Best examples of informing clients: service changes examples that actually work

Let’s start where most people want to start: with concrete wording you can copy, paste, and customize. These examples of informing clients: service changes examples cover common situations you’re likely facing in 2024–2025.

Example of informing clients about a price increase

Price changes are one of the most sensitive updates you’ll ever send. Clients care about predictability and fairness, so your email needs three things: a clear explanation, advance notice, and a reminder of value.

Subject line ideas
“Upcoming update to your monthly rate”
“Notice: Service pricing changes starting March 1”

Email example

Hi [First Name],

I’m writing to let you know about an upcoming change to your service pricing. Starting March 1, 2025, your monthly fee for [Service Name] will change from \(450 to \)495.

This adjustment reflects increased costs for tools, data security, and specialized expertise needed to keep delivering the level of service and response time you’re used to. Over the past year, we’ve also added [brief list of improvements: e.g., monthly reporting, faster turnaround, expanded support hours] at no additional charge.

Your new rate will appear on the invoice you receive on March 1, 2025. No action is required on your side. If you’d like to review your plan or explore different options, I’m happy to schedule a quick call.

Thank you for your continued partnership and trust.

Best,
[Your Name]

This is one of the best examples of informing clients: service changes examples because it gives a specific date, exact amounts, a reason that makes sense, and an offer to talk.

Example of informing clients about reduced business hours

Hybrid work, staffing changes, and burnout concerns have pushed many companies to adjust their hours. The key here: be honest and offer alternatives.

Subject line idea
“Update: New support hours starting July 8”

Email example

Hi [First Name],

We’re updating our support hours to better align our team’s schedule with the times clients use our services most. Starting July 8, 2025, our phone and live chat support will be available Monday–Friday, 9:00 a.m.–5:00 p.m. (ET).

You can still reach us by email outside those hours at [support email], and we’ll respond by the next business day. Our online help center at [URL] is available 24/7 with step-by-step guides and answers to common questions.

If you have any concerns about how this affects your team, please reply to this email—we’ll work with you to find a good solution.

Thank you for your understanding and for working with us,
[Your Name]

This example of informing clients about service changes shows how to soften a reduction in availability by giving clear alternatives.

Example of informing clients about a new feature or service upgrade

Not all service changes are bad news. When you add something new, your email should be short, upbeat, and focused on benefits.

Subject line ideas
“New: Weekly performance reports are now included”
“Good news: Your plan now includes priority support”

Email example

Hi [First Name],

We’re excited to share a service update that’s now live on your account. Starting this week, your [Plan Name] includes weekly performance reports at no additional cost.

Every Monday, you’ll receive a short report with [2–3 benefits: e.g., key metrics, trends, and recommended next steps]. Our goal is to make it easier for you to see what’s working and where to focus.

You don’t need to do anything to turn this on—it’s already included. You can see a sample report and FAQ here: [link].

If you’d like a quick walkthrough of the new reports, hit reply and we’ll schedule a time.

Thanks for being a valued client,
[Your Name]

Among the best examples of informing clients: service changes examples, this one shows how to highlight value clearly and invite engagement.

Example of informing clients that a service is being discontinued

Retiring a product or service can trigger anxiety for clients. Your email should explain the timeline, offer options, and avoid vague language.

Subject line ideas
“Important: [Service Name] will be retired on August 31”
“Action needed: Transition off [Service Name] by August 31”

Email example

Hi [First Name],

I’m reaching out with an important update about [Service Name]. After careful review, we’ve decided to retire this service on August 31, 2025 so we can focus our resources on [brief reason: e.g., more secure, higher-performing solutions].

Here’s what this means for you:
• You can continue using [Service Name] until August 31, 2025.
• After that date, the service will no longer be available or supported.
• We recommend transitioning to [Replacement Service], which offers [2–3 benefits].

We’re committed to making this transition as smooth as possible. Our team can [list support: e.g., migrate data, recommend alternatives, schedule a strategy call]. Please contact us at [email/phone] by July 31, 2025 to start your transition plan.

Thank you for your partnership and for growing with us as we improve our offerings.

Best regards,
[Your Name]

This is a strong example of informing clients: service changes examples for difficult news because it’s clear, time-bound, and supportive.

Example of informing clients about policy changes (privacy, security, or compliance)

Regulations and security expectations keep shifting. When policies change, clients care about two things: “What’s changing?” and “How does it affect me?”

For context, U.S. agencies like the Federal Trade Commission emphasize transparency in privacy and security practices, which should be reflected in your emails.

Subject line ideas
“Updates to our privacy policy effective May 1”
“Security and data protection updates you should know about”

Email example

Hi [First Name],

We’ve updated our Privacy Policy and Data Security Practices, effective May 1, 2025. These updates reflect new industry standards and our ongoing commitment to protecting your information.

The key changes include:
• Clearer explanations of the data we collect and how we use it
• Updated information about third-party providers and data storage
• New options for managing your communication preferences

You can review the full policy here: [link]. No action is required from you to continue using our services, but we encourage you to read the updated policy so you’re fully informed.

If you have any questions about these changes, please reply to this email or contact us at [support email].

Thank you for your continued trust,
[Your Name]

This example of informing clients about service changes keeps the language plain and avoids legal jargon as much as possible.

Example of informing clients about temporary service disruptions or maintenance

In 2024–2025, clients expect transparency about outages, maintenance, and downtime. Even the U.S. government’s digital services guidance encourages plain-language communication about service availability.

Subject line ideas
“Planned maintenance: Limited access on October 12”
“Service interruption notice for October 12, 1–3 a.m. (ET)”

Email example

Hi [First Name],

We’re performing planned maintenance to improve performance and reliability for [Service Name]. As a result, the service will be unavailable on Saturday, October 12, from 1:00–3:00 a.m. (ET).

During this window, you won’t be able to [brief description: e.g., log in, submit orders, access reports]. All services will resume automatically once maintenance is complete.

We’ve scheduled this work overnight to minimize disruption, and no action is needed on your part. If you have time-sensitive work planned during that period, please reach out so we can help you prepare.

Thank you for your patience as we continue to improve your experience,
[Your Name]

This is one of the best examples of informing clients: service changes examples for short-term disruptions because it’s specific, time-limited, and respectful of their planning.

Example of informing clients about switching tools or platforms

Maybe you’re moving to a new project management system, billing platform, or telehealth tool. Clients worry about learning curves and data safety, so your message should address both.

Subject line ideas
“We’re moving to a new client portal on November 1”
“Action requested: Activate your new account by November 1”

Email example

Hi [First Name],

To give you a more reliable and user-friendly experience, we’re moving to a new client portal on November 1, 2025. This portal will replace our current system at [old URL].

What’s changing:
• A new login page at [new URL]
• Simplified access to invoices, documents, and messages
• Improved security and multi-factor authentication

Next steps for you:
• By October 15, you’ll receive an email invitation to create your new login.
• Please activate your account by October 31 to avoid any disruption.

We’ve put together a short guide with screenshots here: [link]. If you’d like us to walk you through the new portal, reply to this email and we’ll schedule a quick session.

We appreciate your partnership as we upgrade our tools to better support you,
[Your Name]

This example of informing clients about service changes shows how to combine clear instructions with reassurance.

How to write your own service change email (using these examples)

Now that you’ve seen several examples of informing clients: service changes examples in action, you can build your own message by following a simple structure. Think of it as a conversation with a busy, smart client who doesn’t have time to read between the lines.

Start with a direct subject line. Avoid clickbait. Phrases like “Update to your service starting [date],” “Changes to [Service Name],” or “Notice: [Type of Change]” set expectations right away.

Open with why you’re writing in the first sentence. For instance: “I’m writing to let you know about an upcoming change to your [service/pricing/hours].” This mirrors the tone in the best examples above.

Then, answer the questions your client is already thinking:

• What exactly is changing? Use specific dates, times, and amounts. Vague language creates anxiety.
• When does it take effect? If you can, give at least 30 days’ notice for big changes like pricing or discontinuations.
• Why is this happening? You don’t need a long story, but a simple explanation—higher costs, better security, new regulations—helps people accept the change. For regulatory topics, you can even link to resources like the FTC’s privacy and security guidance or NIH data sharing policies if relevant.
• What do I need to do? Spell out any actions, deadlines, or links. If no action is needed, say that clearly.
• Where can I get help? Offer a reply-to email, a phone number, or a link to an FAQ.

The real examples of informing clients: service changes examples above all follow this pattern, just adapted to different situations.

2024–2025 trends that should shape your service change emails

Service change emails in 2025 look different from those in 2015 because client expectations have shifted. A few trends to keep in mind as you adapt these examples:

Clients expect transparency about data and security.
With ongoing concerns about data breaches and privacy, even small businesses are expected to explain how changes affect client data. Linking to clear policies, and using plain language inspired by resources like PlainLanguage.gov, will make your emails easier to trust.

Remote and hybrid work changed support expectations.
Clients may be scattered across time zones and working flexible hours. When you change support hours or availability, explain how you’ll handle off-hours issues—through self-service resources, on-call support, or next-business-day responses.

People skim, they don’t read.
Most clients will scan your email on a phone. That’s why the best examples of informing clients: service changes examples use short paragraphs, bullets, and bolding for dates and key details.

Empathy matters more than corporate polish.
Clients know prices go up and tools change. What they don’t tolerate is surprise or indifference. A simple line like “I know changes like this can require planning on your side” goes a long way.

Adapting these examples for different industries

You can use the same backbone from these examples of informing clients: service changes examples whether you’re a solo consultant, a healthcare clinic, a SaaS company, or a law firm.

• For healthcare or wellness providers (like clinics or therapists), you might reference guidance from sources such as CDC or Mayo Clinic when explaining safety-related changes, and you’ll want to be especially clear about appointment policies and telehealth tools.
• For financial or legal services, emphasize compliance, record-keeping, and deadlines. Clients care about how changes affect their obligations and risk.
• For software and tech, focus on uptime, security, and user experience—how the change will make their work faster, safer, or more reliable.

Regardless of industry, the same principles apply: be specific, be honest, and give clients a path forward.

FAQ: examples of service change emails clients actually appreciate

Q: What are good examples of subject lines for service change emails?
Strong examples include: “Upcoming changes to your [Service Name],” “Notice: Updated pricing effective [date],” and “Good news: Your plan now includes [feature].” The best examples are direct, mention the type of change, and often include the effective date.

Q: Can you give an example of a very short service change email?
Yes. For minor changes, you might write:
“Hi [First Name], we’ve updated our [policy/feature] to [brief description]. This change takes effect on [date] and does not require any action from you. You can read the details here: [link]. If you have questions, reply to this email. Thanks, [Your Name].” This is a compact example of informing clients about service changes without overwhelming them.

Q: How far in advance should I inform clients about service changes?
For small tweaks, a week’s notice can be fine. For bigger changes—pricing, discontinuing a service, switching platforms—aim for 30–60 days. Many of the best examples of informing clients: service changes examples use at least a month of lead time so clients can adjust budgets and workflows.

Q: Should I explain the reason for the change, or just state it?
You should almost always explain the reason, even briefly. A simple line like “We’re adjusting pricing to reflect increased costs and continued investment in security and support” gives context and reduces frustration. The real examples above all include a short “why” section.

Q: Is it better to send one long email or several short ones about a big change?
For major shifts—like retiring a product or moving platforms—many companies send an initial announcement, then one or two reminders as the effective date approaches. Your first email carries the full details; reminders can be shorter with links back to the original message. This layered approach shows respect for your clients’ time while keeping them informed.

If you keep these examples of informing clients: service changes examples handy, you’ll never have to start from scratch again. Copy the structure, adjust the tone to fit your brand, plug in your dates and details, and you’ll be able to share even difficult updates with clarity and confidence.