As freelancers or professionals, completing projects is the ultimate goal. It’s a sigh of relief when you’re done, and the clients are happy with the end results. However, one crucial aspect that often gets overlooked is sending a project completion email to the client. It’s essential to inform them that you’ve wrapped up the work and let them know that the ball is now in their court. In this article, we’ll be providing you with some project completion email sample that you can use as a reference to communicate effectively with your clients. Not only that but our email samples can also save you a lot of time drafting messages as you can edit them based on your requirements quickly. So, whether you’re new to the workforce or a seasoned professional, dive into the article below to discover some of the best project completion email templates you can send to your clients.
The Best Structure for Project Completion Email Sample
One of the most critical aspects of project management is communication. As a project manager, one of your responsibilities is to provide project updates to your stakeholders regularly. One of the most common ways to do this is by sending project completion emails. Your email should be clear, concise, and provide relevant and accurate information. Here’s the best structure for an effective project completion email:
Subject Line
Your subject line should be clear and concise. Include the project name and the phrase “completion update” or “progress report.” This will help your stakeholders identify your email and find it quickly in their inbox.
Opening Paragraph
Begin your email by addressing your stakeholders by name. Use a friendly tone and thank them for their support and patience throughout the project. Provide a brief overview of the project’s goals and objectives, and let them know that the project has been completed successfully.
Project Performance
In this section, provide detailed information on the outcome of the project. This includes any deliverables that have been completed according to the project plan, the quality of work, and any additional information regarding the project’s performance. Make sure to highlight any areas that may have exceeded expectations or impacted the budget or timeline.
Lessons Learned
Use this section of your email to provide your stakeholders with any insights you gained throughout the project. If there were any obstacles, share the lessons learned from them. This will help your stakeholders identify areas of improvement for future projects and can strengthen your relationship with them.
Closing Paragraph
End your email by thanking your stakeholders once again for their support throughout the project. Let them know that you are available if they have any questions or concerns. Provide contact information, including your email address and phone number, to make it easy for stakeholders to reach you.
By using this structure, you can create a project completion email that is effective, informative, and easy to read. Remember to proofread your email before sending it to ensure that it is free of errors and provides accurate information.
Project Completion Email Samples
Project Completion Email – Successful Delivery
Dear [Client Name],
It is with great pleasure that I write to notify you that your project has been successfully delivered on time and within budget. This was a significant accomplishment, and I thank you for the opportunity to work with you and your team on this project.
During the project, we encountered several challenges that required diligent teamwork, collaboration, and strategic thinking, which proved to be the driving force behind our success. By leveraging our core competencies and expertise, we delivered a high-quality product that meets your requirements and exceeded your expectations.
Thanks again for partnering with us. We look forward to future engagements.
Best regards,
[Your Name]
Project Completion Email – Project Handover
Dear [Client Name],
I am pleased to inform you that your project has been completed, and we are ready for project handover. I believe that the successful completion of this project will have a positive impact on your business and help you achieve your strategic goals.
Throughout the project, we have paid close attention to detail, ensuring that your needs were met and that all deliverables were completed on time. As a result, we have developed an exceptional final product that will deliver value to your business for years to come.
Your project team will be on hand to ensure a smooth handover of all materials, documentation, and knowledge transfer. Please feel free to contact me if you have any further questions or if you need assistance with the transition.
Thank you for giving us the opportunity to be your partner on this project. We look forward to future engagements with you.
Best regards,
[Your Name]
Project Completion Email – Successful Implementation
Dear [Client Name],
I am delighted to inform you that we have successfully completed the implementation of your project. The system is now live and operational, and we have delivered the outcomes you desired.
Our team was dedicated throughout the project’s lifecycle and ensured that we followed the best practices and industry standards to deliver an exceptional product. From design to testing and deployment, our collaborative efforts led to a successful project implementation.
Please rest assured that we will continue to provide support and maintenance to ensure that the system continues to run smoothly and meets your future requirements.
Thank you for putting your trust in us. We look forward to working with you on future projects.
Best regards,
[Your Name]
Project Completion Email – Quality Review Completed
Dear [Client Name],
I am pleased to inform you that we have completed the quality review of your project, and we are happy to report that it has been a success. Our team performed extensive testing, ensuring that all parameters and deliverables were met and exceeded expectations.
We also held several meetings internally to discuss the challenges faced throughout the project and strategized on possible solutions. The collective team effort ensured a successful outcome that meets your requirements and specifications.
We appreciate the opportunity to partner with you on this project and your patience throughout the entire process. We look forward to future engagements with you.
Best regards,
[Your Name]
Project Completion Email – Technical Support Handover
Dear [Client Name],
I am pleased to announce that we have completed your project, and we are now ready to hand over to you the technical support of the system.
After numerous testing and quality control, the system is robust and guaranteed to operate for all your needs. As we hand over the technical support, our team is available to provide assistance until your team is comfortable managing the operations.
Thank you for the opportunity to work on this project and entrusting us with the development. We look forward to more collaborations in the future.
Best regards,
[Your Name]
Project Completion Email – Project Review Invitation
Dear [Client Name],
I am delighted that we have completed your project successfully and delivered a product that meets your expectations. Following the project’s completion, we would like to invite you to participate in our project review process.
The purpose of the review is to assess the outcome of the project and explore areas for improvement to optimize our services for future projects. The review will consist of a series of feedback sessions and surveys, enabling us to evaluate your comments and suggestions.
We believe this will help us to continually improve our services and deliver value-added solutions to our clients.
Thank you for the opportunity to work with you on this project. We look forward to your participation in the review process.
Best regards,
[Your Name]
Project Completion Email – Project Closure
Dear [Client Name],
I am writing to notify you that we have successfully completed your project, and it is now officially closed. The final phase of this project was completed efficiently and effectively, and we are proud of the exceptional outcome.
Our team was dedicated throughout the project, and we thank you for entrusting us with the opportunity to work on such an essential project. We hope we exceeded your expectations based on the delivery of the final product. If you have any questions or concerns, please don’t hesitate to reach out to us.
We appreciate your partnership with us on this project and look forward to future endeavors.
Best regards,
[Your Name]
Tips for Writing a Project Completion Email
To ensure that your project completion email is well received, there are certain tips and tricks that you should keep in mind. Here are some in-depth tips that you may find useful:
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Start by emphasizing the project completion. It is important to begin your email with positive news. Let your recipient know that the project has been completed successfully. This communicates that you are dependable and capable of finishing a project.
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Include a summary of the project. Provide your recipient with a brief, yet detailed summary of the project. This summary should reference the original scope of work, milestones, and key deliverables. By doing so, you ease their mind on how the project goals, which is always important.
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Highlight the project’s benefits. Your recipient is interested to know how your work affects them. So, take some time to highlight the benefits of the project completion. Be specific on how the project will help your client’s business grow. This will give them confidence in investing in your work.
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Include next steps to be taken. Should there be further action required, it is important to notify the recipient and highlight the next steps to be taken. Whether you need their input for next stages or suggest further meetings, keep them well informed of what to expect and what you need them for.
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Thank the recipients. Lastly, don’t forget to thank the recipients for their time and trust. Express a sincere appreciation for the opportunity given and how satisfied you were with the interaction so far. This will make them happy to collaborate further with you when new projects come up.
In conclusion, writing a project completion email is a critical part of project management. As such, you need to ensure that your email is well-written, professional, and informative. By following these tips, you can draft an email that is sure to grab the recipient’s attention and set a positive tone moving forward.
Project Completion Email Sample FAQs
What should be the subject line of the project completion email?
The subject line should be simple and to the point, such as “Project Completion” or “Project Delivery”.
What should the opening sentence be in the project completion email?
The opening sentence should congratulate the team on their hard work and state that the project has been successfully completed.
Who should be included in the project completion email?
The project completion email should be sent to everyone involved in the project, including stakeholders, clients, and team members.
What should be included in the body of the project completion email?
The body of the email should include a brief summary of the project, the goals achieved, and any challenges faced along the way. It should also include a thank-you note and appreciation for the team’s efforts.
Should the project completion email contain any attachments?
Yes, the project completion email can include attachments such as the final deliverables, reports, and any other relevant project documentation.
When should the project completion email be sent?
The project completion email should be sent as soon as the project has been successfully completed and all deliverables have been submitted.
What should be the tone of the project completion email?
The tone of the email should be professional, positive, and grateful.
Can the project completion email be used for promotional purposes?
Yes, the project completion email can include a call-to-action or mention any future projects that the team would be interested in working on.
What should be the closing sentence of the project completion email?
The closing sentence should be a positive message that thanks the team once again and expresses hope to work with them on future projects.
Should an end date be mentioned in the project completion email?
The end date of the project can be mentioned in the email, as it helps to provide a sense of completion and finality to the project.
Signing Off
That was our take on the project completion email sample. We hope that you found this article helpful and that it gave you some valuable insight into how to write an email to your supervisor/manager once you have completed a project. Thank you so much for taking the time to read our article, and we encourage you to come back and visit us again soon. You never know what other practical tips and life hacks we have in store for you! Best of luck on your next project, and happy emailing!