Client Communication Templates for Agencies

Subject line{{Project Name}} — Week {{N}} Update

BodyHi {{First Name}}, Here's a quick update on {{Project Name}} for the week ending {{Date}}. ✅ Completed this week — {{Task or deliverable 1}} — {{Task or deliverable 2}} — {{Task or deliverable 3}} 🔜 Next week's focus — {{Priority task 1}} — {{Priority task 2}} ⏳ Open items / waiting on you — {{Item you're blocked on, if any — or "Nothing — we're on track."}} Overall status: On track / Minor delay / At risk (pick one) Expected delivery date is still {{Date}}. Let me know if you have any questions. {{Your name}}

Subject lineAction needed: {{What you need}} for {{Project Name}}

BodyHi {{First Name}}, We're ready to move forward on {{specific phase or task}}, and we need the following from your side to proceed: 📋 What we need 1. {{Item 1 — be specific, e.g. "Admin access to your Google Analytics property"}} 2. {{Item 2 — e.g. "Final copy for the About page (current draft is in the shared folder)"}} 3. {{Item 3 — or remove this line}} 📅 To stay on the current timeline, we'd need this by {{Date — give a specific date, not "ASAP"}}. If that date won't work, let me know and we can adjust the schedule together. If there's anything blocking your side that we should know about, happy to jump on a quick call. {{Your name}}

Subject lineScope update request — {{Brief description}}

BodyHi {{First Name}}, Following our conversation on {{Date/channel}}, I wanted to confirm in writing the additional work you've requested. 📋 Requested addition {{Describe the new work clearly — what it is, not just what the client said}} 📐 What was originally in scope {{Remind them what the original brief covered}} ⚡ Impact — Additional time: {{X hours / days}} — Additional cost: {{€X / $X}} ({{based on our standard rate of X/hr}}) — Timeline: This will push the current delivery date from {{Original date}} to {{New estimated date}} If you'd like to proceed, please confirm by replying "Yes, go ahead" or let me know if you'd like to discuss. We'll put work on hold for this addition until we have your confirmation in writing. {{Your name}}

Subject line{{Project Name}} — timeline update

BodyHi {{First Name}}, I want to flag a timeline update before the deadline arrives. We're working toward the {{Original date}} delivery, but {{brief reason — be honest, be short: e.g. "the API integration is taking longer than estimated" or "we're waiting on the third-party vendor to respond"}}. We expect this will push delivery by approximately {{X days / weeks}}. Updated timeline — {{Milestone 1}}: still on track for {{Date}} — {{Milestone 2}}: now expected {{New date}} — Final delivery: {{Original date}} → {{New date}} What we're doing to recover {{One or two concrete steps — e.g. "We've brought in an additional developer for this sprint" or "We'll skip the internal review cycle to save 2 days"}} I'll send a full update on Friday. Let me know if this creates any downstream issues on your side and we can talk through options. Apologies for the inconvenience — I'd rather you hear this from us proactively than find out at the deadline. {{Your name}}

Subject line{{Milestone name}} complete — {{Project Name}}

BodyHi {{First Name}}, We've completed {{Milestone name}} for {{Project Name}}. 📦 What we've delivered — {{Deliverable 1 — include link if applicable}} — {{Deliverable 2}} — {{Deliverable 3}} Access / location Everything is in {{shared folder / staging URL / drive link}}. What we need from you Please review and confirm by {{Date — give a specific date}}. Once you confirm acceptance, we'll move into {{Next phase}}. If you have revision requests, please consolidate them into one feedback email or use the comments in the shared doc so we can action them cleanly. Looking forward to your feedback. {{Your name}}

Subject line{{Project Name}} — complete ✓

BodyHi {{First Name}}, {{Project Name}} is complete. It's been great working with you on this. Here's a summary of everything we delivered: ✅ Delivered — {{Deliverable 1}} — {{Deliverable 2}} — {{Deliverable 3}} 🔑 Access and assets All final files are in {{location}}. Credentials and access notes are in {{location / password manager / separate email}}. 📝 A few things to know going forward — {{Anything they need to maintain, e.g. "The CMS requires a monthly plugin update — we recommend setting a calendar reminder"}} — {{Warranty / support terms if applicable, e.g. "We'll fix any bugs arising from our work in the first 30 days at no charge"}} 💬 One small ask If {{Project Name}} went well, a quick Google review or LinkedIn recommendation would mean a lot to us. No pressure — here's the link if you'd like to: {{link}}. We'd love to work together again. If you have future projects, I'm always happy to have a conversation. {{Your name}}

Subject lineChecking in — {{Project Name}} (3 months on)

BodyHi {{First Name}}, It's been about three months since we wrapped {{Project Name}} — just wanted to check in and see how things are going. How is {{the website / the campaign / the system / what you built}} performing? Any early results or surprises? We've been working on a few similar projects since then and have picked up some things that might be useful for you. If you'd like a quick 20-minute call to compare notes, happy to set one up. Also — if you know any other {{agency owner / founder / marketing director}} who's dealing with {{the problem you solved}}, we'd love an introduction. Either way, hope things are going well. {{Your name}}