Geoff Reiss once said: "Project management is like juggling three balls: time, cost, and quality."

As a project manager, you've got a lot on your plate. Streamlining your processes with the right tools and templates can potentially save you a lot of time. One effective way for project managers to speed up their daily workflows is to use email templates.

To help communicate important project information to your agency's team members and clients, here are seven great project management email templates for you to use!

7 useful email templates for project managers

A kick-off meeting is one of the first steps when launching a new project. These meetings are attended by all team members and clients involved with an agency's project and are typically hosted by the project manager.

During a kick-off meeting, project managers will discuss things like:

  • The project plan

  • Important milestones

  • Objectives

  • The roles various team members are expected to fulfil

Hosting a kick-off meeting before fully getting underway ensures that all of your project team members understand their responsibilities and are aligned toward common objectives. It's also a great way to ensure buy-in from stakeholders.

Of course, if you want people to actually attend your kick-off meeting, you need to send them an invitation. Writing a professional email is typically the easiest way to do this. You can streamline this process even further by using email templates.

Subject line: "[Project name] Kick-Off Meeting"

Dear [project team member/client first name],

You are invited to attend a kick-off meeting for [project name] on [meeting date] at [meeting time].

The objective of this meeting is to kick off [project name] by introducing key stakeholders and project team members, reviewing project goals and milestones, and outlining the project plan.

Here is a brief agenda for the meeting:

  • Introduction of attendees

  • Project background

  • Project organizational structure

  • Discussion of project scope, time, and pricing goals

Thank you for joining us as we begin this exciting new chapter in our agency. We look forward to seeing you there!

Best regards,

[email signature]

Keeping your team members and clients updated on a project's progress is an important part of making sure everyone is on track and their efforts are aligned. This makes it a good idea to provide updates anytime you reach a major project milestone or encounter a change to things such as the project's plan, timeline, or cost.

Sending out project status reports via email is an efficient way to keep everyone updated on any changes that are made to the project plan. Since status update emails are built around the specifics of the update you are providing, these templates typically require a little more customization than most.

Nevertheless, using a status report template is still an effective way to speed up the process of providing key updates to your clients and team members.

Subject line: "[Project name] Status Update"

Dear [project team member/client first name],

I’d like to take this opportunity to update you on the status of [project name]. We have made significant strides since our last project update, and I would like to share some of the key developments and milestones reached since then.

Project Summary

[Briefly summarize the project's purpose and objectives]

Project Progress

[Briefly summarize the progress made since the last project update, including completed tasks, deliverables, and milestones]

Key Accomplishments

[Briefly highlight significant achievements or milestones reached since the last project update]

Conclusion

[Briefly summarize the overall status of the project and offer recipients the opportunity to follow up with questions, feedback, or requests for additional information]

Best regards,

[email signature]

There are plenty of instances where agency project managers are required to implement a change to the project at the request of the client. When navigating these change requests, it’s essential for project managers to communicate the details of the requested change to team members and stakeholders.

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Implementing a change request can easily disrupt a project's timeframe if the process is not handled correctly. To ensure that you are efficiently and effectively communicating these details to your team, here is a change request email template that you can use:

Subject line: "[Project name] Change Request"

Dear [project team member/client first name],

We have received a change request for [project name] submitted by [client name] on [date of change request]. Here are the pertinent details of this change request that I felt are important to highlight and clarify:

Change category: [Mention the category of the change request, such as scope, schedule, cost, or objectives]

Change Request Details

[description of the change requested]

[description of why the change is necessary or desirable]

[Impact of the change on project scope, costs, timeline, and other considerations]

Please feel free to reach out if you have any questions!

Best regards,

[email signature]

If your project runs into obstacles that require additional resources to overcome, clearly communicating the need and justification for them is critical to getting what you need.

Resource requests can be requests for additional human resources, additional funding, additional tools/equipment, or a combination of all three. Depending on the exact resources that you are requesting, you can customize the email template below to make sure your project stakeholders understand the need for additional resources and are more willing to provide them.

Subject line: "[Project name] Request for Resources"

Dear [client first name],

I hope this email finds you well. I am writing to request additional resources for our project, [project name]. As we progress toward critical milestones, it has become evident that we will require additional [category of the resource request, such as '"tools", "capital" or "human resources"] in order to ensure the project's successful completion within the established timeline.

I would greatly appreciate your assistance in securing the following resources:

Human Resources

[If applicable, discuss the type of additional human resources needed, including expertise and roles, desired skillsets and experience, and the estimated duration of work/number of new employees needed]

Equipment and Tools

[If applicable, discuss specific additional equipment and tools needed for the project's execution, including relevant technical specifications or compatibility requirements]

Capital

[If applicable, provide a breakdown of how much additional funding the project will require, including how the additional capital will be used and its impact on the project]

Justification and Impact

[Discuss why your request for additional resources is necessary, how you intend to utilize the resources requested, and the impact that these additional resources will have on the project's timeline and objectives]

Best regards,

[email signature]

Regular team and stakeholder meetings are vital elements of any project development process. Sometimes, however, a meeting doesn't always answer all the questions its attendees might have.

By following up with team members and clients a day or two after your last meeting, you can give them the opportunity to ask questions and voice concerns they might not have had the chance to bring up at the time.

A follow-up email is a great way to summarize the points covered in your previous project meeting. It will help reinforce the more salient points and keep them on the minds of your team members and clients.

Subject line: "[Project name] Meeting Follow-Up"

Dear [project team member/client first name],

I appreciate your attendance at our last project meeting for [project name] on [date of meeting]. I wanted to take a moment to provide a summary of the matters discussed at that time, in addition to seeing if you had any additional questions or input that you would like to voice.

Meeting Summary

[Provide a bullet point summary of key points discussed in the meeting.]

If you have any questions about the matters discussed in this meeting or additional comments that you would like to add, feel free to reach out by contacting me via [your preferred contact information]. I would be happy to go over any questions or concerns that you might have.

Best regards,

[email signature]

Feedback from clients can be a valuable source of data and insights, ensuring that the project is optimized for their needs and expectations. It can also serve as a resource for helping your agency improve the outcome of your next project and beyond.

However, most clients and employees don't always give feedback freely; if you're going to make use of this valuable source of information you might have to work for it! 

Using a feedback collection email template such as the one below is an effective way to speed up the process of gathering insights from clients once a project has been delivered.

Subject line: "[Project name] Feedback Collection Request"

Dear [client first name],

As [project name] nears its completion, I wanted to take this opportunity to reach out for your feedback and insights on the project's execution and outcomes. Your input is invaluable for helping us improve our processes and ensure the success of future projects for you and other clients.

I would greatly appreciate it if you would take a moment to complete a brief survey about your experience with [agency name] with your feedback on [project name]. Thank you in advance for your helpful information!

[Insert feedback survey]

If you have questions or additional comments that you would like to add, feel free to contact me at anytime.

Best regards,

[email signature]

You can think of a project closure email as a nice little bow to put on top of the package once your project is delivered to the client.

This email serves as a formal notice that the project has been completed and delivered, but it’s also an opportunity to thank clients for their business and end the project on a positive note.

A project closure email should include a:

  • Notice of the project's completion

  • Summary of the results

  • Sincere expression of appreciation for the client

Here is a project closure email template you can use:

Subject line: "[Project name] Closure Notice"

Dear [client first name],

I am excited to announce the successful closure of our project, [project name]! It has been a pleasure working with you. I want to extend my heartfelt appreciation for your dedication, hard work, and support throughout this experience.

Project Summary

[Provide a brief summary of the project's scope, objectives, deliverables, and results.]

Key Achievements

[Highlight and celebrate the key achievements of the project and list project KPIs.]

Final Steps

[Outline final project closure activities such as final documentation and any follow-up activities that require the client's attention.]

Once again, thank you on behalf of myself and everyone at [agency name] for all that you've done to make this project successful! If you have any questions or additional feedback, feel free to contact me at [your preferred contact info].

Best regards,

[email signature]

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It is estimated that organizations lose an average of 11.4% of their investment in a project to poor project management. If you would like to improve the results of your agency's project management process, improving client communication is an important place to start. However, there's no denying that email management can be a time-consuming task.

By using and customizing the email templates we've provided in this article, you ensure that you are actively communicating with clients in a way that is time-efficient. With Teamwork, project managers are able to speak with team members and clients in real time from a centralized platform, while also leveraging a range of customizable templates and workflow automations to further boost efficiency.

To get started taking your project management and client communication to the next level, sign up for Teamwork today!