Client delivery

Client project update

A concise progress report: phase, next milestone, what is done and what comes next.

Subject: [project name]: progress update

Project completion and handover

Marks a project as complete and hands over everything the client team needs.

Subject: [project name] is complete: here’s your handover

Client onboarding welcome

From the delivery team as the work begins: who the client will work with, how progress will be shared and what you need from them to start.

Subject: Welcome to [company name]: starting [project name]

Project kick-off

Confirms the kick-off meeting and outlines the project’s phases, with a link to the plan.

Subject: [project name] kick-off: [meeting date]

Weekly status report

The week in brief: overall status, what was finished, what comes next and where the client’s input is needed.

Subject: [project name]: week ending [week ending]

Deliverable approval request

Asks the client to review and approve a piece of work by a date, with the questions that matter most.

Subject: For your approval: [deliverable name]

Milestone completed

Marks a completed milestone: what it produced, what comes next, and thanks to the client team.

Subject: [project name]: [milestone name] is complete

Change request acknowledgement

Confirms a change request with its reference, and explains how it will be assessed before anything changes.

Subject: Your change request for [project name]

Timeline update

Tells the client early that a milestone date has changed: why, and what it means for them.

Subject: A change to the [project name] timeline

Meeting recap

A short record of a client meeting: the decisions made, the actions and their owners, and the next meeting.

Subject: Notes from our [meeting topic] meeting

Quarterly business review

Invites a client to the quarterly review with the meeting details, an agenda and a pre-read.

Subject: Your quarterly review with [company name]

Contract renewal reminder

Reminds a client that their agreement is ending, and offers two ways forward: renew, or reshape the next term.

Subject: Your agreement with us ends on [end date]

Scope change quote

Follows a change request with what it would add to cost and timeline, and a clear way to approve or decline it.

Subject: Change request [reference number]: cost and timeline

Project on hold notice

Confirms that a project is paused: from when, why, what the pause means in practice and when you’ll be in touch about restarting.

Subject: [project name] is on hold from [effective date]

Project resumed

Restarts a paused project: the restart date, the next milestone, who leads it and what you need from the client to get going.

Subject: [project name] restarts on [start date]

User acceptance testing invitation

Invites the client’s testers to user acceptance testing: the testing window, what to test, how to report what they find and when sign-off is needed.

Subject: User acceptance testing for [project name]

Go-live announcement

Tells everyone on the client’s side that the project is live: what’s new, where to find it and who to contact if something isn’t right.

Subject: [project name] is live

Support period ending

Lets a client know their support period is ending: the date, how to raise anything outstanding and the two ways forward.

Subject: Support for [project name] ends on [end date]

Retainer proposal

Proposes an ongoing retainer to an existing client: what it would cover, the fee and term, and a link to the full proposal.

Subject: A retainer proposal for [client company]

Client offboarding

Closes a client engagement well: the final day, what is handed over, what happens to access and data, and a sincere thank-you.

Subject: Wrapping up our work with [client company]

Kick-off agenda and pre-read

Sends the client team the kick-off agenda a few days ahead: who should attend, the decisions to make in the room, the pre-read and anything to bring or set up beforehand.

Subject: Agenda for the [project name] kick-off

Conflict check information request

Asks a prospective or existing client for the names of everyone involved in a new matter (other parties, related companies, their lawyers) so the firm can check for conflicts before hearing any details.

Subject: Names we need before we can act for you, [first name]

Legal client due diligence request

Asks a new client to verify their identity and, where the matter needs it, the source of their funds, through the firm’s secure portal and never by email, before work starts or money is accepted.

Subject: Identity checks for matter [matter reference]

Legal consultation booking

Invites someone whose conflict check is clear to book a first consultation: who they’ll meet, how long it lasts, the fee basis as the firm sets it, what to bring and a link to choose a time.

Subject: Book your consultation with [lawyer name]

Legal engagement letter for signature

Sends a new client their engagement letter to sign electronically: the matter reference, who acts and supervises, the fee basis and any deposit as the letter sets them, and the date to sign by.

Subject: Your engagement letter for matter [matter reference]

Legal enquiry acknowledgement

Confirms a prospective client’s enquiry reached the firm: the reference, the conflict check that comes first, when they’ll hear back, and that the firm isn’t acting for them until it confirms in writing.

Subject: Your enquiry to [company name]: what happens next

Discovery questionnaire request

Sends the client the discovery questionnaire before workshops start: who should answer it, the time it takes, the date it’s needed by and how the answers shape the work.

Subject: Discovery questionnaire for [project name]

Requirements sign-off request

Asks the client to sign off the agreed requirements as the baseline for the work: the version, who signs, how later changes will be handled and the date sign-off is needed by.

Subject: Please sign off the [project name] requirements

Draft statement of work for review

Circulates a draft statement of work to the client’s project reviewers before signature: the version, the scope and deliverables it covers, the assumptions and exclusions to check, and the date comments are needed by.

Subject: Draft statement of work for [project name]

Creative brief for client sign-off

Plays a campaign brief back to the client for written sign-off before creative work starts: objective, audience, key message, mandatories, deliverables, budget and timeline.

Subject: Creative brief for [campaign name]: please sign off

Construction request for information

Raises one numbered technical query with the design team or client: the question, the drawings and location it concerns, a proposed answer, possible cost or time effects and the date a reply is needed.

Subject: RFI [rfi number]: [rfi subject]

Construction RFI response

Answers a contractor’s numbered RFI for the design team: the response, the drawings or details it revises, and its status as the sender states it, such as whether it is an instruction.

Subject: Answer to [rfi number]: [rfi subject]

Project team change

Tells the client someone is joining or leaving their project team: who, from when, how the handover was done and what stays the same for them.

Subject: A change to your [project name] team

Monthly construction progress report

Sends the client the monthly site report: programme status and forecast completion, work done and coming next, health and safety summary, valuation, risks, information needed and the photo record.

Subject: [project name] progress report: [reporting period]

Milestone acceptance certificate request

Asks the client to sign the acceptance certificate for a milestone once its criteria are met: the test evidence, any minor items carried forward, the signing link and what acceptance sets in motion.

Subject: Acceptance certificate for [milestone name]

Deliverable submitted for formal acceptance

Formally submits a contracted deliverable for acceptance: the version, the criteria it is submitted against, the review period the agreement sets and how to report anything that falls short.

Subject: Submitted for acceptance: [deliverable name]

Client feedback summary and revision plan

Plays a client’s feedback on a deliverable back as one numbered list, says how each point will be handled, flags conflicting comments for a decision, counts the revision round and gives the date of the revised version.

Subject: Your feedback on [deliverable name]: our plan

Accounts and tax return approval request

Asks an accounting client to review and approve the accounts or tax return prepared for them before it is filed: what’s ready, the figures to check in the portal, the date approval is needed and the filing date.

Subject: Please approve your [return name] for filing

Creative review invitation

Invites a client’s decision-makers to a creative presentation: when and where, what will be shown, who needs to attend and how feedback will be gathered afterwards.

Subject: Creative review for [campaign name]

Construction drawing submittal for approval

Submits contractor or fabrication drawings to the design team for a review status: the drawing numbers and revisions, the specification clause, any declared deviations and the date needed to hold the programme.

Subject: For approval: submittal [submittal number]

Design stage submission for client review

Submits a completed design stage to the client: the drawings, report and cost plan in the package, the decisions needed, the review date and what sign-off allows the team to start next.

Subject: [design stage] submission for [project name]

Drawing review comments and status

Returns a contractor’s drawing submittal with its review status, what the status allows, the marked-up comments and, where needed, the date to resubmit a revised set.

Subject: Review status for submittal [submittal number]

Energy audit report ready

Tells a client their energy audit report is ready: the main findings and recommendations as the assessor wrote them, the assumptions behind any estimates and a time to walk through it.

Subject: Your energy audit report for [site name]

Revision round feedback request

Shares a draft for a revision round and asks for one consolidated list of changes by a date, saying which round this is and how many the agreement includes.

Subject: [project name]: revision round [revision round] is ready

Sponsored content approval request

Sends an advertiser the sponsored article or advertorial to check for factual accuracy before it runs: placement, run date, how it is labelled, which changes are in scope and the deadline.

Subject: Sponsored content proof: [content title]

Project budget threshold reached

Tells the client a time-and-materials budget has reached an agreed threshold: spend so far, what remains, the forecast to finish and the decision needed before work goes past the budget.

Subject: [project name]: [budget used share] of the budget is used

Client change request approved

Confirms that a client’s change request is approved and part of the plan: who approved it and when, its effect on scope, cost and timeline, and where the updated baseline lives.

Subject: Approved: change request [reference number]

Client change request declined

Tells a client a change request can’t be taken on as raised: the reason, what stays as planned, and an alternative or a different way to reach the same goal.

Subject: Change request [reference number]: our decision

Out-of-scope request reply

Replies warmly to a client who has asked for something the agreement doesn’t cover: names it as extra, says why, and offers to quote it, swap it for planned work or keep it for a later phase.

Subject: About adding [requested item] to [project name]

Scope dispute response

Replies personally to a client who believes some work is already in scope: what the agreement says, how you read it, where you can meet them, and an offer to talk it through.

Subject: About [disputed item] and our agreed scope

Revision limit reached

Tells a client, plainly and without blame, that the revision rounds the agreement includes are used, and sets out the ways forward: approve this version, add a round at the agreed rate or talk it through.

Subject: [deliverable name]: the included revision rounds are used

Construction variation approval

Approves a variation and instructs the contractor to proceed: the instruction reference, agreed value, time adjustment, revised contract sum and completion date, any conditions and the signed instruction.

Subject: Approved: variation [variation number]

Construction variation request

Raises a variation to the building works with the client or contract administrator: the cause, the work involved, the quoted value and time effect, the clause relied on and the date a written instruction is needed.

Subject: Variation request [variation number]: [variation title]

Menu change notice for catering clients

Tells contract catering clients that the menu is changing: what is new and what is leaving, from when, where the updated allergen information is and any price changes as listed.

Subject: Our menu changes on [effective date]

Overdue client input reminder

Chases something the project needs from the client that is now overdue, such as feedback, content, data or access: what it is, what it holds up, and the date it’s needed by to keep the next milestone.

Subject: [project name] is waiting on [dependency name]

Delivery escalation to client sponsor

Escalates a client-side blocker or overdue decision to the client’s sponsor once reminders to the client’s team haven’t moved it: what is stuck, what has been tried, the effect on dates or budget and the decision needed.

Subject: [project name]: a decision we need your help with

Missed milestone recovery plan

Acknowledges a milestone your team has missed: what happened, the recovery plan and its new date, any effect on the client and how progress will be reported until the work is back on plan.

Subject: [milestone name] is late: our plan to recover

Project risk raised

Raises a new risk with the client before it becomes a problem: what could happen, how likely and serious it is, what you are doing about it and what you need from them.

Subject: A risk to flag on [project name]

Construction delay and extension of time notice

Gives the client or contract administrator the contractor’s formal notice of a delay event under the building contract: what happened, the clause, the activities affected, mitigation and the extension of time requested.

Subject: Notice of delay [notice reference]: [project name]

Freelance project paused after no response

After reminders go unanswered, tells a freelance client the project is paused and the time reserved for it will be released on a date, with the work done so far and how to restart.

Subject: [project name] is paused until I hear from you

Client project cancellation confirmation

Confirms that a client has cancelled a project part-way: the end date, the work completed, any cancellation fee and the final invoice as the agreement sets them, and what happens to files and work in progress.

Subject: Cancellation confirmed: [project name]

Knowledge transfer session invitation

Invites the client staff who will run a delivered system or process to knowledge transfer sessions before handover: the sessions, who should attend, what to prepare and what they’ll be able to do afterwards.

Subject: Knowledge transfer sessions for [project name]

Post-project satisfaction survey

Asks a client sponsor, from someone outside the project team, for candid feedback on a finished project: what it covers, the time it takes, who reads the answers and a call instead if they prefer.

Subject: How did [project name] go for you?

Project closure and lessons learned

Formally closes a project with the client: the closure report, outcomes against the original objectives, items passed to support, and an invitation to a joint lessons-learned session.

Subject: Closing [project name]: report and review session

Final files ready to download

Hands a client the final approved files for a creative or freelance project: what’s included and in which formats, where to download them and until when, and the usage rights that apply.

Subject: Your final files for [project name]

Construction defects list

Issues the snagging or defects schedule from an inspection to the contractor: how many items, which are priorities, the date to make good, access arrangements and how each item is closed and re-inspected.

Subject: Defects list [list reference]: [project name]

Practical completion and building handover

Hands a building over after practical completion is certified: the certificate date and reference, the handover meeting, keys and access, when insurance passes to the client, the defects period and the handover file.

Subject: [project name] handover on [handover date]

Practical completion inspection request

Tells the contract administrator the contractor considers the works complete and asks for the practical completion inspection: a proposed date, who should attend, known minor items and the documents ready for handover.

Subject: Practical completion inspection: [project name]

Hypercare and warranty period start

Opens the hypercare or warranty period after go-live: the dates, what counts as a defect rather than a change, how to report issues, the agreed response times and who is on hand.

Subject: Your hypercare period for [project name] has started

Project warranty issue assessment

Tells the client how an issue they reported during a project’s warranty period was assessed: a covered defect being fixed, or a change outside the warranty, with the reasons and the next step.

Subject: Issue [ticket number]: our warranty assessment

Retainer usage report

Sends a retainer client their summary for a period: hours used against the allowance, the work those hours covered, what carries over and what is planned next period.

Subject: Your retainer for [reporting period]: hours and work

Asset usage rights expiry notice

Tells a client that licensed usage of campaign assets such as talent, photography or music ends on a date, which assets it affects and that they need to renew or withdraw them by then.

Subject: Asset usage rights ending: [campaign name]