How to Negotiate Higher Freelance Rates (Email Templates)

You know you are undercharging.

Maybe a “quick” logo project ballooned into five rounds of revisions. Maybe a long-term client hasn’t updated your rate in two years while your skills have skyrocketed.

You want to charge more, but:

• You don’t want to lose good clients
• You’re not sure how much to ask for
• You have no idea what to say without sounding awkward

This is where a simple system and the right words make all the difference.

In this guide, you’ll learn:

• When it’s the right time to negotiate higher freelance rates
• How to position a rate increase so clients see the value
• Exactly what to say, with copy-and-paste email templates
• How to respond to pushback, discounts, and “we don’t have budget”

You can use these scripts for both new clients and existing clients, and adapt them for any niche: design, dev, writing, video, marketing, audio, and more.

Step 1: Know What You’re Really Worth

Before you ask for higher rates, get clear on three things:

1. Your baseline hourly value

Even if you charge per project or per retainer, you should know your internal hourly target.

A quick way to benchmark:

1. Decide your target annual income (pre-tax)
2. Divide by 1,000 to get a rough “sustainable” hourly rate (assuming ~20 billable hours per week)

Example:

• Target income: $80,000 / year
• $80,000 ÷ 1,000 = $80/hour baseline

If you’re consistently charging $30–40/hour effective rates for expert-level work, you have room to increase.

2. Market benchmarks for your skills

Check what other freelancers with similar skills, experience, and location are charging.

On Twine, you can browse live freelance jobs and see what clients are willing to pay for similar roles. That gives you real-world ranges for design, dev, audio, AI, video, and more.

👉 Explore current freelance jobs on Twine

3. Your “negotiation range”

Create three rate levels:

• Floor: The lowest rate you’ll accept without resentment
• Target: The rate you actually want
• Stretch: A higher rate you’d love to get if negotiation goes well

In negotiation, you lead with your stretch rate, plan to land near your target, and walk away below your floor.

Step 2: Reframe Negotiation as Collaboration, Not Conflict

Many freelancers see negotiation as a fight over money.

Clients don’t think about it that way. They are asking: “Will this person reliably deliver the outcome I want at a price that feels fair and manageable?”

Your job in negotiation is to:

• Anchor the value (not just the hours)
• Show that your rate is aligned with outcomes
• Stay calm, clear, and professional

You’re not begging for more money. You’re aligning your rates with the value you deliver.

Step 3: How to Position Higher Rates to New Clients

When you’re working with new clients, you have the most leverage, because there’s no existing “anchor” rate.

A few rules:

• Quote per project or per deliverable whenever possible
• Frame pricing around outcomes and scope, not time
• Present your rate with confidence, not apology

New Client – Initial Proposal Email Template

Subject: Project scope and proposal for [Project Name]

Hi [Client Name],

Thanks again for sharing more about [their project or goal]. Based on what you’ve outlined, here’s how I suggest we move forward.

Scope:

• [Deliverable 1]
• [Deliverable 2]
• [Deliverable 3]
  (Includes [X] rounds of revisions and delivery in [formats/platforms].)

Timeline:

• Kick-off: [Date]
• First draft / concept: [Date]
• Final delivery: [Date]

Investment:
For this scope, my fee is [Currency + Amount]. This includes [briefly list a few value points, e.g. strategy, revisions, implementation support, testing, etc.].

If this aligns with your budget, I can send over a simple contract and get started as soon as [date].

Let me know if you’d like to adjust scope or priorities to match a specific budget level.

Best,
[Your Name]
[Your Role]

If They Push Back on Price

Clients often say, “That’s higher than we expected.” That is not an instant no.

You can use this reply:

Subject: Re: [Project Name] proposal

Hi [Client Name],

Thanks for the honest feedback on budget. I appreciate it.

If [Amount] is above what you had in mind, we have a couple of options:

1. Adjust scope
   For example, we could focus on [subset of deliverables/phases] and exclude [other elements] for now, bringing the investment to around [New Lower Amount].
2. Phase the work
   We can start with [Phase 1], which would be [Amount for Phase 1], and then plan [Phase 2] for a later date once you have results from the first stage.

I’d rather adjust the scope than compromise on quality, so we still achieve the result you’re looking for.

Let me know which option feels closer to your budget, and we can refine from there.

Best,
[Your Name]

Notice what you’re not doing:

• You’re not instantly discounting
• You’re not justifying line-by-line
• You’re framing the conversation around value and scope

Step 4: How to Ask Existing Clients for Higher Rates

Raising rates with existing clients feels scarier because you don’t want to rock the boat.

But long-term, staying underpriced with a growing skill set is the fastest way to burnout.

You have a stronger case for a rate increase when:

• You’ve worked with them for 6–12+ months
• Your responsibilities expanded beyond the original scope
• You’re now delivering higher-level strategic value
• Your market rate has risen, or your skill level has advanced

Rate Increase Email Template (Retainer / Ongoing Work)

Send this 30 days before your new rate kicks in.

Subject: Updating my rates for [Client Company]

Hi [Client Name],

I’ve really enjoyed working together on [briefly mention key projects or results, e.g. “growing your content library and improving landing page conversions”] over the last [time period].

As my client base and experience have grown, I periodically review my pricing to ensure it reflects the level of expertise, time, and value I bring to each project.

From [Date], my rate for [type of work, e.g. “ongoing content production and strategy”] will be:

• New rate: [New Rate]
• Current rate: [Old Rate]

This updated rate will apply to all new work starting on or after that date. Any work already scoped or agreed at current rates will be honored.

I value our collaboration and would love to continue supporting [client goal or business area] going forward. If it’s helpful, I’m happy to suggest ways we can prioritize or adjust scope so that we stay aligned with your budget.

Thanks again for being a great client.

Best,
[Your Name]

Rate Increase Email Template (Per-Project Client)

Subject: Updated pricing for upcoming projects

Hi [Client Name],

Hope you’re well. I’ve been reviewing my pricing for [your service, e.g. “UX design and prototyping”] to reflect my current experience, demand, and the results I’m delivering for clients.

From [Date], my typical pricing for projects like [examples you’ve done for them] will be in the range of:

• [New Price Range / Day Rate / Per Deliverable]

Of course, I’ll still quote each project individually based on scope and complexity, but I wanted to give you a clear idea of what to expect going forward.

If you have any upcoming projects in mind, I’m happy to lock in current rates for anything confirmed before [cut-off date].

Thanks again for the ongoing collaboration.

Best,
[Your Name]

Step 5: How to Handle Common Client Objections

Even with good clients, rate increases can trigger objections. Here are some common ones and suggested replies.

Objection 1: “We don’t have budget for that.”

Reply email:

Hi [Client Name],

Thanks for letting me know.

If [New Rate / Amount] is outside the current budget, we can:

• Reduce scope and focus on the highest-impact pieces
• Spread the work over a longer timeline
• Prioritize items that will drive the quickest returns

For example, we could [concrete scope reduction idea] at [Reduced Amount], which still moves [specific goal] forward.

Would that be helpful?

Best,
[Your Name]

You’re showing you’re flexible on scope, not just dropping your rate.

Objection 2: “Another freelancer quoted less.”

Reply email:

Hi [Client Name],

I completely understand, and it’s normal to see a wide range of quotes.

My pricing reflects not just the deliverables, but also:

• years of experience in [your specialty/industry]
• Proven results such as [short example]
• Reliability and long-term support, not just a one-off project

That said, I want this to feel like a great investment for you. If you can share the budget range you’re comfortable with, I can clarify what I can deliver at that level.

Best,
[Your Name]

You’re not competing to be the cheapest. You’re anchoring yourself as the most reliable and valuable.

Objection 3: “Can you give us a discount?”

Discounts can be fine if you get something in return: longer commitment, reduced scope, better payment terms.

Reply email:

Hi [Client Name],

Thanks for asking.

I don’t usually discount my standard rates, as they’re set to reflect the time and quality that goes into each project. However, I can be flexible in a couple of ways:

• For a longer-term commitment of [X months] or [Y projects], I can offer a package rate of [Amount].
• Alternatively, we can streamline the scope to focus on [key deliverables] at [Reduced Amount].

Let me know which option is closer to what you had in mind.

Best,
[Your Name]

Step 6: Negotiating Better Terms Beyond Just Rate

Smart freelancers negotiate more than just money.

When you’re already pushing your rate higher, you can also negotiate:

• Payment terms: 50% upfront, 30% milestone, 20% on completion
• Revisions: Clear limits on what’s included
• Kill fees: Compensation if the project is cancelled mid-way
• Usage rights: Extra fees for extended usage or exclusivity
• Scope clarity: Written deliverables, timelines, and responsibilities

This protects your time and makes higher rates easier to justify, because the project is more controlled and predictable.

Step 7: Follow-Up Templates for Silent Clients

Sometimes the scariest reply is no reply at all.

Here’s how to follow up without sounding desperate.

Follow-Up 1: 3–4 Days After Proposal

Subject: Quick check-in on [Project Name]

Hi [Client Name],

Just checking in to see if you had any questions about the proposal I sent over for [Project Name].

If your priorities or budget have shifted, I’m happy to adjust scope so it’s a better fit.

Best,
[Your Name]

Follow-Up 2: 7–10 Days After Proposal

Subject: Re: [Project Name] proposal

Hi [Client Name],

No rush at all, but I wanted to let you know I’m holding space in my schedule for [Project Name] around [Date].

If you’ve decided to pause or go in a different direction, that’s totally fine — just let me know so I can plan my availability accordingly.

Best,
[Your Name]

This reinforces that your time is in demand and nudges a clear yes/no.

Step 8: Level Up Your Clients, Not Just Your Rates

There’s a limit to how much you can negotiate with clients who:

• Treat you like a cost, not a partner
• Constantly haggle and delay payments
• Don’t have the budget for your level of work

Sometimes the best negotiation move is to find better clients.

That means:

• Targeting companies who already invest in quality creative and technical talent
• Applying to projects that clearly state fair budgets
• Positioning yourself where clients expect to pay professional rates

On Twine, clients are actively looking for experienced freelancers across design, dev, AI, music, video, marketing, and more. You can build a portfolio once and let clients come to you, while also applying to projects that match your skills and target rates.

👉 Ready to find verified, high-quality freelance projects? Browse live jobs here

👉 Want a portfolio that works while you sleep? Create your freelancer profile here

Final Thoughts

Negotiating higher freelance rates is not a one-time event. It’s part of running a professional, sustainable freelance business.

To recap:

• Know your numbers: baseline rate, market benchmarks, and negotiation range
• Lead with value, not hours: frame pricing around outcomes and scope
• Use clear, confident emails: templates save you from overthinking and procrastination
• Handle objections calmly: adjust scope, not just price
• Upgrade your client pool: work with clients who respect your expertise and budget

You don’t need to be aggressive or manipulative to earn more. You just need to clearly communicate the value you bring and stand behind your rates.

If you’re ready to pair strong negotiation skills with better client opportunities, build your Twine profile and start applying for verified freelance jobs today:

• Find jobs: https://www.twine.net/jobs
• Build your portfolio: https://www.twine.net/freelancers

Your next rate increase could be one email away.