Project status update email template
The regular update that stops people asking for one.
A status update should open with whether the project is on track, then list what moved, what is blocked and what is next. Leading with the headline judgement lets a busy reader stop after one line and still be informed.
At a glance
| Use it when | Weekly or fortnightly on any project with a client or stakeholder |
|---|---|
| Length | 150 to 250 words |
| Tone | Honest, including about slippage |
| Ask for | Decisions on anything blocked |
The template
Subject lines that work with it
- [Project] update - week of [date]
- [Project]: on track for [milestone]
- [Project] status, [date]
How to write this email well
- Put the verdict in the first line: on track, at risk, or slipped. Everything after is detail.
- Report bad news in the same update as good news, at the same volume. Hiding slippage costs trust that is hard to rebuild.
- Every blocker needs a named person who can unblock it, otherwise it is not a blocker, it is a complaint.
Questions
How often should I send updates?
Weekly for active projects. Consistency matters more than frequency, because a missed update reads as bad news.
Should I include problems?
Always, and early. A problem raised in week two is a discussion; the same problem in week eight is a failure.
How long should it be?
Short enough that it is read every time. If it grows past a screen, split the detail into an attachment.
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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