Project kickoff email template
Setting expectations at the start so they hold later.
A kickoff email should confirm scope, dates, who does what and how you will communicate, all in writing on day one. Most project disputes trace back to something that was assumed at the start and never written down.
At a glance
| Use it when | Immediately after a project is agreed, before work starts |
|---|---|
| Length | 180 to 280 words |
| Tone | Clear and slightly formal |
| Ask for | Written confirmation that this matches their understanding |
The template
Subject lines that work with it
- [Project]: scope, dates and how we will work
- Kickoff - [project name]
- Getting started on [project]
How to write this email well
- Write down what is out of scope as well as in. The exclusions prevent more arguments than the inclusions.
- Name a single point of contact on each side. Projects with two decision makers and no tiebreak stall.
- Ask for explicit confirmation. Silence is not agreement at the start of a project, whatever it means later.
Questions
Is a kickoff email needed if there is a contract?
Yes. The contract covers liability; this covers how the work actually runs day to day.
What is the most commonly missed item?
How changes to scope get handled. Agreeing the process before it is needed removes the friction later.
Who should receive it?
Everyone with a role in the project, including people who will only be involved later.
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Use this template in Gmail
Copy the HTML above and paste it into Mailplate, the free Gmail extension that inlines the CSS so the layout survives sending. Or edit the wording directly in the preview and insert it into your message.
See Mailplate