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Professional message templates for keeping relationships warm

By Shawn Gregoire, founder of Capstone Outreach · Updated October 2026

These are the messages that keep a professional relationship alive between deals: reconnecting after a long gap, checking in with no ask, congratulating someone on a new role, thanking them for a referral, and staying in touch through the holidays. Each page has copy-ready templates, timing rules, what to avoid and a free writer for your own version.

Reconnecting after a long time

Reconnect Email Template Reconnect Email Subject Line How to Start an Email to Someone After a While How to Message Someone You Haven't Talked to in a While Reach Out After a Long Time Professionally Email to Reconnect With Old Clients Email to Reconnect With Old Business Contact Email to Reconnect With an Old Colleague Long Time No See Professional Email Long Time No See Text Message How to Reply to a Long Time No See Message What to Say Instead of Long Time No See Long Time No See Message to Boss It's Been a While Email Catch Up Email Catch Up Email Subject Line Catch Up Meeting Email Catch Up Message LinkedIn Catch Up Message LinkedIn Connection Message Follow Up Email to Client Follow Up Email Gentle Reminder Birthday Message to Someone You Haven't Spoken To

Check-ins and keeping in touch

Checking In Email Examples Checking In Email Subject Lines Check In Message Examples for Work Client and Customer Check In Email Templates Client Follow Up Email Follow Up Email to Business Proposal Follow Up Email to Coffee Chat Keep in Touch Email How to Say Keep in Touch Professionally Keep in Touch Email Closing Keep in Touch Message Examples Reply to Keep in Touch Message Keep in Touch Message to Colleagues Keep in Touch Message to Boss Keep in Touch for Future Opportunities Nurture Email Examples Recruiter Check In Email

Former bosses, colleagues and clients

Message to Former Boss Letter to Former Employer Birthday Message to Former Boss New Year Message to Former Boss Christmas Message to Former Boss Thank You Email to Former Boss Message to Former Colleagues Email to Ex Colleague After Long Time LinkedIn Message to Former Colleague Birthday Message to Former Colleague Email to Get Old Customers Back Email to Old Client for New Business Work Anniversary Wishes to Ex Boss

Birthdays, holidays, congratulations and thank-yous

Birthday Message to Client Happy Birthday Email to Client Birthday Card Message to Client Belated Birthday Message to Client Birthday Message to a Client Turned Friend Short Birthday Message to Client Happy Birthday Message to Customer Anniversary Message to Clients Congratulations on New Job Message Congratulations on Your New Role Congratulations Message to Boss on New Role Congratulations on New Business Message Congratulations on New Home Message Thank You for the Referral Message Thank You for Your Referral Letter Thank You Letter for Donation Donation Thank You Letter for Tax Purposes Donor Thank You Email Donor Thank You Note Short Thank You Message for Donation Donor Thank You Call Script Happy Holidays Message to Clients Holiday Email to Clients Holiday Card Message for Clients New Year Message to Clients New Year Email to Clients Merry Christmas Message to Clients and Happy New Year Chinese New Year Message to Client Holiday Message to Real Estate Clients Congratulations on Your Promotion Messages Congratulations on Promotion Message to Boss Congratulations on Promotion Message to Colleague Work Anniversary Message Examples Work Anniversary Message to Boss Work Anniversary Message to Coworker 10 Year Work Anniversary Message, Plus 5, 15, 20 and 25 Years Home Anniversary Message to Clients

Candidates, investors and real estate clients

Rejection Message to Candidate Message to Candidate for Interview Interview Text Message to Candidate Job Opportunity Message to Candidate How to Message Candidates on LinkedIn Letter to Candidate Who Declined Job Offer How to Email an Investor Investor Update Email Template How to Follow Up With Investors Real Estate Email to Clients Real Estate Lead and Client Follow Up How to Ask for Real Estate Referrals Real Estate Client Testimonials How to Ask for Referrals as a Financial Advisor How to Ask for a Referral in Consulting How to Ask for Hospice Referrals Thank You Message to Customer for Car Purchase Thank You Note to Client From Realtor Thank You Note to Client From Photographer Thank You Note for Insurance Client Thank You Note to Bank Customer Welcome Letter for New Client Welcome Letter for New Insurance Client Welcome Letter for New Real Estate Client Open House Follow Up Text Real Estate Sphere of Influence Letter Follow-Up Email to a Candidate After an Interview Passive Candidate Outreach Messages Keep in Touch Email to a Candidate

Clients and customers

Asking for a Testimonial Email How to Ask for a Review From a Client or Customer Thank You for Your Business Message on Invoice Thank You for the Business Opportunity Email Thank You Note to Client for Selecting Our Services Thank You Email to Client After Project Completion Thank You Email to Client for Payment Received Thank You Message to Clients When Leaving Company Thank You Note to Client Who Is Leaving Welcome Email to New Client Welcome Message to New Client Sympathy Message to a Client Condolence Message to Client Condolence Email to Client Condolences for Death of Client Get Well Soon Message to Client Real Estate Pop By Ideas for Realtors How to Keep in Touch With Real Estate Clients Financial Advisor Check-In Email to Clients Annual Review Invitation Email for Financial Advisors Financial Advisor Follow-Up Email to a Prospect Insurance Renewal Reminder Message to Clients Insurance Policy Review Email to Clients Insurance Agent Follow Up Texts

Thank-yous and appreciation

Work Anniversary Wishes Reply to Colleagues Client Appreciation Message Client Appreciation Email Reply to Client Appreciation Email Thank You Message for a Client Review Customer Appreciation Message Thank You for Your Business Message Thank You for Your Business Email Thank You for Supporting My Small Business Thank You Message to Your Business Partner Thank You Message to Clients Thank You Note to Client Thank You Email to a Client Thank You Note to Loyal Customers Thank You Note to Client for Gift

Referrals, reviews and testimonials

How to Ask for Referrals From Clients Asking for a Referral Email How to Ask for a Referral Without Asking How to Ask for Referrals in Sales How to Ask for a Referral Fee

Introductions

Introduction Email to Client Introduction Email to New Client How to Introduce Two People via Email How to Write an Email Asking for an Introduction Thank You for the Introduction Email

Mentors

Work Anniversary Wishes to Mentor How to Email a Mentor for the First Time Email to Ask Someone to Be Your Mentor Email to Mentor Thank You Email to Mentor Thank You Message to Mentor Thank You Email After Meeting With Mentor Thank You for Agreeing to Be My Mentor Email Thank You Letter to Mentor When Leaving Mentor Introduction Email to Mentee

Donors, board members and volunteers

Year End Giving Email Giving Tuesday Thank You Lapsed Donor Email Thank You Letter to Board Members Thank You Letter to Outgoing Board Member Volunteer Thank You Message Volunteer Thank You Letter Sponsor Thank You Email Sponsor Thank You Letter How to Email for Sponsorship Donor Check-In Email With No Ask Year-End Donation Thank You Letter Alumni Engagement Emails

Holidays and seasonal messages

Customer Appreciation Day Message Thanksgiving Message to Clients Thanksgiving Email to Clients Happy Thanksgiving Message for Business Happy Thanksgiving Message to Work Colleagues Diwali Message to Clients Eid Message to Clients Happy Hanukkah Messages to Clients End of Year Message to Clients End of Year Email to Clients Year End Thank You Email to Clients Season's Greetings Message for Clients 4th of July Message to Clients Real Estate Pop By Ideas for Christmas Real Estate Pop By Ideas for Fall Real Estate Pop By Ideas for Spring Real Estate Pop By Ideas for Summer January Real Estate Pop By Ideas

LinkedIn messages

What to Comment on a LinkedIn Promotion What to Comment on a LinkedIn Post Work Anniversary Message on LinkedIn LinkedIn Congratulations Message for New Job LinkedIn Thank You Message Thank You Message for LinkedIn Recommendation Thank You for Birthday Wishes on LinkedIn LinkedIn Thank You Post Example

Picked a template? Now make it sound like you. Capstone drafts each message from your notes and your last talk with that person, so no two read the same. It goes from your own email or phone after you approve it.

Start 14 days free, then $25/mo

A study of 20 million LinkedIn members found that acquaintances, more than close friends, led to new jobs (Science, 2022). Capstone keeps those people warm. You approve every message, and it goes from your own email or phone.