Project Status Update Email Templates for Clients (Copy & Paste)

Most agency owners know the pattern. A client sends a short message asking for an update, and you stop your work to write one. Then the same message arrives again the following week.

This post gives you four project status update email templates you can copy and paste today. It also explains how often to send them and when email stops being the right tool.

Why clients keep asking "where are we?"

Clients rarely ask for updates because they doubt your work. They ask because they cannot see it. You know which tasks are done, which are in review, and which are waiting. The client sees none of that.

Silence feels like risk. A client who has not heard from you for two weeks starts to imagine problems, even when the project is on schedule.

A regular, predictable update removes most of that worry. The goal is not to send more email. The goal is to answer the question before the client has to ask it.

What a good status update contains

A useful update is short and easy to scan. Include the same five parts every time:

• Overall status: one line, such as on track, at risk, or blocked.
• Done since the last update: two to five concrete items.
• Next steps: what happens before the following update.
• What you need from the client: a specific request with a date, or "nothing this week."
• Next update date: so the client knows when to expect you.

Leave out internal detail, tool names, and long explanations. If a client needs more depth, they will ask. For a longer monthly format, see our client progress report template for agencies.

Weekly status update email template

Use this one on a fixed day each week. Consistency matters more than length.

Subject: [Project name] – status update, week of [date] Hi [First name], Here is the status for [project name] for the week of [date]. Overall status: [On track / At risk / Blocked] Done this week - [Task one] - [Task two] - [Task three] Planned for next week - [Task one] - [Task two] What we need from you - [Request and due date], or "Nothing this week." The next update will arrive on [day]. Best regards, [Your name]

Keep the subject line the same each week, apart from the date. Clients can then find past updates by searching the project name.

Milestone completed email template

Send this one when a defined phase ends, such as a design round, a campaign launch, or a site build. It marks progress and usually asks for approval.

Subject: [Milestone name] is complete – [project name] Hi [First name], We have completed [milestone name] for [project name]. What was delivered - [Deliverable one] - [Deliverable two] Where to review it: [Link to the files or portal] What happens next: [Next phase and expected start date] What we need from you: Please review and approve by [date]. If you have changes, reply with them in one message so we can group them into a single revision round. Best regards, [Your name]

Asking for feedback in one message helps you control revision rounds. It also gives the client a clear deadline.

Delay or blocker email template

Bad news does not improve with age. Send it as soon as you know the facts, and keep to a simple order: what happened, what it affects, what you are doing about it, and what you need.

Subject: Update on [project name]: new date for [deliverable] Hi [First name], I want to let you know about a delay on [project name]. What happened: [One or two plain sentences. State the cause without blaming anyone.] What it affects: [Deliverable] will move from [original date] to [new date]. What we are doing: [Specific action or workaround.] What we need from you: [Request, or "Nothing at this stage."] I will send another update on [date], or sooner if anything changes. Best regards, [Your name]

Tips for delivering bad news

• Give a new date only when you are confident in it. A second missed date costs more trust than the first.
• Do not bury the delay in the third paragraph. Put it in the subject line.
• Avoid long apologies. One sentence is enough, followed by the plan.

Waiting on client feedback reminder template

Many delays come from the client side, such as late approvals or missing files. A polite reminder that names the impact works better than a vague nudge.

Subject: Quick reminder: [item] needed for [project name] Hi [First name], We are waiting on [feedback / approval / files] for [project name]. We asked for this on [date]. If we receive it by [date], we can keep the launch on [target date]. After that, the timeline will move by roughly [number] days. If it is easier, reply with your comments in a short list and we will take care of the rest. Best regards, [Your name]

The second paragraph does the work. It shows the client how their timing affects the schedule, without sounding like a complaint.

How often to send updates

There is no single correct rhythm. A practical starting point is below.

• Active projects with frequent changes: weekly.
• Steady retainers: every two weeks, plus a monthly report.
• Quiet periods: a short note saying nothing has changed.

Pick a day and keep it. A client who knows that updates arrive on Thursday stops checking in on Tuesday. If you want to know the right frequency for your clients, ask them. Their answer is better than any general rule.

When to stop emailing and use a shared link

Email works well for a handful of projects. It becomes a burden when you manage many clients and rewrite similar messages each week.

Watch for these signs:

• You copy last week's email and edit a few lines.
• Clients still ask for updates between emails.
• The status already lives in a Trello board, an Asana project, or a Notion page, and you retype it.

In that case, give the client a single link that always shows current progress. Email then becomes a short note that points to the link. Our guide on how to share a Trello board with a client without giving access explains the reasoning in more detail.

Automating status updates from Trello, Asana or Notion

ClientReportly is built for this situation. The process has three steps:

1. Connect the board or project from Trello, Asana, or Notion.
2. Share the report link with your client.
3. Send the report manually, or schedule it.

The client opens a link and reads a report page. They do not need an account for your project tool.

Plan details matter here. Board connection, scheduled reports, PIN protection, and white label are available on the Pro and Agency plans. The Basic plan does not include them. Full white label, with the "Powered by" mark hidden, is part of the Agency plan. Check the pricing page for current limits.

The trial requires a card. Nothing is charged until the trial ends.

A few honest limits also apply. ClientReportly supports Trello, Asana, and Notion, and no other tools. It does not replace a personal message when you have bad news. Use the delay template above for that, and let the shared link handle routine progress.

Conclusion

A good status update is short, regular, and specific. Use the weekly template for routine progress, the milestone template to request approval, the delay template to report problems early, and the reminder template to move stalled feedback.

Once you notice that you are retyping what already exists in your project board, consider replacing the weekly email with a shared link. Keep email for the moments that need a personal voice.

FAQ

What should a project status update email include?

Include the overall status, what was done, what comes next, what you need from the client, and the date of the next update. Keep it short enough to read in one minute.

How often should I send a status update to a client?

Weekly works for active projects, and every two weeks suits steady retainers. Choose a fixed day and keep to it. If you are unsure, ask the client what they prefer.

How do I tell a client about a project delay?

Send the news as soon as you know the facts. State what happened, what it affects, the new date, and what you are doing about it. Keep the apology to one sentence.

When should I use a shared link instead of email updates?

Consider a shared link when you retype the same status each week, or when clients still ask for updates between emails. Email can then simply point to the link.

Which tools can ClientReportly pull updates from?

ClientReportly works with Trello, Asana, and Notion. Board connection is available on the Pro and Agency plans; see the pricing page for current limits.