---
name: client-comms
description: Generate professional client communications and email sequences for events professionals. Use when writing email sequences, proposals, follow-ups, check-in emails, post-event recaps, vendor outreach, sponsorship pitches, or client status updates. Triggers on requests for emails, sequences, proposals, outreach, client updates, follow-up messages, or sales communications.
---

# Client Communications & Email Sequences

## Purpose
Generate professional, on-brand client communications — from first outreach through post-event follow-up — that sound like you, not like a template.

## When to Use
- Writing a single client or vendor email
- Building a follow-up sequence for a proposal or inquiry
- Creating a pre-event countdown communication series
- Drafting a post-event recap for a client
- Writing a sponsorship or partnership pitch
- Re-engaging a dormant client or cold lead

## Inputs
- Purpose of the email (what action or outcome is needed)
- Recipient relationship (new lead, existing client, vendor, sponsor)
- Desired next step or call to action
- Tone setting (professional-warm, conversational, formal, or urgent)
- Any relevant context: event name, proposal status, invoice reference, etc.

## Quick Reference

### Email Sequence Types
- **New Lead / Inquiry Response**: Fast, warm, sets expectations and next step
- **Proposal Follow-Up**: 3-touch sequence (send, nudge, final check-in)
- **Pre-Event Countdown**: 30/14/7/1-day communications to clients and attendees
- **Post-Event Recap**: Thank you + outcomes + next steps
- **Vendor / Partner Outreach**: First contact and follow-up
- **Sponsorship Pitch**: Initial, deck follow-up, decision nudge
- **Re-engagement**: Dormant clients or cold leads

### Tone Settings
- **Professional-Warm**: Default for client-facing work — clear, human, no fluff
- **Conversational**: For existing relationships, long-term clients
- **Formal**: For enterprise clients, legal/compliance contexts, contracts
- **Urgent**: For deadline-driven nudges and time-sensitive asks

## Workflow by Task

### Task 1: Write a Single Email
1. Identify: purpose, recipient relationship, desired action, tone
2. Draft subject line — specific and action-oriented, no clickbait
3. Write opening that leads with value or context (skip "I hope this finds you well")
4. State the ask or key message clearly by paragraph 2
5. Close with one clear next step — not a list of options

### Task 2: Build a Follow-Up Sequence (3-Touch)
1. **Email 1** (Day 0): Deliver the proposal/deck/information — frame the value
2. **Email 2** (Day 3-5): Light nudge — add one new piece of value or address a likely objection
3. **Email 3** (Day 7-10): Soft close — acknowledge they're busy, give them an easy out or a decision path
4. Each email should stand alone — never require reading the previous one

### Task 3: Pre-Event Countdown Sequence
1. **30-day email**: Logistics overview, what to expect, any action items
2. **14-day email**: Agenda highlight, speaker/session preview, registration reminder
3. **7-day email**: Final details, venue/link, what to bring/prepare
4. **Day-of / 1-day**: Quick reminder, access info, emergency contact
5. Tone gets warmer and more energetic as the event gets closer

### Task 4: Post-Event Recap Email
1. Open with appreciation — specific and genuine, not generic
2. Summarize key outcomes and highlights (2-3 bullet points max)
3. Share next steps: recording link, resources, survey, upcoming event
4. If this is a client: segue to future work or debrief conversation
5. CTA: one action only

### Task 5: Sponsorship / Partnership Pitch
1. Lead with the opportunity, not with your credentials
2. State the audience match explicitly ("Your audience is exactly who will be in the room")
3. Offer specific activation ideas, not just "we'd love to chat"
4. Include a clear next step and a soft deadline
5. Keep it to 150 words or less — if they want more, they'll ask

## Output Format
- **Single email**: Subject line + body with one clear CTA
- **3-touch follow-up sequence**: Three labeled emails (Day 0, Day 3-5, Day 7-10), each self-contained
- **Pre-event countdown**: Four emails labeled by timing (30-day, 14-day, 7-day, day-of)
- **Post-event recap**: Appreciation opener + 2-3 bullet highlights + single next step
- **Sponsorship pitch**: Under 150 words, opportunity-led, with specific activation ideas and a next step

## Key Principles

### One Email, One Ask
Every email has exactly one CTA. Multiple asks = no asks.

### Never Open Weak
Banned openers: "I hope this finds you well," "Just following up," "As per my last email," "Touching base," "Circling back"
Start instead with: value, context, their name, a direct statement, or a specific question.

### Subject Lines That Get Opened
Formula options:
- **[Action] + [Benefit]**: "Confirm your session details — 3 items needed"
- **[Their name/event] + [specific]**: "Anka — your run-of-show is ready"
- **[Deadline-driven]**: "Speaker bios due Friday — here's what we have"
- Avoid: vague subjects, ALL CAPS, excessive punctuation

### Your Voice, Scaled
These templates are starting points. Edit the first and last sentences of every email to match your actual relationship with that client. That's where the humanizing happens.

## What to Avoid
- Banned openers: "I hope this finds you well," "Just following up," "As per my last email," "Touching base," "Circling back"
- Including more than one call to action in a single email — multiple asks result in no action
- Vague, clickbait, or ALL CAPS subject lines
- Writing each email in a sequence as though the recipient read the previous one
- Generic thank-you language in post-event recaps — make appreciation specific to the event and relationship
- Sponsorship pitches that lead with your credentials instead of the audience opportunity

## Tool / System Integration
- **Gmail**: Save sequences as Gmail Templates (formerly Canned Responses) for reuse
- **Google Docs**: Draft full sequences in Docs for team review before loading to Gmail
- **Google Sheets**: Track sequence status per lead/client (sent / opened / replied)
- **Google Calendar**: Trigger reminder to send next sequence touch based on calendar date
- **Google Drive**: Store approved sequences in a shared "Email Templates" folder
- **OneDrive**: Save approved sequences to your shared email templates folder for team access

## Resources
- `references/sequence-templates.md` — Full sequence templates by type (inquiry, proposal, pre-event, post-event)
- `references/subject-line-formulas.md` — Tested subject line formats with examples
- `references/objection-responses.md` — How to address common client objections in email
- `references/voice-guide.md` — Your personal tone and phrase preferences