like to discuss terms that will benefit both of us.

I propose an increase of 25% to my initial quote. This is due to the extra time and effort it will take on my part to ensure delivery of quality work. I am also willing to discuss payment structures and payment milestones that will help make the payment process smoother for you.

Thank you for considering my request. I am looking forward to finding a mutually beneficial solution to this matter.

All the best,

[Your Name]

Sample 2: Negotiating Rates for a Short Project with Tight Deadline

Hello there! I hope you’re doing well. I wanted to discuss the pricing for the short project we’ve been discussing via email. Given the tight deadline, I think it is prudent for us to negotiate terms carefully.

Based on the project requirements and delivery period, I would like to make a request to increase my initial quote by 10%. This will help cover additional costs for working weekends and potentially working outside my normal work hours, depending on how the project goes.

Please let me know if this increase in my initial quote works for you. I am open to further negotiation to make sure we both meet our expectations.

Warm regards,

[Your Name]

Sample 3: Request for a Rate Increase due to Experience and Qualifications

Hi there! I hope this email finds you well and energized for the project ahead. I am reaching out to you today regarding the rate proposal we have been discussing. I have been considering the extensive experience and qualifications I bring to the table and, as such, would like to discuss a potential increase in my initial quote.

My experience in the relevant field and my qualifications make me an excellent choice for the project. I believe these factors warrant a rate that is in line with the current market rate for professionals with such experience and qualifications. I would, therefore, like to request a 15% increase on my initial quote to reflect this.

Thank you for considering my request. I am looking forward to your response.

Best regards,

[Your Name]

Sample 4: Request for a Slight Rate Decrease

Hi there! I hope you are doing well. I wanted to touch base with you regarding rates for the project you’ve proposed. While I am excited about the project’s potential, I would like to request a slight decrease in the rate you are proposing.

I understand that the initial quote takes into account the project requirements, but after an in-depth review, I believe that my skills and experience will allow me to complete the project quicker than initially anticipated. That being said, I would like to request a 5% decrease in the rate quoted.

I hope this decrease is acceptable to you. I understand that it is not a significant decrease; however, I believe it is warranted given my efficiency and experience.

Thank you for your time and consideration,


[Your Name]

Sample 5: Negotiating Pricing Based on Client’s Budget

Hello! I hope this message finds you well. I wanted to get in touch with you regarding your request for a project quote. Based on what we have discussed, I think we can make this project work within your budget.

After considering the details of the project extensively, I feel that I can deliver the work within your budget without compromising the quality of work delivered. Therefore, I would like to propose a rate that is aligned with your budget request.

Please let me know what your thoughts are, and we can move forward from there.

Take care,

[Your Name]

Sample 6: Request for a Retainer Agreement

Hello! I hope you are doing well. I am writing to discuss a possible retainer agreement proposal with you.

I fully understand our working relationship has been on a per-project basis, and I’ve thoroughly enjoyed working on each project with you. However, I would like to propose that we enter into a retainer agreement, where you guarantee a certain amount of ongoing work each month.

If we reach an agreement, we can offer a discounted hourly rate compared to our initial pricing for the per-project basis. This would allow us to schedule our time more effectively and enable us to be available when you need us most.

Please let us know your thoughts on this proposal, and we can move forward from there.

Warm regards,

[Your Name]

Sample 7: Negotiating Better Payment Terms

Greetings! I hope all is going well for you. I am reaching out to discuss the payment terms that we agreed upon. While I believe that the rate that we have agreed upon for the project is reasonable, I am hoping we can work out a payment schedule that more closely aligns with my needs.

Given the scope and timeline of the project, I would like to propose a payment schedule where I receive 50% of the payment upfront, 25% at the project’s midpoint, and the remaining balance upon completion of the project.

I understand that such an arrangement may require additional paperwork. However, I believe it will be beneficial for both of us if we can agree on such payment terms.

Thank you for your understanding and consideration, and I look forward to working with you closely on this project.

Best regards,

[Your Name]

Negotiating Freelance Rates: Tips and Sample Email

As a freelancer, negotiating rates is an important part of your job. It can be uncomfortable to discuss money, but it’s necessary to ensure you’re getting paid fairly for your work. Here are some tips on how to negotiate rates effectively in an email.

Firstly, do your research. Look at industry standards for rates and compare them to your experience and skills. This will give you a baseline for negotiating your own rates. In your email, mention these standards and explain why you believe you are worth the amount you are requesting.

Secondly, provide context. If you’re negotiating for a specific project, provide details about the project and how your skills and experience are a good fit for it. This will show that you’ve put thought into your request and are serious about the work.

Thirdly, be confident. Don’t apologize for requesting a higher rate or undervalue yourself in your email. Show your potential client that you value your skills and experience, and that they should too.

Fourth, be willing to compromise. You might not get the exact rate you’re requesting, but there may be room for negotiation. Be open to discussing alternatives, such as a lower rate for a longer contract or additional benefits.

Lastly, follow up. If you don’t hear back from the client after sending your initial email, don’t be afraid to follow up politely. This shows that you’re proactive and interested in the work, which can make you more attractive to potential clients.

Sample Email

Dear [Client Name],

Thank you for considering me for [project/job]. After reviewing the details, I feel that my skills and experience are well-suited for this project.

Based on my research on industry standards, I believe a rate of [$X] per hour/ per project is fair for my services. I have [X years of experience/ completed similar projects/ etc] which I believe justifies this rate.

However, I am open to discussing alternative rates or arrangements. I would love to work with you on this project and am willing to negotiate to find a mutually beneficial solution.

Thank you for your time, I look forward to hearing your thoughts.

Best regards,

[Your Name]

Frequently Asked Questions About Freelance Rate Negotiation Emails

What should I include in a rate negotiation email?

In a rate negotiation email, it is important to clearly state your current rate, explain why you are worth more, provide examples of your work, and suggest a new rate that reflects your value.

How can I phrase my new rate without sounding too demanding or aggressive?

Instead of using demanding language, try using phrases like “I believe my experience and skills warrant a higher rate” or “I would like to propose a rate that reflects the value I bring to the project.”

What if the client doesn’t agree to my proposed rate?

If the client doesn’t agree to your proposed rate, try negotiating for a compromise that both parties can agree on. Consider adjusting the scope of the project or offering to work on a trial basis to demonstrate your value.

Should I mention my competitors’ rates in my negotiation email?

No, it is not advisable to mention your competitors’ rates in a negotiation email as it may come across as unprofessional and desperate. Focus on highlighting your own skills and value instead.

Is it necessary to negotiate rates for every project?

Not necessarily. If you have an established relationship with a client and they consistently pay you a fair rate, it may not be necessary to negotiate rates for every project. However, if you feel that your skills and value have increased, it is still worth mentioning it to the client.

What if the client doesn’t respond to my rate negotiation email?

If the client doesn’t respond to your rate negotiation email, consider following up with a polite email or phone call. If they still don’t respond, it may be time to move on to other opportunities.

Is it possible to negotiate rates after starting a project?

Yes, it is possible to negotiate rates after starting a project if you feel that the scope of work has increased or your value has increased due to circumstances beyond your control. However, it is important to communicate this with the client as soon as possible and provide a valid reason for the rate increase.

Wrapping It Up

So that’s it, folks! I hope this freelance rate negotiation email sample could help you get the pay you deserve. Don’t forget that knowing your worth is important, but also keep in mind that clients have their own priorities as well. Be ready to negotiate and compromise. Thank you for reading this article, and I’ll see you next time for more tips and tricks on thriving in the freelance world. Keep hustling!