DropYourFiles

Free template

Photo delivery email templates for review and for finals.

“Sorry, which link was the final one?”

Six short emails for the moments a job reaches your client: photos to review, a film to review, both at once, a new version, the final files, and a nudge when nobody has answered. Each one says what to do, by when, and on which link.

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What’s in it, and why.

  • Photos ready to review

    Where the photos are, that there’s no account to make, how to leave a note on a photo, and the date you need notes by. A date turns “when I get a chance” into a week.

  • A film ready to review

    Asks your client to watch once all the way through before writing anything, then to pause where something should change and note that moment. A note tied to a second is a note you can act on.

  • Photos and film together

    For a job with both. One link, two kinds of work, and a line on which to start with, so the film doesn’t get skipped.

  • A new version

    What changed, which round this is, and that it’s on the same link as before. A client who has to hunt for a new link reviews the old one.

  • The final files

    Sent once your client approves. Where to download, which size to pick for what, how long the link stays open, and a reminder to keep a copy of their own.

  • A nudge

    For a review that has gone quiet. Short and friendly, and it repeats the date, because the date is usually what they forgot.

The template.

Everything in brackets is yours to fill in. The Word file has the same words, ready to change.

Client Emails for Review and Delivery

Six emails to copy into your own mail. Replace everything in brackets, and cut any line that doesn’t fit the job.

1. Photos ready to review

Subject: Your photos from [Project name] are ready to review

Hi [Client name],

Your photos from [Project name] are ready: [link]

Open the link on your phone or computer. You don’t need an account or a password. Tap a photo to see it larger, and if something should change, leave a note on the photo itself, on the spot you mean.

Please send your notes by [date]. That keeps the final photos on track for [delivery date].

When everything looks right, press Approve on the same page, and the full-size files will be ready to download there.

Thank you,

[Your name], [Studio name]

2. A film ready to review

Subject: The first cut of [Project name] is ready

Hi [Client name],

The first cut of [Project name] is ready to watch: [link]. It runs about [length].

Watch it once all the way through before writing anything. Then go back, pause wherever something should change, and leave a note at that moment. A note tied to the exact second saves us both a round of guessing.

This is round [number] of [number]. Please send all your notes for this round by [date], together if you can.

Thank you,

[Your name], [Studio name]

3. Photos and film together

Subject: Your photos and film from [Project name] are ready

Hi [Client name],

Everything from [Project name] is in one place: [link]

You’ll find [number] photos and a [length] film. Start with the film, since it takes longest to review, then go through the photos.

Leave notes on a photo, on the spot you mean, or at the moment in the film. Please send them by [date].

Thank you,

[Your name], [Studio name]

4. A new version is ready

Subject: Version [number] of [Project name] is ready

Hi [Client name],

Version [number] is up, on the same link as before: [link]

What changed: [the changes, in a line or two]. Everything else is the same as last time.

This is round [number] of [number]. Please send any notes by [date], and if it’s right, press Approve.

Thank you,

[Your name], [Studio name]

5. Your final files

Subject: Your final files from [Project name] are ready to download

Hi [Client name],

Thank you for approving [Project name]. The final files are ready on the same link: [link]

The watermark is gone. Download everything at full size for print and editing, or a smaller copy for email and the web.

The link stays open until [date]. Please save a copy somewhere of your own before then, like your computer and a backup drive.

It was a pleasure working on this with you.

[Your name], [Studio name]

6. A nudge

Subject: A reminder about [Project name]

Hi [Client name],

A quick reminder that [Project name] is waiting for your notes: [link]

To keep [delivery date], I need them by [date]. If it all looks right, pressing Approve is all it takes.

If someone else on your side is reviewing, please forward them this link.

Thank you,

[Your name], [Studio name]

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Or let the link send itself.

When you publish a project in DropYourFiles, add your client’s email and they get a short email in your studio’s name, with the link. Use these templates when you’d rather write it yourself: copy the project’s link into any of them.

  1. One link from first look to final files

    The link you send for review is the link your client downloads from. Approve turns it into the download, so email five points to the same place as email one.

  2. New versions on the same link

    Upload a new version and it stacks on top of the old one. Your client sees which round they’re on, and you send email four instead of a new link.

  3. Notes where they belong

    Your client leaves notes on the spot of a photo or the second of a film, with no account. They reach you in one list, and film notes go into Final Cut Pro as markers.

  4. You hear when they approve

    Approve records who approved and when, takes the watermark off, and emails you.

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Questions.

What should a photo delivery email say?

Where the photos are, what to do with them and by when. For a review: how to leave notes and the date you need them. For the final files: how to download, which size to pick, and how long the link stays open.

Should the review link and the final link be different?

They don’t have to be. Two links is how clients end up downloading the draft. On DropYourFiles the review link becomes the download once your client approves, so every email in a job points to one place.

How long should the download link stay open?

Long enough for a busy client to get to it, and say the date in the email. Whatever you choose, ask your client to save a copy of their own.

Can I use these for video too?

Yes. Emails two, three and four are written for film, with notes tied to the moment in the film. The final-files email works for both.

What if my client doesn’t answer?

Send email six after a few days. If it stays quiet, the post on what to say when a client isn’t responding has more.

Keep reading.

Send your next job on one link.

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