Price increase letter generator for MSPs

A good price increase letter from an MSP says what is going up, from what to what, and from when, in the first paragraph. Then it gives the real reason in one or two sentences, says what the client keeps or gains, and tells them what to do next, which is usually nothing. Fill in the form above with your old and new price, the date and your reason, and the tool writes that email in under 250 words, warm and direct. Below is a template you can copy, a worked example, how to handle replies and what changes when the letter comes from your own Brand Profile.

Why do MSPs need to raise prices?

Most of an MSP's costs rise every year whether it likes it or not: staff pay, vendor licences, security tools, insurance. Many of those rises come from suppliers with a date attached. In November 2024, Microsoft announced that from 1 April 2025, monthly billing on annual subscriptions would cost 5% more than paying for the year up front (Microsoft Tech Community). An MSP that bills clients monthly for annual Microsoft 365 licences had a few months to decide whether to absorb that cost or pass it on, and to tell clients either way.

Changes like that are why the letter matters. Clients accept a fair rise that is explained early. What damages trust is a rise that appears on an invoice with no warning, or a letter that hides the number in the third paragraph.

What should a price increase letter include?

Six things, in this order.

1. The change. What is going up, the old price and the new price. Give the real figures, per user or per device, the way they appear on the invoice.
2. The date. The day the new price starts, and which invoice it first appears on.
3. The reason. One or two honest sentences. "Microsoft and our security vendors have raised their prices" is enough. Do not list every cost.
4. What stays the same or gets better. If you have added a service, say so. If nothing else changes, say that too.
5. What the client needs to do. Usually nothing. If they need to sign something or choose a plan, say so plainly.
6. How to ask questions. A named person, a phone number and an offer to talk it through.

The tool follows this order and uses only the reasons you give it. It will not invent a cost rise or a new feature to soften the news.

A price increase letter template for MSPs

Copy this, replace the words in brackets, and cut any line that does not apply.

Subject: Your [service] price from [date]

Dear [Client first name],

From [date], the price of [service] will change from [old price] to [new price] per [user / device] a month. You will see the new price on your [month] invoice.

We have not changed our prices since [date of last change]. In that time, [reason in one or two sentences, for example: Microsoft has raised its licence prices, and we now include 24/7 security monitoring on every plan].

Everything else stays the same. You keep [what they keep: the same team, the same response times, the same contract terms]. [Optional: From [date], you also get [new benefit].]

You do not need to do anything. If you would like to talk about the change, or look at whether your current plan still fits, reply to this email or call me on [phone number].

Thank you for working with us.

[Your name]
[Your role]
[Your MSP]

A worked example

Take a 25-person MSP in Reading that supports small offices on a per-user managed plan. Its price has been £45 per user a month for three years. Microsoft's licence prices have gone up, and in January the firm added 24/7 security monitoring to every plan at no charge. The owner decides to move to £49 per user a month from 1 April 2027 and wants the email out before Christmas.

Here is what goes into the form:

• Your business: Managed IT support provider for small offices
• What is going up: Managed support, per user per month
• Old and new price: £45 to £49 per user a month
• From when: 1 April 2027
• Why is the price going up: Microsoft licence prices rose, and we added 24/7 security monitoring to every plan

The plain draft that comes back opens like this:

Subject: Your managed support price from 1 April 2027

Dear [client name],

From 1 April 2027, our managed support price will change from £45 to £49 per user a month.

Microsoft has raised the price of the licences we provide, and we have added 24/7 security monitoring to every plan, so someone is watching for threats on your systems at all hours.

It then says the client needs to do nothing, offers a call, and signs off with placeholders for the name, role and MSP. That is a clear, fair letter, and many MSPs could send it with only the names filled in.

What it does not know is the relationship. This MSP calls its plan "Office Care", not "managed support". Its clients are mostly owner-run firms that like a personal note from the owner. It has a written commitment to answer the phone within a set time, and it wants to remind clients of that in the same letter. Its tone with clients is relaxed, and "Dear" would sound stiff. A good letter carries those details, because a client reading a price rise is asking one question: does this firm still feel worth it?

How do you handle replies?

Most clients will not reply. Of those who do, most want to check the number or ask what has changed. A few will push back, and it helps to have an answer ready before you send.

Hi [Client first name],

Thanks for coming back to me on this. I understand a rise is never welcome.

The change is [new price] from [date], and the reason is [reason]. [If true: We held our price for [period] and absorbed [cost] in that time.]

If it would help, we can [offer: fix today's price for 12 months on a 24-month agreement / look at moving some users to a smaller plan / review your licences to remove any you no longer use]. Would a 15-minute call this week work?

[Your name]

Two rules make replies easier. Give everyone the same terms, so the client who complains loudest does not pay less than the client who trusts you. And call the clients who matter most to the business before the email goes out, so the letter confirms a conversation instead of starting one.

When should you send it?

Send it with as much notice as you can, and never less than your contract requires. Avoid the week before Christmas and the last week of a client's financial year, when the news lands at the worst time. Send it from a named person, not a "noreply" address, and make sure that person is in the office for the week after to take calls.

If you raise prices every year, say so in your contract and in your onboarding. A yearly rise that clients expect is far easier to send than a large rise every four years.

Where does ChatGPT fit?

ChatGPT writes a fair price increase letter if you give it the facts, and it is good at versions: one for clients on older contracts, one for clients who are also getting a new service. Its weak point is tone. Without knowing how you speak to clients, it tends towards either corporate or over-apologetic. Our post on ChatGPT prompts for MSP marketing has a context block that fixes most of that, if you paste it in each time.

Where Yori fits

Yori is the AI marketing assistant for MSPs and resellers. "Write it in my brand voice", under the tool, carries your business, the service, the prices, the date and the reason into Yori and opens the Email Service with them filled in.

The Email Service starts from your Brand Profile: your service names, your proof points, your promises to clients and your voice, set on dials for formality, warmth and directness. Your Audiences tell it who reads the letter, such as owners of small firms or finance directors. The Copywriter writes the email in Canvas, where you change it and approve it, and you can ask for the reply template and a version for each client group in the same project.

Yori does not send the email for you, and it uses only the reasons you give it. You stay in charge of what clients read.

The free trial needs no card. It gives you 25 one-time credits that expire after one month, with every Service and Canvas. After that, Pro is £49 a month with unlimited users. See pricing for the full plans.

Write your letter before your next renewal

Put your next price change into the tool above and read the result as one of your clients would. Then choose "Write it in my brand voice", start the free trial, and write the letter and the reply template in your own voice.