How To Write An Email Asking For A Contract: A Comprehensive Guide

Crafting an email requesting a contract might seem straightforward, but doing it effectively is an art. You want to secure the deal without sounding pushy or unprofessional. This comprehensive guide will walk you through every step of writing a compelling email that increases your chances of getting that all-important contract signed.

1. Understanding the Importance of a Well-Crafted Email

Before diving into the specifics, let’s appreciate why a well-written email is so crucial. Your email is often the first formal impression you make. It sets the tone for your entire business relationship. A poorly constructed email can lead to misunderstandings, delays, or even the loss of a valuable opportunity. Conversely, a professional, clear, and persuasive email can demonstrate your competence and attention to detail, making the recipient more inclined to work with you.

2. Planning Your Approach: Before You Even Type a Word

Taking a moment to strategize beforehand will save you time and frustration. Consider these key elements:

  • Know Your Audience: Who are you writing to? What is their role, and what are their priorities? Tailoring your language and approach to the recipient’s perspective is critical.
  • Understand the Context: Why are you sending this email? What stage are you in the negotiation process? Are you following up, or is this a first contact?
  • Define Your Objective: What, specifically, do you want to achieve with this email? Do you want them to review the contract, sign it, or schedule a call to discuss it?

3. Crafting the Perfect Subject Line: Getting Their Attention

Your subject line is the first thing the recipient sees. Make it count. It should be concise, clear, and intriguing enough to encourage them to open the email.

  • Examples of Effective Subject Lines:
    • “Contract for [Project Name/Service]”
    • “Following Up: [Project Name/Service] Contract”
    • “Contract Review Request: [Your Company Name] & [Client Company Name]”
    • “Ready to Proceed: Contract Attached”

Avoid generic subject lines like “Follow Up” or “Important Email,” as they are likely to be overlooked.

4. The Opening: Setting the Stage for Success

Your opening paragraph should immediately establish your purpose and build a positive rapport.

  • Keep it concise. Get straight to the point.
  • Reference previous conversations or agreements. This shows you’re organized and attentive.
  • Express appreciation. Thanking the recipient for their time or consideration can go a long way.

Example:

“Dear [Client Name],

Following up on our discussions regarding [Project Name/Service], I’m pleased to attach the contract for your review. I’ve incorporated the terms we discussed on [Date] and am confident it accurately reflects our agreement.”

5. Presenting the Contract: Clarity and Ease of Access

Make it easy for the recipient to access and review the contract.

  • Attach the contract clearly. Use a professional file name (e.g., “[Your Company Name] - [Client Company Name] - Contract.pdf”).
  • Mention the attachment immediately. Don’t make them search for it.
  • Consider providing a brief summary of the contract’s key terms. This can help the recipient quickly understand the most important aspects.

6. Highlighting Key Contract Terms: Focus on Value

If there are specific terms you want to emphasize, subtly highlight them. This could involve:

  • Mentioning the benefits. Remind them of the value they’ll receive.
  • Addressing potential concerns. Proactively answer any questions they might have.
  • Reiterating key deliverables or deadlines. This demonstrates your commitment to the project’s success.

7. Making the Call to Action: Guiding the Recipient

Your call to action should be clear, concise, and direct. Tell them what you want them to do.

  • Specify the desired action. “Please review the contract and let me know if you have any questions.” or “Please sign and return the contract by [Date].”
  • Provide a deadline (if applicable). This creates a sense of urgency and helps keep the process moving.
  • Offer assistance. Let them know you’re available to answer questions or clarify any points.

Example:

“Please review the attached contract at your earliest convenience. If you have any questions, please don’t hesitate to contact me. I’m available to discuss this further at your convenience. Please aim to sign and return the contract by [Date].”

8. The Closing: Reinforcing Professionalism and Gratitude

Your closing should be professional and leave a positive lasting impression.

  • Use a professional closing. “Sincerely,” “Best regards,” “Thank you,” etc.
  • Include your contact information. Make it easy for them to reach you.
  • Proofread carefully. Errors can undermine your credibility.

Example:

“Thank you for your time and consideration. I look forward to working with you.

Sincerely,

[Your Name] [Your Title] [Your Company] [Your Phone Number] [Your Email Address]”

9. Following Up: Persistence with Professionalism

If you don’t receive a response within a reasonable timeframe (typically a few days), follow up.

  • Keep it brief and polite.
  • Reiterate your purpose.
  • Offer assistance.
  • Avoid being pushy.

Example:

“Dear [Client Name],

I’m following up on my previous email regarding the contract for [Project Name/Service]. Please let me know if you’ve had a chance to review it. I’m happy to answer any questions you may have.

Best regards,

[Your Name]”

10. Avoiding Common Mistakes: Pitfalls to Sidestep

  • Typos and grammatical errors: Always proofread carefully.
  • Being too informal: Maintain a professional tone.
  • Being overly aggressive or demanding: Be polite and patient.
  • Failing to personalize the email: Generic emails are less effective.
  • Forgetting to include the contract: Double-check your attachments.

Frequently Asked Questions

What if the client pushes back on a specific term in the contract?

Be prepared to negotiate. Listen to their concerns, and be willing to compromise if it aligns with your overall goals. Document any changes agreed upon and update the contract accordingly.

What’s the best time to send an email asking for a contract?

There is no single “best” time, but consider the recipient’s time zone and typical working hours. Avoid sending emails late at night or on weekends unless it’s an urgent matter.

Is it okay to use a template?

Yes, using a template can save time, but always personalize it to the specific client and project. Don’t just copy and paste a generic email.

What if the client doesn’t respond after multiple follow-ups?

Consider calling the client if you have their phone number. If you still don’t receive a response, it might be time to accept that the deal isn’t going to happen.

Should I send a hard copy of the contract?

In most cases, sending a digital copy is sufficient. However, if the client prefers a hard copy, be prepared to accommodate their request.

Conclusion

Writing an effective email asking for a contract is a crucial skill for any professional. By following the guidelines outlined in this comprehensive guide, you can craft emails that are clear, concise, and persuasive. Remember to plan your approach, craft a compelling subject line, and provide a clear call to action. Maintain a professional tone, and be prepared to follow up. By avoiding common mistakes and understanding the importance of each element, you’ll significantly increase your chances of securing those all-important contracts and building strong, lasting business relationships.