Project Completion Email

Project Completion Email Template — Celebrate Success & Smooth Handoffs

End every project on a high note. Our templates celebrate completion while ensuring smooth transitions and clear next steps.

Email Template

Subject Line:

Project Complete: [Project Name] - Final Deliverables Ready

Email Body:

Hi [Client Name],

I'm thrilled to announce that [Project Name] is officially complete! It's been a pleasure working with you and your team to bring this to life.

**What We've Accomplished:**
[Brief summary of key achievements, outcomes, or results]

**Final Deliverables:**
All final files and documentation have been delivered via [location/link]:
- [Deliverable 1]: [Description]
- [Deliverable 2]: [Description]
- [Deliverable 3]: [Description]
- Project Documentation: [Link]
- Training Materials: [Link if applicable]

**Next Steps:**
1. **Review & Approval**: Please review all deliverables and confirm everything meets your expectations.
2. **Final Invoice**: Invoice #[NUMBER] for the remaining balance of $[AMOUNT] has been sent. Payment is due by [DATE].
3. **Support Period**: [If applicable] Your [X]-day support period begins now. I'm available for any questions or minor adjustments.
4. **Ongoing Maintenance**: [If applicable] For ongoing support, we can discuss a maintenance retainer or hourly support options.

**Resources & Documentation:**
- Project Folder: [Link]
- Style Guide/Brand Assets: [Link]
- Training Video: [Link if applicable]
- Support Documentation: [Link]

**Thank You:**
Thank you for trusting me with [Project Name]. Your clear communication and feedback throughout made this project a success. I'm proud of what we've created together.

If you have any questions or need adjustments, I'm here to help. I'd also love to hear about your experience working together—your feedback helps me improve.

Wishing you and [Company Name] continued success!

Best regards,
[Your Name]
[Your Company]
[Phone]

How to use: Copy the template above and replace the placeholders (like [Client Name], [Project Name], etc.) with your actual information.

When to Use This Template

The project completion email is your final impression on a project — and in many ways, it matters more than the first. This is the moment where you transition from active project delivery to relationship maintenance, and how you handle it determines whether the client comes back for more work or quietly moves on. Send this email when all deliverables have been submitted and final approvals received. Include a clear summary of what was delivered, any final files or assets the client needs, and immediate next steps (if any). The email should give the client everything they need to consider the project truly closed. Beyond the practical wrap-up, the completion email is a strategic opportunity. It is your chance to set up the next engagement — whether that is a maintenance retainer, a follow-up project, or simply staying in touch. Agencies that handle project endings gracefully convert 40% more one-time clients into repeat clients compared to those that simply deliver and disappear.

Best Practices

Summarize What Was Delivered

List every deliverable with links or locations where the client can access them. This creates a reference document the client can return to months later when they need to find a file or remember what was included in the project scope. It also reinforces the full scope of value you delivered.

Include a Transition Plan

If the project requires ongoing maintenance, training, or support, outline the transition plan clearly. What happens after the project ends? Is there a support window? A maintenance retainer available? Clients feel anxious about being left without support after a project wraps, so address this proactively.

Request a Testimonial While the Experience Is Fresh

The completion email is the ideal time to request a testimonial or case study. The client has just experienced the full value of your work and is in a positive state. A simple "Would you be open to sharing a brief testimonial about your experience?" has a much higher success rate at this moment than weeks later.

Plant the Seed for Future Work

Without being pushy, mention areas where you could continue to add value. Something like "Based on what we learned during this project, I see some great opportunities for X — happy to discuss when the timing is right" leaves the door open without pressuring the client.

Pro Tips

Send immediately upon completion—momentum and excitement matter
Celebrate specific achievements, not just generic completion
Make it crystal clear where deliverables are located and how to access them
Set expectations for the support period or maintenance if applicable
Include final invoice information to avoid delays in payment
This is an ideal time to request testimonials or case studies

What Makes This Template Effective

Celebration Tone

Acknowledges the successful completion and celebrates achievements.

Deliverable Summary

Clearly lists all final deliverables and where to find them.

Transition Plan

Outlines next steps for ongoing support or maintenance if applicable.

Knowledge Transfer

Provides access to documentation, training, or handoff materials.

Future Opportunities

Naturally opens the door for future work or referrals.

Final Invoice

Includes final billing information and payment details.

Frequently Asked Questions

When should I send the project completion email?

Send immediately after final deliverables are uploaded and ready for review. Don't wait—capitalize on the momentum and excitement of completion.

What should I include in a project completion email?

Include: celebration of completion, list of all deliverables with locations, final invoice information, support/maintenance details, access to documentation, and a genuine thank you. Make it easy for them to find everything.

How do I handle the transition to ongoing support?

Clearly outline what's included in any support period (e.g., bug fixes, minor adjustments). Set boundaries: "Support covers [X] for [duration]. Additional work will be billed at [rate]." Provide options for ongoing maintenance if relevant.

Should I ask for testimonials in the completion email?

Yes, but make it easy. Provide specific questions or a testimonial form. Frame it as: "If you're happy with the work, I'd be grateful for a brief testimonial. Here are a few questions to guide you: [questions]." Don't make it the focus of the email.

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