FREE TOOL · RAISE RATES, KEEP THE CLIENT
Free price increase letter generator for B2B clients
Write a clear, respectful price increase letter or email for a long-term B2B client, with talking points for the call and a dated follow-up plan.
Free. No sign-up. Runs in your browser: nothing you type is stored or sent.
Your draft
Subject Update to our pricing from January 15, 2027
Dear Marcus, Thank you for 4 years of working together. Working with Halden Logistics matters to us, and I want you to hear about this change from me directly. From January 15, 2027, our fees for Halden Logistics will increase by 6%. On your current annual fees, that moves the total from $120,000 to $127,200. Our costs for people, tools and delivery have risen since your rates were last set. To keep the quality and responsiveness you expect, we need to adjust our pricing. To give you certainty for planning, we will hold the new rate for the following 12 months. I would like to walk you through the details and answer any questions. Could we find 20 minutes in the next two weeks? Thank you for your continued trust. We value this relationship and intend to keep earning it. Kind regards, Anna Kowalska Account Director Brightline Partners
Draft wording for general use, not legal advice. Check your contract before you send a notice.
Talking points for the call
- Open with the results and the relationship, then state 6% from January 15, 2027 before you explain it.
- Give the reason in one sentence: costs have risen since the last rate review.
- If Marcus pushes back, offer a 12-month rate hold before any discount.
- Ask who else needs to approve the change and what would make it easy to sign off.
Follow-up sequence
Add an effective date to see the dated sequence.
How to use the price increase letter generator
- 01
Enter the facts
Client, contact, increase percentage, effective date and annual fees. The example data is fictional.
- 02
Choose the framing
Pick the reason, tone and format, and add optional softeners such as a 12-month rate hold or a phased increase.
- 03
Copy, call, send
Copy the draft, use the talking points for the heads-up call, then follow the dated sequence.
What is a price increase letter?
A price increase letter is a formal notice telling a client that your fees will change on a stated date. It gives the new amount, a short reason and the next step, and it is sent early enough for the client to plan, ask questions and agree any transition.
When should you send a price increase letter?
Send it after you have spoken to the client and before the new rate takes effect. For key accounts the letter confirms a conversation that has already happened. It puts the numbers in writing and gives the client something to take to their finance team.
Many teams time the change around a renewal, a budget cycle or the start of a financial year, when the client is already reviewing spend. Check the price-change clause in your contract first: it may set a minimum notice period or a cap on increases.
- Under 30 days’ notice: short. Expect pushback and agree a phase-in.
- 30 to 59 days: workable for smaller accounts.
- 60 days or more: fits budget approval on key accounts.
What to include in a price increase letter
Keep it to one page. Each part has a job.
- The new price or percentage, and the effective date, in the second paragraph.
- One honest sentence on the reason: costs, expanded scope, market alignment or renewal terms.
- A short reminder of the value you have delivered.
- A named person, a clear next step and, ideally, an offer to talk it through.
Raising prices with long-term key accounts
In key account management the conversation matters more than the document. The longer the relationship, the more the client expects to hear about a change from the person who owns the account, not from a template.
Call the main contact first. Lead with results, then state the number. Offer a structure (a phase-in, a rate hold or a longer term) instead of a discount. Find out who signs off the budget and what they need to approve it.
Common mistakes to avoid
Most increases go wrong in the delivery, not the number.
- Apologising. Be warm without asking permission.
- Surprising the client with a letter and no call.
- Burying the number at the bottom of the page.
- Discounting under pressure instead of trading for a longer term.
- Forgetting to follow up. Silence is not agreement.
Frequently asked questions
How much notice should I give for a price increase?
Many B2B suppliers give between 30 and 90 days, and longer for large or contracted accounts. Your contract may set a minimum, so check the price-change clause before you choose a date.
How much can I raise prices on an existing client?
There is no single right number. Tie the figure to your cost growth and the value you deliver, and be ready to explain it in one sentence. Smaller, regular increases are usually easier to approve than one large jump.
Should I send a letter or an email?
Use email for most clients and attach a formal letter if your contract requires written notice. For a key account, speak to the main contact first and send the written version afterwards.
What should I do if the client pushes back?
Ask what is driving the concern, restate the value delivered, and offer a structure such as a phased increase or a 12-month rate hold. Avoid a straight discount unless you get something in return.
Is this price increase letter generator free?
Yes. It is free, needs no account and runs in your browser. The details you type are not stored or sent anywhere.
Does this work for services, subscriptions and retainers?
Yes. The wording is written for B2B services, retainers and subscriptions. Edit the draft so it matches your contract terms and invoice layout.