You’ve completed a project for your client and need to email them to inform them of the project’s completion. Understandably, you’re excited and can’t wait to send the email.
This is where we come in as we’ve created some templates that you can simply modify for the purpose. Additionally, we’ve also included some tips to help you whenever you need to email your clients.
Tips For Writing Emails To Clients
Whether you’re writing an email to a potential or existing client, each correspondence needs to be compelling.
You need to have a clear strategy that goes beyond simply sending generic emails. Let’s take a look at certain things to keep in mind.
Email Frequency
Emails have a bad rep as we all receive and delete loads of spammy emails daily. Like you, clients also receive loads of emails daily, so you should watch the frequency with which you email them.
Keep in mind that not everything requires an email. You shouldn’t send them an email every single minute to update them on something. Only use emails for essential information like hiring, proposals, project completion, and other major milestones.
Use Simply Language
While you may understand all the complex terminologies in your industry, clients may not have the same level of knowledge.
So, it’s advisable to refrain from using such language in your communication with clients. Use simple terms that don’t require any additional research on their part.
Your job is to make your clients’ lives easier by simplifying complicated terminologies. Avoid jargon and other industry terminologies even if your client is technical.
Email Length
Keep your emails short to ensure that clients can read through and understand the content easily. We all use mobile devices and receive email notifications in real time.
Chances are, your client will be opening the email on their phones and would simply skip longer emails for later.
It’s recommended that you keep emails short and use an attachment for more detailed information such as a proposal or pricing breakdown.
Be Responsive
Don’t keep your clients (potential or existing) waiting for long. Always make sure you respond to clients as soon as possible.
In this information age where clients have easy access to your competitors, it’s advisable to always respond to clients within the shortest possible time to avoid losing them to your competitors.
Professional Tone
Maintain a professional tone in your email communication with clients. Irrespective of your personal relationship with the client, you should always maintain a professional tone.
Avoid the use of emojis, slang, and other casual forms of language. That said, being overly formal can also backfire on you.
Avoid “Dear Sir” which isn’t personal and overly formal. Using a client’s name makes the service more human in many ways as it shows that you care enough to remember their name.
It also shows the client that they are more than a number or goal and that you care enough to address them as an individual. You can use something like “Hi Chris” or “Chris”.
Proofread
Let’s face it, an email filled with grammatical errors doesn’t scream credible to anyone. And no one would want to do business with someone who can’t make the time to correct errors in a simple email.
It’s advisable to proofread your emails before you send them as spelling and grammar errors can make you appear unprofessional and avoid any damage to your credibility.
You can leverage tools like Grammarly to help you identify simple errors in your email. Keep in mind that this tool isn’t perfect, so it’s advisable to double-check any changes it may suggest.
Clear Reasons
Let them know exactly why you’re emailing them in a few sentences. Don’t give them long paragraphs to read. They appreciate that you’re thanking them for the project completion but you should make sure that your reasons are clear to them.
Subject Line
While subject lines may not present every bit of information in your email, it helps clients determine the contents of an email.
Make sure your email includes a subject line that presents its general-purpose to the client even before they open it.
The client may simply skip to other pressing emails if they don’t see a subject line or easily understand the intent of your subject line.
A typical example is:
{{Project Title}} Project Completion
End Formally
If you need them to take a specific action, this is where you include it. You can try something like this:
Let me know if you’d like to discuss this further over a cup of coffee.
Signature
Your email should include a formal signature. This may include your full name, company name, and job role.
Example:
Best regards,
{{Full Name}}
{{Job Role}}
{{Phone Number}}
{{Email Address}}
Sample Email To Client After Project Completion
Template 1: Project Completion And Thanks
Email Subject
{{Project Title}} Project Completion
Body
Hi {{Client’s First Name}},
I would like to thank you for trusting {{Us/Me}} to {{Service Provided}}. {{We are/I’m}} to inform you that the project has been successfully completed and {{Attached/Sent}}.
It’s been a pleasure working with you on this project and {{We/I}} look forward to serving you again in the future. {{We/I}} hope you’re satisfied with the outcome and look forward to future partnerships.
Thank you,
Best regards,
{{Your Full Name}}
{{Job Role}}
{{Phone Number}}
{{Email Address}}Template 2: Project Completion By Team
Email Subject
{{Project Title}} Project Completion
Body
Hi {{Client’s First Name}},
I hope this finds you well. I’m pleased to inform you that our team has completed work on the {{Project Name}}. It was a pleasure working with you and we hope the final delivery is to your satisfaction.
Please do not hesitate to contact us if you have any questions or concerns about the project. We value your feedback and would be grateful for your thoughts on our work.
Thank you for trusting us with your {{Project Name}}. We look forward to working with you again in the future.
Best regards,
{{Your Full Name}}
{{Job Role}}
{{Phone Number}}
{{Email Address}}Template 3: Project Completion – Leave Review/Feedback
Email Subject
{{Project Title}} Project Completion
Body
Hi {{Client’s First Name}},
I hope this email finds you well. It was a pleasure working with you on the {{Project Name}}, and I’m delighted to inform you that it’s been successfully completed per your requirements and specifications.
As part of our commitment to providing exceptional service, we would like to ask for your feedback on the project. Your input is valuable to us as we strive to improve our services and exceed our clients' expectations.
Please let us know if there are any further changes you would like us to make or if you require any additional assistance. We are always here to provide our support and services.
Thank you for your time and consideration. We appreciate your trust in our team and look forward to hearing from you.
Best regards,
{{Your Full Name}}
{{Job Role}}
{{Phone Number}}
{{Email Address}}Template 4: Project Completion – Leave Review/Feedback
Email Subject
{{Project Title}} Project Completion
Body
Hi {{Client’s First Name}},
I hope this email finds you well. I’m happy to inform you that we’ve successfully completed work on the {{Project Name}}, per your specifications. Please let us know if you need any changes or additional assistance.
We work hard to provide the best experience for our customers and are always looking for ways to improve. If you have a few moments to spare, we would be grateful if you could share your feedback on our services.
{{Link to review}}
Thank you for choosing us as your partner on this project. We appreciate your trust in our team and look forward to the possibility of working with you again in the future.
Best regards,
{{Your Full Name}}
{{Job Role}}
{{Phone Number}}
{{Email Address}}
