CLIENT UPDATE EMAIL TEMPLATES 6 Ready-to-Send Emails for Every Stage of a Project ========================================================= Free template from SoloStack (https://solostack.madethis.app) Full library of freelance business templates: $19/mo membership ───────────────────────────────────────────────────────────── HOW TO USE THESE TEMPLATES ───────────────────────────────────────────────────────────── Copy, fill in the [bracketed fields], and send. Each template is written to be professional, clear, and direct — no fluff. Adapt the tone to match your relationship with the client. ═════════════════════════════════════════════════════════════ TEMPLATE 1: PROJECT KICKOFF CONFIRMATION ═════════════════════════════════════════════════════════════ Subject: [Project Name] — Kickoff Confirmed + Next Steps Hi [Client Name], I'm excited to get started on [Project Name]! Here's a quick summary of what we've agreed so I have everything in writing: PROJECT OVERVIEW • Deliverables: [List deliverables] • Timeline: Start [date] → Delivery [date] • Revisions: [X] rounds included PAYMENT SCHEDULE • Deposit of [amount] due today — [link or instructions] • Final payment of [amount] due on [date or milestone] COMMUNICATION • Primary channel: [Email / Slack / etc.] • I'll send you a brief progress update every [day] • Please respond to questions within [X] business days so we can keep the timeline on track WHAT I NEED FROM YOU • [Asset 1] by [date] • [Asset 2] by [date] • [Any access, login, or info needed] Please reply with "confirmed" so I know we're aligned — and send that deposit when you get a chance. I'll get started once both are received. Looking forward to working together! [Your Name] [Your Business Name] [Contact Info] ═════════════════════════════════════════════════════════════ TEMPLATE 2: WEEKLY PROGRESS UPDATE ═════════════════════════════════════════════════════════════ Subject: [Project Name] — Weekly Update [Date] Hi [Client Name], Quick Friday update on where things stand: THIS WEEK • [Completed task 1] • [Completed task 2] • [Completed task 3] NEXT WEEK • [Upcoming task 1] • [Upcoming task 2] ON TRACK FOR: [Final delivery date] [Optional: One question or item you need from the client] → I need [X] from you by [date] to stay on schedule. Let me know if you have any questions! [Your Name] ═════════════════════════════════════════════════════════════ TEMPLATE 3: SCOPE CREEP / CHANGE ORDER REQUEST ═════════════════════════════════════════════════════════════ Subject: [Project Name] — Change Order Request Hi [Client Name], Thanks for sharing that idea — [brief description of the new request]. I want to flag that this falls outside the scope we agreed to at kickoff. Here's what was included in the original agreement: • [Original scope item] • [Original scope item] The new request would involve: • [What the additional work entails] • Estimated [X hours / X days] of additional work Additional fee: [$ amount or hourly rate × estimated hours] Revised delivery: [new date, if affected] To move forward with this change, I'll send a brief change order for your approval. Once signed and a deposit is received, I'll work it into the schedule. Would you like to proceed? Happy to hop on a quick call if it's easier to talk through. [Your Name] ═════════════════════════════════════════════════════════════ TEMPLATE 4: MISSED DEADLINE APOLOGY + REVISED TIMELINE ═════════════════════════════════════════════════════════════ Subject: [Project Name] — Update on Timeline Hi [Client Name], I want to be upfront with you: I'm not going to be able to deliver [deliverable] by our agreed date of [original date]. The reason: [Brief, honest explanation — keep it one sentence. "I underestimated the complexity of X" / "A personal situation came up" / "Another project ran long and I didn't communicate sooner — that's on me."] Here's my revised timeline: • [Deliverable 1]: [new date] • [Deliverable 2]: [new date] • Final delivery: [new date] I apologize for the delay and for not flagging this sooner. I'm committed to delivering quality work on the new timeline. If this creates any issues on your end, please let me know and we'll figure out a path forward together. [Your Name] ═════════════════════════════════════════════════════════════ TEMPLATE 5: CLIENT GONE SILENT / FOLLOW-UP ═════════════════════════════════════════════════════════════ Subject: Re: [Project Name] — Checking In Hi [Client Name], I wanted to follow up on my last message from [date]. I haven't heard back yet and want to make sure you received it. [Summarize what you need in one sentence:] → I'm waiting on [feedback / approval / asset / payment] before I can proceed with the next step. Once I hear from you, I can [next action — e.g., complete the final round of revisions / send the final invoice / begin the next phase]. If there's been a change in priorities on your end, no worries — just let me know and we'll adjust the timeline accordingly. Looking forward to hearing from you. [Your Name] P.S. If this isn't the right email address to reach you, please forward this to the right person. Thanks! ═════════════════════════════════════════════════════════════ TEMPLATE 6: PROJECT COMPLETION + HANDOFF ═════════════════════════════════════════════════════════════ Subject: [Project Name] — Delivered! Here's Everything You Need Hi [Client Name], Great news — [Project Name] is complete! Here's everything you need to wrap up. FINAL DELIVERABLES • [Deliverable 1]: [link / attachment] • [Deliverable 2]: [link / attachment] • [Deliverable 3]: [link / attachment] HOW TO ACCESS / USE [Any notes on how to access, install, publish, or use the work] WHAT'S INCLUDED • [Final asset details] • [File formats delivered] FINAL INVOICE Attached is your final invoice for [$ amount], due [date]. [Payment link or instructions] It's been a pleasure working with you on this! If you have any questions in the next [X days] as you get familiar with the work, don't hesitate to reach out. If you have a moment, I'd love a quick testimonial or review — it makes a big difference for my business. Here's a link if you're willing: [link] Thank you again for the opportunity — hope to work together again! [Your Name] [Your Business Name] [Contact Info] ───────────────────────────────────────────────────────────── Want all your freelance business templates in one place? SoloStack membership: $19/mo | https://solostack.madethis.app 50+ templates: contracts, proposals, SOPs, invoices, and more. ─────────────────────────────────────────────────────────────