What to Consider When Writing to a Client
- Clarity and Explanation – Outline the reason for the price increase, such as rising operational costs, improved services, or changes in the market.
- Effective Date – Mention when the new pricing will take effect to give clients time to prepare.
- Client-Focused Communication – Acknowledge the client’s loyalty and highlight how the change supports continued service quality.
- Advance Notice – Giving enough time before the adjustment allows clients to plan accordingly.
- Options or Incentives – A renewal discount or temporary extension of the current rate can make the transition smoother.
- Professional and Appreciative Tone – Expressing gratitude and professionalism strengthens long-term relationships.
- Contact Information – Provide a way for clients to ask questions or discuss any concerns.
FAQs
At least 30 days is recommended, though the ideal timeframe depends on your industry and any contractual agreements. A longer notice period allows clients to adjust their budgets.
Rather than apologizing, focus on explaining why the adjustment is necessary and how it benefits the client in terms of continued quality or service improvements.
Providing a clear explanation, outlining the value of your services, and offering a limited-time renewal at the previous rate can make the adjustment easier to accept.
Depending on your business model, an alternative plan or a phased pricing adjustment could be considered for long-term clients.
Acknowledge their concerns, restate the reasoning behind the adjustment, and, where possible, provide flexibility such as phased increases or customized plans.
