Quarterly Business Reviews are a key moment to connect with your clients, showcase progress, and align on future goals. But not all QBRs are the same, and your email should reflect that.
Having a template on hand makes the whole process smoother, letting you craft a thoughtful, well-designed message without starting from scratch.
Go beyond just their first name. Mention a specific win they had or a goal you discussed last quarter. This shows you’re paying attention and value their partnership.
Open with the most significant positive result from the quarter. Highlighting their biggest achievement upfront immediately demonstrates your value and sets a productive tone.
No one likes a wall of text. Keep your paragraphs short and use bold text to highlight key metrics, like +25% growth or 150 new leads. A clean, well-structured email is easier to digest and respects your client's time.
Briefly outline what the full QBR will cover. This manages expectations, helps your client prepare, and shows that you have a structured plan for your meeting or report.
Don't leave them guessing. Your email should guide them to a single, obvious action. Whether it's scheduling the review call or accessing a report, make the call-to-action impossible to miss.
<template>
Subject: Your Q[*X*] Performance Summary with [*Your Company Name*]
Hi [*Client Name*],
This email summarizes your performance for Q[*X*]. We’re sharing the key results from the past three months.
The standout achievement this quarter was [*mention the single most impressive result, e.g., a 40% increase in qualified leads*]. This was a direct result of [*mention the contributing factor, e.g., the new content strategy we implemented*].
Here are a few other performance highlights:
[*Key Metric 1 Name*]: [*Result and brief context, e.g., 15,000 unique visitors, a 12% increase from last quarter*].
[*Key Metric 2 Name*]: [*Result and brief context, e.g., A steady 3.5% conversion rate on our main landing page*].
[*Key Metric 3 Name*]: [*Result and brief context, e.g., An 18% increase in social media engagement*].
A full report with a detailed breakdown is ready for you. You can view it here: [*Link to Full Report*].
Let's schedule a call to discuss these results and map out our goals for the next quarter. Let me know what time works best for you next week.
Best,
[*Your Name*]
[*Your Position*]
[*Your Company Name*]
[*Your Contact Information*]
</template>
<template>
Subject: Aligning on Q[*X*] Strategic Goals
Hi [*Client Name*],
As we wrap up Q[*X*], I want to focus on the strategic goals we set out to achieve. This email outlines our progress and sets the stage for our upcoming planning session.
Here’s a look at where we stand with our key objectives:
Goal: [*Brief Description of Strategic Goal 1*]
Progress: [*Summarize progress and how it impacts the bigger picture, e.g., We successfully launched the new feature, which is a major milestone for improving user engagement.*]
Goal: [*Brief Description of Strategic Goal 2*]
Progress: [*Summarize progress, e.g., We're seeing promising early results from the campaign, putting us on track to expand our market share as planned.*]
Goal: [*Brief Description of Strategic Goal 3*]
Progress: [*Summarize progress, e.g., We've identified some challenges here, and I have a few ideas on how we can adjust our approach for next quarter.*]
These results give us a clear picture of where to focus our energy next. To prepare for our review, I’ve put together a brief with my thoughts on our priorities for Q[*X+1*]. You can access it here: [*Link to Strategic Brief*].
Let's schedule a call to discuss these points and finalize our roadmap for the upcoming quarter. Let me know what time works for you.
Best,
[*Your Name*]
[*Your Position*]
[*Your Company Name*]
[*Your Contact Information*]
</template>
<template>
Subject: Q[*X*] Customer Feedback & Insights
Hi [*Client Name*],
This quarter, we focused on listening to your customers. This email highlights the key themes from their feedback to help guide our strategy for Q[*X+1*].
Here’s what your customers are saying:
What they appreciate: [*Summarize the main positive feedback, e.g., Customers consistently praise the streamlined checkout process.*]
Where they see opportunity: [*Summarize constructive feedback, e.g., We're seeing multiple requests for more flexible shipping options.*]
Our key takeaway: [*Distill the feedback into a single insight, e.g., The core experience is solid, and the next step is to build out features that offer more personalization.*]
I’ve put together a full report with detailed feedback and direct quotes, which you can access here: [*Link to Full Feedback Report*].
Let’s schedule a time to walk through these insights and decide how to act on them in the upcoming quarter. Let me know what day works best for you.
Best,
[*Your Name*]
[*Your Position*]
[*Your Company Name*]
[*Your Contact Information*]
</template>
<template>
Subject: Q[*X*] Financial Overview & ROI
Hi [*Client Name*],
Let's review the financial performance of our work together in Q[*X*]. This email breaks down the key numbers, from budget allocation to return on investment.
Our primary focus was maximizing your return. This quarter, your ROI was [*mention the ROI percentage or dollar amount*].
Here’s a summary of the key financial metrics:
Total Spend: [*Amount spent*] against a budget of [*Budgeted amount*].
Cost Per Acquisition (CPA): We achieved a CPA of [*CPA amount*], which is [*describe performance, e.g., below our target of X*].
Revenue Generated: Direct revenue attributed to our efforts this quarter was [*Revenue amount*].
For a complete breakdown of all expenditures and revenue streams, you can access the full financial report here: [*Link to Full Financial Report*].
I'd like to schedule a call to discuss these results and strategize our budget for Q[*X+1*]. Let me know what time works for you next week.
Best,
[*Your Name*]
[*Your Position*]
[*Your Company Name*]
[*Your Contact Information*]
</template>
<template>
Subject: New in Q[*X*]: Product Updates to Help You Grow
Hi [*Client Name*],
As we move into the next quarter, I wanted to share the key product updates from Q[*X*]. We’ve been working on new features and enhancements designed to improve your experience and results.
Here’s what’s new:
[*Feature/Update Name 1*]: [*Briefly describe the update and its direct benefit. For example: You can now segment your audience with more advanced filters, giving you greater precision in your campaigns.*]
[*Feature/Update Name 2*]: [*Briefly describe the update and its direct benefit. For example: We’ve redesigned the analytics dashboard for a cleaner view of your most important metrics.*]
[*Feature/Update Name 3*]: [*Briefly describe the update and its direct benefit. For example: A new integration with [Tool Name] is now live, streamlining your workflow.*]
These updates are live in your account now. For a more detailed look at how to use them, I’ve put together a brief guide here: [*Link to Update Guide or Blog Post*].
I’d be happy to walk you through these changes and discuss how they can support your goals for Q[*X+1*]. Let me know if you’d like to schedule a brief call.
Best,
[*Your Name*]
[*Your Position*]
[*Your Company Name*]
[*Your Contact Information*]
</template>
Sending these Quarterly Business Review emails is straightforward when you have the right tools. Flodesk provides intuitive email marketing for small businesses, designed to help you grow and manage your email list. You can create, send, and automate emails to connect with your audience without needing any coding or design experience.
Used by over 100,000 businesses, Flodesk is built for both beginners and experts who want to send effective emails. With our intuitive email builder, functional automations, and well-designed forms, you get all the components for your email marketing in one place, removing unnecessary complexity.
These templates provide a clear framework for your client check-ins, and sending them should be just as straightforward. A well-designed email reflects the quality of your work and strengthens your client relationships.
Flodesk gives you the tools to create and send emails that look as professional as the services you provide. Sign up to get started.
Stunning email marketing and automation tools to bring your brand to life and scale your small business.
