Project Status Update

Project Status Update Email Template — Keep Clients Informed

Build trust through transparency. Our templates help you communicate progress clearly and proactively address concerns.

Email Template

Subject Line:

Project Update: [Project Name] - [Week/Month] Status

Email Body:

Hi [Client Name],

Here's your [weekly/monthly] update on [Project Name]. We're making great progress!

**Overall Status:** [✅ On Track / ⚠️ At Risk / ❌ Delayed]

**What We've Completed This [Period]:**
- ✅ [Completed task/deliverable 1]
- ✅ [Completed task/deliverable 2]
- ✅ [Completed task/deliverable 3]

**Current Focus:**
We're currently working on [current phase/task], which includes:
- [Task 1] - [Status]
- [Task 2] - [Status]
- [Task 3] - [Status]

**Upcoming Milestones:**
| Milestone | Target Date | Status |
|-----------|-------------|--------|
| [Milestone 1] | [Date] | [On Track/At Risk] |
| [Milestone 2] | [Date] | [On Track/At Risk] |
| [Final Delivery] | [Date] | [On Track/At Risk] |

**What I Need From You:**
- [ ] [Action item 1] by [Date]
- [ ] [Action item 2] by [Date]
- [ ] [Action item 3] by [Date]

**Any Concerns or Blockers:**
[If applicable: "We're waiting on [item] from [source] to proceed with [task]. Expected by [date]."]
[If none: "No blockers at this time—everything is progressing smoothly!"]

**Budget & Timeline:**
- Budget: [X]% used ($[Amount] of $[Total])
- Timeline: [X]% complete ([Days] of [Total Days])
- Expected completion: [Date] (on schedule)

**Next Update:**
I'll send the next update on [Date]. As always, feel free to reach out anytime with questions.

Thanks,
[Your Name]
[Your Company]

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

Regular project status updates are the foundation of client trust. Clients who receive consistent, proactive updates are significantly less likely to send anxious "Where are we?" messages that interrupt your team's productive work. This template gives you a structured format for weekly or bi-weekly updates. Use this template at a regular cadence throughout the project lifecycle — typically weekly for active projects and bi-weekly for retainer work. Send updates on the same day each week (like Friday afternoon) so clients learn to expect them. Consistency in timing builds confidence that your agency is organized and on top of things. The best status updates balance brevity with completeness. Clients do not want to read a novel, but they need enough detail to feel informed. Focus on three things: what was completed this period, what is planned next, and whether anything needs their attention. If there are risks or blockers, surface them proactively rather than waiting for them to become problems.

Best Practices

Lead with Accomplishments

Start every status update with what was completed, not what is blocked. Leading with progress creates a positive frame and reminds clients of the value being delivered. Even during difficult weeks, leading with accomplishments maintains confidence before transitioning to challenges or needs.

Flag Risks Early

If something is at risk of delay or going over budget, mention it early — do not wait until it becomes a crisis. Clients can handle bad news delivered early far better than surprises delivered late. Early flagging also gives both teams time to course-correct before issues become irreversible.

Include Clear Action Items

If you need something from the client (approvals, assets, feedback), call it out explicitly with a deadline. Burying requests in paragraph text means they get missed. Use bold text or a dedicated "Action Required" section to ensure client responsibilities are unmistakable.

Keep a Consistent Format

Use the same structure every week so clients can quickly scan for the information they care about. A predictable format — like Summary, Completed, In Progress, Next Week, Action Items — lets busy clients extract what they need in under 60 seconds.

Pro Tips

Send updates on a consistent schedule (weekly/bi-weekly)
Use visual indicators (✅⚠️❌) for quick status scanning
Be transparent about blockers and risks—don't hide problems
Always include what you need from them and deadlines
Keep the format consistent so clients know where to find information
Celebrate wins and completed milestones to maintain momentum

What Makes This Template Effective

Progress Summary

Clearly shows what's been completed and what's next.

Visual Status

Uses status indicators (on track, at risk, delayed) for quick scanning.

Milestone Tracking

Highlights completed milestones and upcoming deadlines.

Blockers & Risks

Transparently communicates any issues or concerns.

Next Steps

Outlines immediate next actions and who owns them.

Consistent Format

Uses the same structure each time for easy scanning.

Frequently Asked Questions

How often should I send project status updates?

For active projects, send weekly updates. For longer projects or slower-moving work, bi-weekly is fine. Always set expectations upfront: "I'll send updates every Friday" so clients know when to expect them.

What if the project is behind schedule?

Be transparent immediately. Explain what caused the delay, the impact on timeline, and your plan to get back on track. Offer solutions: "We can extend the deadline by [X] days, or we can reduce scope to meet the original deadline. What's your preference?"

Should I include budget information in status updates?

Yes, especially for fixed-price projects. Show percentage used and remaining. For hourly projects, include hours used vs. budgeted. This prevents surprises and allows for early course correction if needed.

What if there's nothing new to report?

Still send an update. Brief is fine: "We're continuing work on [phase]. On track for [next milestone] on [date]. No blockers. Next update [date]." Silence can make clients anxious—regular communication builds trust.

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