Price increases do not have to cost you trust. Give 30–90 days of notice, state exactly what is changing and why, tie it to clear value, and reinforce it inside your invoicing workflow so nothing feels sneaky.
Why price increases are necessary (and why customers might understand)
You think raising prices means losing customers. It does not. It means staying in business and staying good.
- Common reasons to raise prices: higher input costs, improved service quality, and 2025 inflation pressures.
- Before: low rates, slipping quality, burnout. After: sustainable pricing, predictable delivery, better work.
- The risk is not the increase. It is the silence. Customers rarely leave because prices went up. They leave when it feels hidden or unfair. As Harvard Business Review puts it, “Brands that avoid transparency... will face an uphill battle to regain lost trust.”
Best practices for announcing a price increase
- Give notice: 30–90 days is standard for trust and planning.
- Be clear: say what is changing, when it takes effect, and why.
- Reinforce value: show what they will get, such as speed, quality, or access.
- Offer an easing path: lock in period, grace window, or right sizing scope.
- Personalize: names beat bulk mailing.
- Avoid apologies: own the decision and frame it as sustaining quality.
These align with HubSpot’s guidance, which recommends clear justification, 30–60 days’ notice, and simple communication channels.
How to communicate increases through invoicing
- Add a one liner in the invoice footer: New rate effective [date].
- Update invoice templates early so there is no surprise math.
- For recurring invoices, warn before the first bill flips.
- On the first new invoice, include a line item: New rate effective [date], as announced.
How to craft a price increase letter or email
Essential elements
- Effective date of new rates
- Old versus new price or percentage change
- One real reason, not three
- Any lock in, prepay, or grace options
- Where it shows up: Your invoice dated [date] reflects the new rate.
Phrasing that lands, not inflames
- Bad: We regret to inform you...
- Good: To keep delivering [benefit], our rate adjusts on [date].
10 Price Increase Templates (Copy-Ready Emails, Letters, and Notes)
Fill in the blanks. Hit send. Drop the a note in your bottom of your invoice template.
1) Direct and respectful, short email
Subject: Price update on [date]
Hi [Name], quick heads up.
On [date] my rate moves from [old] to [new]. Why? [1 to 2 real reasons: materials, labor, faster turnaround].
This keeps the work sharp and timelines honest.
Anything booked before [date] stays at the current rate.
Appreciate you,
[Your Name]
Invoice Notes Section: New rate takes effect on [date]. This invoice reflects the current rate for all work booked before that date.
2) Value stack, tie the increase to tangible upgrades
Subject: What you get and why my price changes on [date]
Hi [Name],
I am raising my rate on [date] to [new]. Here is what you are getting for it:
- [Speed]: for example, 3 day turn versus 5
- [Quality]: for example, added QA pass or senior review
- [Access]: for example, priority slot each month
I have held at [old] for [time period]. Costs climbed. Standards did not budge.
Lock the old rate by confirming work before [date].
[Your Name]
Invoice Notes Section: Priority access and quality review are included at the new rate on [date]. Confirmed bookings before this date remain at the old rate.
3) Grandfather with deadline, loyalty first and firm boundary
Subject: Lock your current rate until [deadline]
Hey [Name],
Because you have been with me, I will grandfather your current rate through [deadline].
After that, new work bills at [new] and the old rate is [old].
No surprises on invoices. This keeps things sustainable.
If you want to preload work at the current rate, reply LOCK and I will invoice today.
[Your Name]
Invoice Notes Section: Current rate locked until [deadline]. Work scheduled after this date bills at the new rate.
4) Retainer reset, scope clarity plus a clear floor
Subject: Retainer adjustment on [date]
Hi [Name],
The retainer has been covering [X scope] plus frequent [Y extras].
To match actual scope, the retainer shifts on [date] to [new]/mo, which includes:
- [Deliverables]
- [Response SLA or channel]
- [Cap or overage rate]
Overages beyond that cap bill at [rate]. This keeps work clean and predictable on your invoices.
Want to keep the current rate? We can right size scope instead.
[Your Name]
Invoice Notes Section: New retainer amount effective [date]. Scope, deliverables, and overage terms are listed here for full clarity.
5) Subscription or SaaS, recurring invoicing and clarity
Subject: Subscription price update on [date]
Hi [Name],
Starting [date], [Plan] moves from [old]/mo to [new]/mo.
We added [feature A, feature B, support change].
Your invoice dated [first invoice after date] will reflect the new price.
Prefer to stay at the current price longer? Prepay [X months] by [deadline] and we will honor [old]/mo for that period.
[Company]
Invoice Notes Section: Subscription renews at [new]/mo starting [date]. Prepayments made before this date are honored at the old rate.
6) Contractor, materials spike with transparency and no drama
Subject: Project pricing update
Hi [Name],
Material and labor costs rose [X percent or specific items]. To keep timelines and workmanship solid, [service] moves from [$X] to [$Y] on [date].
Quotes issued before [date] are honored as written.
We will include line item clarity on every invoice so you see where the money goes.
Want me to hold your spot at current pricing? Reply HOLD by [deadline].
[Company]
Invoice Notes Section: All quotes dated before [date] are billed at the original rate. New work scheduled after this date reflects the updated cost.
7) Home services, HVAC or plumbing or cleaning with recurring trust
Subject: Small service rate change on [date]
Hi [Name],
To keep quality high and staff paid fairly, [service] adjusts on [date] to [new]/visit and it is currently [old].
Any appointments already booked before [date] bill at the current rate.
Your invoice will show the new rate on the first visit after [date].
Thanks for trusting us with your home.
[Business]
Invoice Notes Section: New service rate of [new]/visit applies from [date]. Appointments confirmed before this date remain at the old rate.
Want to test-drive those lines right away? Use our free invoice generator to drop in your new notes and send a clean invoice without even signing up.
8) Ultra short SMS or DM for when email gets ignored
Option A: Friendly but firm
Text: Hi [Name], my rate changes from [old] to [new] on [date]. Anything scheduled before then stays at [old]. First invoice after [date] will reflect the update.
Option B: Deadline-driven
Text: Reminder: rate changes to [new] on [date]. Confirm work before then to keep [old]. First invoice after [date] will show the new rate.
Option C: Quick and conversational
Text: Quick heads up: rates move from [old] to [new] on [date]. Lock the old rate by booking before then. First invoice after [date] shows the update. Questions? Just text me back.
9) Invoice footer notes, five tones and you pick
- Note: New rate [new] takes effect on [date]. Today’s invoice reflects the current rate.
- Heads up: Pricing changes on [date]. Details were emailed.
- We adjusted pricing to maintain quality. New rate applies on [date].
- Grandfathered clients keep current rate until [deadline].
- From [date], usage beyond [cap] bills at [overage rate].
10) Subject lines that do not trigger defenses
- Quick heads up about [date]
- Small change, better service
- Price update and how to lock your current rate
- Keeping quality steady on [date]
- What changes on your invoice after [date]
- Retainer cleanup to clearer scope
- Materials jumped. Timelines will not.
- Your subscription on [date]
- Book before [date] to keep [old]
- Rate moves, value stays
Follow up and objection playbook, firm, fair, specific
If they say this, respond like this. These mirror strategies highlighted in HubSpot’s price objection responses: empathize, clarify needs, then refocus on value.
Can you match last year’s price
Last year’s price does not cover today’s costs. I can hold your spot at [new], or keep [old] with a tighter scope such as [A, B] and drop [C]. Which serves you best
We do not have budget
Understood. Two options. Option one, smaller package at [price] that covers the essentials. Option two, book before [date] and I will honor [old] for [X weeks]. Which path helps you stay on track
Competitor is cheaper
Some are. My edge is [specific strength such as turnaround, QA, uptime, warranty, on site support]. If price is the only variable, I am not the best fit. If outcomes matter, I will protect them at [new].
Can you make a one time exception
I make exceptions for contracts signed before [date]. Past that, I stick to the posted rate to stay fair to all clients and keep invoices predictable.
We have not used the new features, SaaS
Fair. If you do not need them, you can stay on [Legacy Lite] at [middle price] or switch to usage based pricing to pay only for [key metric]. Want me to move you
Timing is rough, can we delay
Yes. I can delay your increase until [grace date] if we prebook [X] now. After [grace date], your invoices reflect [new].
Quality slipped last month
You are right. Here is what I changed [specific fix]. I will honor [old] on the next invoice to close the loop. After that we move to [new].
Procurement pushback, B2B
Understood. Here is the three line justification you can use internally. Cost delta [X percent]. Risk avoided [metric or penalty or uptime]. Value added [SLA, speed, QA]. Need a one pager for your approver
If they keep pushing: I want to keep working together. I also need pricing that keeps the work sustainable. If [option A] or [option B] does not fit, I will help you offboard cleanly, files and notes included. Your call.
Phone call talk track for when they call you
- Thank them for calling.
- Restate the headline: Rate moves to [new] on [date].
- Give one real reason. Not three.
- Offer two options, right size scope or lock old rate until [deadline].
- Confirm what shows up on their next invoice.
- Close next step, book, hold, or part ways cleanly.
Light touch sequencing so it lands without drama
- D minus 45 to D minus 60: send email and add invoice footer note.
- D minus 21: nudge in a project update or service reminder.
- D minus 7: reminder, first invoice at new rate issues on [date].
- First new invoice: line item, New rate effective [date], as announced.
Post announcement, keep the customers you want
Skip formal surveys. Watch your invoices.
- Are invoices still paid on time
- Do renewals roll over
- Does project volume dip or hold
If the signals wobble, use quick fixes. Temporary price locks for loyal accounts. Trim scope to protect outcomes. Offer a priority support channel and mention it on the invoice.
If you’d rather save these price increase notes as templates you can reuse every time, the Invoice Generator feature in InvoiceQuick makes it simple to set once and send forever.
FAQs
How do I tell clients about a price increase without losing them
Be upfront, specific, and respectful. Say what changes, why it is happening, when it hits, and how it supports their outcomes. Offer one easing path such as lock in, grace, or scope. Keep it to five to seven sentences.
How do I phrase a price increase email
Short and clear:
Hi [Name], on [date] my rate moves from [old] to [new] to cover [reason]. This funds [benefit such as faster turnarounds, QA, priority access]. Anything booked before [date] keeps the current rate. Your invoice dated [X] reflects the new rate.
How much notice should I give
Thirty to ninety days. Thirty for one off projects. Sixty to ninety for retainers, subscriptions, and contracts. Less than thirty feels rushed.
Should I apologize
No. Own it. Explain it. Tie it to value. Apologies make it sound like a mistake.
What if customers push back
Acknowledge the concern. Offer two options such as scope versus price or lock in versus timing. Reconfirm what shows up on the next invoice. Then hold the line.
