The Real Job: Email Template for Client Communication

The Real Job (That Most Consultants Miss)

If you’re a consultant or an agency, you’re hired to save the client’s time.

Not only with the task you’re responsible for, but with everything that touches the collaboration: decisions, handoffs, approvals, access, “who owns what,” “where do we put this,” all of it.

So here’s the habit that has helped me win (and keep) clients:

→ Every message ends with a clear next step

Every email. Every Slack message. Every meeting.

And when there’s a problem, I don’t stop at “here’s the issue.” This is just pointing out the issue and it’s not helping anyone.

I respond with:

→ 1. Option 1 (quickest, but with the downside)

→ 2. Option 2 (cleanest, recommended)

→ 3. Option 3 (if it exists)

…and then: “Here’s what I recommend.”

Listing options isn’t really that helpful, but helping someone choose. That’s where the GOLDMINE is.

A Real Example From Last Week

We hit a blocker with a client: we couldn’t schedule or manage content because we didn’t have the right permissions in Meta Business Manager.

Instead of sending a “Hey, can you look into this?” message (aka: dumping the problem on them), I sent:

→ What’s happening now (in plain language)

→ Two ways to fix it

→ Which one I recommend and why

→ Exactly what I need from them (one action, not a research project)

That’s it.

The client doesn’t have to open 12 tabs, Google Meta settings, or figure out what “Partner access” means.

They just pick a path and we move forward.

What’s happening now:

• Facebook Page and Instagram profile are owned by Business Manager
• Those assets are currently shared with the other Business Manager
• Because I’m only a user within one (and not inside the other Business Manager), I’m unable to:
  • Assign the Facebook Page or Instagram profile to our team
  • Grant access to the team or agency

In short, we don’t have the permissions needed to manage or schedule content yet.

Next Steps (Two Options):

Option 1 – Easiest / Quickest, But Not Recommended

You can add the person directly as a user to the Business Manager and grant her access to the Facebook Page and Instagram profile.

This works, but it’s a bit of a workaround and doesn’t clearly separate roles between companies.

Option 2 – Recommended (Cleanest Setup)

Add the agency as a Partner to the Business Manager, then assign:

• Facebook Page
• Instagram profile if needed (but based on your email, I don’t think this is necessary)

This keeps ownership and permissions clear, ensures proper long-term access, and allows us to manage roles internally without ongoing friction.

Once this is done, we’ll be able to manage content, schedule posts, and move forward without further access issues.

The Template (For Your Use)

If you want to steal this for your own work, here’s the template:

What’s happening: (1–3 bullets, plain language)

Options: → Option 1 — quick fix (+ the tradeoff) → Option 2 — best long-term (+ why) → Option 3 — only if needed

My recommendation: (One sentence)

Next step: (One action + who owns it + when)

The Result

If you start doing this consistently, you become ridiculously easy to work with.

And clients get a little bit addicted to it, because suddenly everything moves.