As a professional, keeping your clients updated is crucial for maintaining strong relationships and ensuring project success.
But crafting the perfect update email can be tricky – you want to be informative, yet concise; professional, yet personable.
Fear not!
We’ve compiled 20 sample emails to inspire you and help take your client communication to the next level.
Each one showcases a different scenario, tone, and structure, so you can find the perfect fit for your needs.
Update to Client Email Samples
1. Weekly Progress Report
Subject: Weekly Progress Report: Project Sunrise
Dear Jordan,
I wanted to touch base and provide a quick update on Project Sunrise. Our team has made significant headway this week:
– Completed user research interviews with 15 participants
– Synthesized findings into key insights and opportunity areas
– Began ideation phase and have generated 20+ initial concepts
We’re on track to present our top 3-5 ideas to you next Wednesday. Let me know if you have any questions or feedback in the meantime.
Best,
Samantha
2. Milestone Achievement
Subject: Exciting News: Phase 1 Complete!
Hi Alex,
I’m thrilled to report that we’ve reached a major milestone – Phase 1 of Project Nimbus is officially complete! The team has been working tirelessly and their efforts have paid off.
Key accomplishments:
– Built and tested core functionality
– Resolved all critical bugs
– Conducted successful internal demo
We’re now ready to move into Phase 2, where we’ll focus on refining the UI and adding secondary features. I look forward to showing you our progress in two weeks.
Cheers,
Liam
3. Upcoming Deliverable
Subject: Status Update & Next Steps
Hello Priya,
I wanted to give you a heads-up that we’re on schedule to deliver the first draft of the copy deck this Friday. The writing team has made excellent progress and I’m confident you’ll be pleased with the quality and tone.
Once you’ve had a chance to review it, let’s plan to connect early next week to discuss your feedback and any revisions. From there, we’ll do a final polish and should be able to send you the completed deck by next Friday.
Please let me know if you have any questions or concerns. We appreciate your trust in us to get this right.
Regards,
Ethan
4. Delay or Setback
Subject: Project Update & Revised Timeline
Dear Marcus,
I wanted to update you on the status of Project Zephyr and discuss a recent challenge that has come up. During our QA process, we uncovered an issue with the payment gateway integration that will require additional development time to resolve.
Our team is working diligently on a fix, but realistically, this will push back our launch date by approximately one week. While I know this isn’t ideal, I firmly believe that taking the time to get this right is in the best long-term interest of the product and its users.
I take full responsibility for this delay and am committed to keeping you closely informed as we work through this challenge. Can we schedule a call for tomorrow afternoon to discuss the next steps in more detail?
Sincerely,
Natalie
5. Budget Update
Subject: Project Helios Budget Status
Hi Kai,
I wanted to proactively share an update on our budget situation for Project Helios. Thanks to some resourceful problem-solving by our team, I’m happy to report that we’re tracking slightly under budget as we near the halfway mark.
A few key factors:
– Negotiated discounted rate with a new vendor
– Optimized our ad spend based on early performance data
– Identified an opportunity to repurpose existing assets vs. creating from scratch
We now project coming in 5% under our initial budget. I’ll continue to monitor closely and will loop you in if anything changes. Let me know if you have any questions!
Best,
Olivia
6. Scheduling & Planning
Subject: Looking Ahead: July Project Planning
Hi Lila,
I hope you’re having a great week. As we wrap up the quarter, I wanted to get a jumpstart on planning for our upcoming July projects.
Based on our last discussion, my understanding is that our top priorities will be:
1. Launching the new product landing page
2. Kicking off customer research for the fall campaign
3. Exploring partnerships with 2-3 key influencers
To ensure we hit the ground running, I’d love to get a planning session on the calendar for next week. Can you share your availability? I’ll also draft a skeleton project plan to review together.
Looking forward to bringing these exciting initiatives to life!
Cheers,
Adrian
7. Agenda Confirmation
Subject: Confirming Agenda for Thursday’s Meeting
Dear Sophie,
I wanted to follow up with a proposed agenda for our meeting on Thursday to ensure we’re aligned on the key issues to discuss and the desired outcomes.
Proposed agenda: 1. Review the latest user research report (30 min)
- Key insights & implications
- Questions & discussion
2. Align on project timeline (15 min)
- Review milestone dates
- Identify potential risks & mitigations
3. Discuss budget & resourcing needs (15 min)
- Recap current status
- Identify any gaps or needed adjustments
Please let me know if you have any additions or changes to the agenda. I’ll plan to send out a brief pre-read deck in advance of the meeting.
Kindly,
Jasper
8. Team Member Introduction
Subject: Exciting Team Addition for Project Nova
Hi Amara,
I’m thrilled to introduce the newest member of our Project Nova team – Samar Patel. Samar is joining us as a Senior UX Designer and brings a wealth of experience from his prior roles at Acme Corp and Globally.
I’m particularly excited about Samar’s deep expertise in accessibility and inclusive design. I know he’ll be an invaluable asset as we strive to create an exceptional experience for all users.
Samar’s first day will be next Monday. I’ll make a proper introduction at the team meeting, but wanted you to be the first to know. Please join me in giving him a warm welcome!
Cheers,
Mira
9. Decision Confirmation
Subject: Decision Confirmation & Next Steps
Hi Theo,
Thank you for the productive discussion yesterday regarding the final vendor selection for Project Eclipse. I wanted to recap our decision and outline the immediate next steps.
Decision:
– Selected VendorX as our partner for Phase 1 development
– Key factors: Proven track record, competitive pricing, alignment on project vision
Next steps:
1. Finalize contract & statement of work (Eli, by Friday)
2. Schedule project kickoff meeting (Lydia, by EOW)
3. Set up project communication & reporting cadence (Theo & myself, by Monday)
If you’re aligned with the above, please let me know and I’ll begin moving things forward. If you have any lingering questions or concerns, I’m happy to discuss them further.
Onward,
Caleb
10. Risk Flagging
Subject: Potential Risk & Mitigation Plan
Dear Zara,
In the spirit of proactive communication, I wanted to make you aware of a potential risk we’ve identified in Project Orion and share our proposed mitigation plan.
Risk: Our user testing has surfaced concerns about the clarity of our onboarding flow. If not addressed, this could negatively impact new user activation and retention.
Mitigation Plan:
1. Conduct a design sprint focused specifically on onboarding (next week)
2. Rapidly prototype & test new approaches with users (week of 6/15)
3. Implement & re-test the winning solution (aim for 6/30 release)
I feel confident that with fast action, we can solve this risk and keep the overall project on track. That said, I wanted to keep you closely informed. Please let me know if you have any feedback or guidance on our approach.
Sincerely,
Nadia
11. Positive Feedback Share
Subject: Client Kudos for Project Aurora Team
Team,
I just got off the phone with Liam from ClientCo and had to share his glowing feedback about our work on Project Aurora:
“I’m blown away by the quality of the work and the professionalism of the entire team. You’ve not only delivered on every promise but gone above and beyond to ensure our success. It’s a true partnership.”
This is a testament to the hard work, creativity, and dedication each of you brings every single day. I couldn’t be prouder to work alongside you.
Let’s ride this momentum into the final stretch – I know we’ll continue to amaze!
Cheers,
Mira
12. Out of Office Notice
Subject: Out of Office 6/10-6/15
Hi everyone,
I wanted to let you know that I will be out of the office from June 10-15 for a family commitment. I’ll have limited access to email but will be checking messages once per day in case of any urgent needs.
A few things to note during my absence:
– Priya will be leading the weekly client status meeting (agenda & dial-in to follow)
– For any Project Zephyr questions, please reach out to Kai – he’s fully up to speed
In case of emergency, you can reach me on my cell at 555-123-4567
Looking forward to catching up when I return. Wishing you all a great week!
Best,
Liam
13. Scope Change Request
Subject: Proposed Scope Addition for Project Nimbus
Hello Alex,
I hope this email finds you well. I’m reaching out to discuss a potential scope addition for Project Nimbus that I believe could significantly enhance the value we deliver.
Proposed Addition: Develop a companion mobile app to complement the web platform and provide users with on-the-go access.
Rationale:
– 60% of our target users primarily access content via mobile
– Key competitors offer mobile apps, creating user expectation
– Mobile app could serve as an additional touch point to drive engagement
I’ve done some initial feasibility analysis and believe we could develop an MVP app within a 6-8 week timeframe. This would likely require an additional investment of around $50K.
I’m excited about the potential here, but of course want to ensure we’re fully aligned before proceeding. Can we find some time next week to discuss this proposal in more detail? I’m happy to prepare a more formal recommendation deck in advance.
Thank you for your consideration,
Samantha
14. Invoice & Payment Update
Subject: Invoice #1234 & Project Helios Payment Schedule
Hi Marcus,
I hope you’re having a great start to your week. I wanted to touch base on two quick items:
1. Invoice #1234 (attached) is due this Friday, June 15th. Could you please confirm that everything looks good on your end and that we’re on track for timely payment? Please let me know if you need any additional information.
2. Per our last conversation, I’ve put together a payment schedule for the remainder of Project Helios. The key milestones and associated payment amounts are:
– July 1: $25,000 (Design Phase Completion)
– August 15: $40,000 (Development Phase Completion)
– September 30: $35,000 (Testing & Launch)
If you’re in agreement, I’ll go ahead and send over formal invoices for each of these milestones as we approach the dates. And of course, if anything needs to change, just let me know.
I appreciate your partnership and look forward to continuing our great work together.
Best regards,
Olivia
15. Change in Point of Contact
Subject: New Point of Contact for Project Nova
Dear Kai,
I’m writing to inform you of a change in your point of contact for Project Nova. As of next Monday, Samar Patel will be taking over as the project lead from my side.
As you may know, I’ll be transitioning into a new role within the company and passing the torch to Samar. Over the past week, he and I have been working closely together to ensure a smooth transition. I can say with full confidence that the project is in incredibly capable hands.
Samar’s contact information is:
– Email: samar@company.com – Phone: 555-987-6543
He’ll be reaching out early next week to introduce himself and ensure there’s no disruption to our work together. Of course, I’m still here as a resource as well, so please don’t hesitate to reach out if you need anything.
It’s been an absolute pleasure working with you and the team at ClientCo. I know you’ll be in great hands with Samar and am excited to see where Project Nova goes from here!
Warmly,
Mira
16. Resource Request
Subject: Requesting Additional Design Resources
Hello Lila,
I hope you’re having a great week. I’m reaching out to discuss a potential resource need for our upcoming Q3 projects.
As we finalize the project scopes, it’s become clear that we’ll require additional design support to deliver against our commitments, particularly for Project Artemis and Project Orion. My rough estimate is that we’ll need 1-2 additional full-time designers for a 6-8 week period starting in mid-July.
Specifically, we need support in the following areas:
– User research & persona development
– Wireframing & prototyping
– Visual design & asset creation
I’ve begun exploring a few options, including:
1. Engaging freelance designers
2. Temporarily reallocating resources from other teams
3. Hiring short-term contractors
I would greatly appreciate your input and guidance on the best path forward. Can we find 30 minutes this week to connect and strategize? I’m happy to come prepared with a more detailed analysis of our needs and the associated financial implications.
Thank you in advance for your partnership on this,
Adrian
17. Meeting Recap & Next Steps
Subject: Project Helios Meeting Recap & Action Items
Team,
Thank you all for the productive and insightful conversation today about Project Helios. I’m feeling energized and aligned about our path forward.
Key Decisions:
1. Proceed with Concept B for the new homepage design
2. Deprioritize feature X for initial launch
3. Increase post-launch support SLA from 2 weeks to 30 days
Action Items: – Jasper: Finalize homepage designs by EOW
– Lydia: Update the project plan to reflect the new timeline by Monday
– Caleb: Draft customer comms plan by 6/10
– Mira: Schedule post-mortem for 2 weeks post-launch
Our next project checkpoint will be on Tuesday 6/15 at 10 am. I’ll send an agenda early next week but expect a deep dive into the finalized designs.
If I missed anything or you have any questions, please let me know. And once again, fantastic work everyone – I’m continually impressed by this team!
Cheers,
Sophie
18. Requesting Feedback
Subject: Requesting Your Feedback on Project Nova Designs
Hi Amara,
I hope this email finds you well. As we near the end of the design phase for Project Nova, I wanted to proactively reach out and request your feedback.
Attached you’ll find the latest designs, which incorporate the input from our last review session. The team has worked hard to refine the visual language, streamline the user flow, and address the key concerns around accessibility.
We would greatly value your perspective on a few key areas:
1. Does the overall design direction align with your vision for the product?
2. Are there any areas that you feel need further refinement or exploration?
3. Do you have any concerns about the feasibility or usability of the proposed designs?
I know your time is valuable, so even a quick gut check would be much appreciated. And of course, if you’d like to schedule a more detailed walk-through, I’m happy to find time on your calendar.
Our goal is to deliver a design that not only meets but exceeds your expectations. Your perspective is crucial in ensuring we hit that mark.
Thank you in advance for your partnership,
Samar
19. Status Report Request
Subject: Requesting Status Update on Project Aurora
Hello Nadia,
I hope you’re having a great week. As we approach the end of Q2, I’m checking in on the status of all our in-flight projects. Could you please provide a brief update on Project Aurora?
Specifically, I’m looking for insight into:
1. Overall project health (On track, At risk, Off track)
2. Key accomplishments over the last 2 weeks
3. Major upcoming milestones & deadlines
4. Any blockers or challenges we should be aware of
5. Updated ETA for completion
If possible, could you please reply back with this information by EOD Thursday? That will give me sufficient time to incorporate it into my broader status report.
Please let me know if you have any questions or need any support from my end. I’m happy to jump on a call to discuss this in more detail if helpful.
Thank you,
Zara
20. Thank You & Recognition
Subject: Kudos on a job well done!
Team,
I just wanted to take a moment to recognize and celebrate the incredible work you’ve done on Project Zephyr over the past few months.
When we kicked off this project, we knew it would be a challenge. The timeline was tight, the scope complex, and the stakes high. But in true fashion, this team rose to the occasion and not only delivered but truly shined.
A few highlights I want to call out:
– We launched on time and 10% under budget
– The client gave us a NPS score of 9 out of 10
– We’ve already seen a 15% increase in key user engagement metrics
But beyond the metrics, what stood out to me was the way this team came together. The collaboration, the creativity, the unwavering commitment to quality – it was truly inspiring to witness and be a part of.
So to each and every one of you – thank you. Thank you for your hard work, your dedication, and your passion. It’s an honor to work alongside you.
Cheers to Project Zephyr and to this incredible team!
With gratitude,
Liam
Wrapping up
Client communication is an art – one that takes practice, empathy, and a commitment to clarity and connection.
By tailoring your approach to the situation at hand, you can build trust, foster collaboration, and ultimately drive better outcomes.
Use these email samples as a starting point and inspiration, but remember – the most effective communication is always authentic and custom-fit to your unique relationship with your client.
With a thoughtful approach to your updates, you can not only keep your projects on track but strengthen your partnerships along the way.
Happy emailing!