You or your entire team just completed an assigned project and you need to alert your manager. This would be easy if you were using a project management tool that would alert them of project completion.
But in cases where your company isn’t using a project management tool, you’d need to send your manager an email to inform them of the project’s completion.
We’re here to simplify the job by providing you with professional templates that you can leverage to make your job easier.
You simply need to modify these templates and then forward them to your manager. We’ve also included some tips that would help you whenever you need to email your manager.
Tips For Emailing Your Boss
While tools like Slack and Teams are leveraged for easier communication across organizations worldwide, emails continue to be used in these organizations, especially when communicating with a supervisor over formal correspondence.
But unlike sending emails to coworkers where you can be informal and not worry about mistakes, you should be careful when writing to your Boss. Let’s look at a few things to keep in mind.
Clear Reasons
Your boss is probably keeping track of multiple projects and may not easily remember the exact project you’re referring to. It’s advisable to specify the exact project name so they know exactly which project you’re referring to.
If there’s a deadline for the project that you were supposed to meet, make sure you include that in the email to your manager.
If the project is in phases, you should let them know exactly which phase of the project you’ve completed.
Clear Subject Line
While you would not be able to include all relevant information in the subject line of the email, it should present the general purpose of the email within a few words.
This helps your boss or supervisor locate the email, understand the possible content even before reading the full message and finally ascertain the importance and urgency of the email.
After all, your boss would most likely have a busy schedule. A clear subject line would help them identify the urgency of the email especially when they have a boatload of work to get done.
Examples:
{{Project Name}} Project Completed
Use Proper Name
Coming down to the body of the email, you should identify the name your boss wishes for you or the general employee body to call them.
If they prefer to be addressed by their first names, you should address them as such. On the other hand, if you aren’t sure how they want to be addressed, you can either ask your colleagues or simply use your boss’ surname.
Keep in mind your workplace culture at this point. Some workplaces encourage informal communication between all members of the organization.
For informal workplaces, you start with:
Good {{morning/afternoon/evening}} {{Boss’ firstname}}
Hi {{Boss’ firstname}}
In the case of a very formal workplace where you aren’t sure of the best way to address your boss, you can simply start with:
Dear {{Mr. /Mrs /Ms. Surname}}
Hello {{Mr. /Mrs /Ms. Surname}}
Set Tone
Maybe something happened at the workplace that you didn’t like or there’s something you find annoying. You should always mind your tone in your professional emails.
It doesn’t matter whether the company’s doing something you’re unhappy with, you should always mind the tone of your communication. If you sound angry, your Boss is less likely to mind your request or even finish reading your email.
Use Work Email
Refrain from contacting your boss through your personal email. Most organizations implement some form of spam filter that may flag personal emails as spam.
The last thing anyone wants is to send an urgent message to their boss only to find out days later that they never got the email. Emails that come through the company emails are whitelisted ensuring that your boss receives them inside their inbox.
This is why most organizations provide their employees with company emails for communication within the company as well as correspondence with external companies.
Keep It Concise
Your boss probably receives loads of emails daily. The last thing they want to do is to spend precious time reading through a long email to determine its content.
No matter how important your email may be, your boss is not likely to spend 30 minutes trying to understand its content. It’s advisable to use short and clear wording to easily convey the content of your message.
Proofread
No one likes reading terrible grammar, especially in a professional setting. It’s advisable to proofread your email to identify any grammatical errors before sending it to your boss.
Tools like Grammarly are readily available to help identify errors in your writing. Keep in mind that these tools aren’t perfect. So manually proofreading your email can further enhance your message.
On the other hand, poor grammar could give your boss some laughs. But keep in mind that others are bound to join in.
Easy To Understand
Your boss most likely receives tens or even hundreds of emails daily, especially in the case of larger organizations. Ensure that your email is easy to understand within the shortest amount of time.
To determine this, you can ask a colleague or friend to skim through the email to test whether it’s easy to understand and adequately presents the necessary information.
End Formally
At this point, you can thank your boss for taking the time to review your request and then reiterate any relevant information before signing off.
Example:
Thank you for your time and attention.
Signature
Official emails to your boss should be signed off with your official signature which includes your full name, job title, department if applicable, and contact details when available.
This can be easy if you’ve already created your signature template for your company email. The system would automatically include your signature in every email.
If you haven’t created a signature template for your email, you should manually include this in your email to your boss.
It can be something like this:
Sincerely,
{{Fullname}}
{{Department if applicable}}
{{Job role/title}}
{{Contact details (optional)}}
Sample Task Completion Emails To Manager
Template 1: Project Completion Notice
Email Subject
Project Completion Notice – {{Project Name}}
Body
Dear {{Surname}},
This is an update on the status of the {{Project Name}} which is due on the {{Due date}}. I’ve successfully completed all assigned tasks for the project. Please find a breakdown below:
{{Completed task 1}}
{{Completed task 2}}
{{Completed task 3}}
{{Completed task 4}}
I’ve attached {{Name Of Project File You’ve Attached}} and would appreciate it if you could review and alert me of any relevant changes. Thank you for your time and assistance.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}Template 2: Team Project Completion Notice
Email Subject
Project Completion – {{Project Name}}
Body
Dear {{Surname}},
I hope this finds you well. My team has successfully completed the assigned {{Project Name}} project which was due on the {{Due Date}}.
I’ve attached a report of the completed tasks and roles played by each team member. Please let me know if there are any outstanding tasks that should be completed.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}Template 3: Project Completion Notice
Email Subject
Project Completion – {{Project Name}}
Body
Dear {{Surname}},
I hope this finds you well. I’m pleased to inform you that I successfully completed the {{Project Name}} and have attached {{Attachment}} to this email. It’s been a great learning opportunity and I’m very grateful.
Please let me know if there are any outstanding tasks that should be completed.
Thank you.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}
