Communication with clients requires skill, clarity, and purpose. Sending timely updates builds trust and keeps relationships strong. But crafting the right message can be challenging.
Most professionals struggle with finding the right tone and structure for client updates. Some emails are too formal, others too casual. The best updates provide value while respecting the client’s time.
Ready to master the art of client update emails? These 15 samples will guide you through different scenarios, helping you maintain professional relationships with confidence.
‘Update to Client’ Email Samples
These samples cover various business situations requiring client updates. Each email is structured to deliver information clearly while maintaining professional rapport.
Project Progress Update
Subject: Your Project is 50% Complete – Key Milestones Achieved
Dear [Client Name],
I hope this email finds you well. I wanted to provide you with an update on your project.
We have successfully completed 50% of the deliverables outlined in our initial agreement. Specifically, we have:
- Finished the market analysis phase
- Developed the preliminary design concepts
- Secured necessary third-party approvals
Our team is currently working on the implementation phase, which involves integrating the designs with your existing systems. We remain on schedule for the final delivery date of June 15.
Please let me know if you would like to schedule a call to discuss any aspects of the project in more detail. I am available this Thursday and Friday afternoon.
Thank you for your continued trust in our services.
Best regards,
[Your name and designation]
Phone: (555) 123-4567
Email: yourname@company.com
Service Upgrade Notification
Subject: Important Updates to Your Service Package
Hello [Client Name],
We have exciting news about your current service package with us.
Starting next month, we’re upgrading all clients on your plan to our Premium tier at no additional cost. This upgrade includes:
• 24/7 priority support • Additional 50GB storage space • Access to our new analytics dashboard • Monthly strategy consultations
You don’t need to take any action – these features will be automatically activated on June 1. We’re making this change to thank loyal clients like you and to ensure you have the best tools for your business growth.
If you have questions about any of these new features, please reply to this email or call our support team at (555) 987-6543.
Thanks for being a valued client!
Warmly,
[Your name and role]
Client Success Department
ABC Company
www.abccompany.com
Delay Notification
Subject: Important Update: Revised Timeline for Your Project
Dear [Client Name],
I am writing to inform you about a situation affecting the timeline of your project.
Due to an unexpected supply chain disruption with our primary materials vendor, we will need to adjust our delivery schedule by approximately two weeks. Instead of the originally planned completion date of July 10, we now anticipate delivering the final product by July 24.
I understand this delay may impact your plans, and I sincerely apologize for any inconvenience this causes. To minimize any negative effects, we have:
1. Secured priority status with our secondary supplier 2. Added additional staff to the production team 3. Prepared a phased delivery option if certain components are needed earlier
Would you be available for a brief call tomorrow to discuss how we can best accommodate your needs during this adjustment period?
We value your business and are committed to delivering the high-quality result you expect, even with this temporary setback.
Sincerely,
[Your name and position]
Direct Line: (555) 234-5678
Company Address: 123 Business Street Suite 400 Anytown, ST 12345
Price Change Notification
Subject: Changes to Our Service Pricing Effective July 1
Dear [Client Name],
I hope your week is going well. I’m writing with important information about our service agreement.
After maintaining our current pricing structure for three years, we will be implementing a price adjustment effective July 1. Your monthly service fee will change from $1,500 to $1,675, reflecting a 11.7% increase.
This adjustment allows us to: • Continue providing the exceptional service you expect • Invest in new technologies that will enhance your experience • Maintain our team of certified experts dedicated to your account
As a valued long-term client, we’re offering you an exclusive loyalty discount. If you renew your annual contract before June 15, you’ll lock in a rate of $1,600 per month for the next year – saving you $900 compared to the new monthly rate.
I’m happy to discuss this change and explore which option works best for your business needs. Would you have 15 minutes this week for a quick call?
Thank you for your continued partnership.
Best regards,
[Your name and designation]
Client Relations Manager
Phone: (555) 345-6789
Email: name@company.com
New Team Member Introduction
Subject: Introducing Your New Account Manager
Dear [Client Name],
I hope this message finds you well. I’m writing to share some changes to your account team.
I’m pleased to introduce Sarah Johnson, who will be taking over as your dedicated Account Manager starting next Monday, May 19. Sarah brings over eight years of experience in our industry and has worked with clients similar to your business. She is fully briefed on your account history, preferences, and ongoing projects.
Rest assured, this transition will be seamless. I’ll be working closely with Sarah for the next two weeks to ensure she understands all the nuances of your account.
Sarah’s contact information: Email: sarah.johnson@company.com Direct line: (555) 456-7890 Office hours: Monday-Friday, 9am-5pm EST
Sarah will reach out to introduce herself properly next week, but feel free to contact her directly if you have any immediate needs.
It has been a pleasure serving as your Account Manager for the past two years, and I’m confident you’ll be in excellent hands with Sarah.
Thank you for your continued business.
Kind regards,
[Your name and role]
XYZ Company
Phone: (555) 567-8901
Completed Milestone Notification
Subject: Phase One Successfully Completed – Next Steps
Hi [Client Name],
Great news! We’ve successfully completed Phase One of your website redesign project, right on schedule.
What we’ve accomplished: • Finalized the new site architecture • Completed all wireframes for primary pages • Developed three design concepts based on your brand guidelines • Received initial approval from your IT department for the technical specifications
You can review all deliverables in the shared project folder here: [link]. The design concepts are in the “Design Options” folder – we’re particularly excited about Option 2, which incorporates all your feedback from our last meeting.
Next steps: 1. Please review the design concepts and provide feedback by May 20 2. We’ll schedule a team call to discuss your preferred direction 3. Our developers will begin building the approved design by May 25
We’re currently tracking under budget and on schedule for the full site launch on July 15.
Any questions or thoughts? Just hit reply or call me directly.
Thanks,
[Your name and position]
Digital Projects Team
Mobile: (555) 678-9012
Regular Monthly Update
Subject: Your April 2025 Monthly Performance Report
Dear [Client Name],
I trust you are doing well. Please find below your monthly performance update for April 2025.
Campaign Performance Summary: • Total ad spend: $12,500 (as budgeted) • Website traffic: 45,720 visitors (up 12% from March) • Lead generation: 378 qualified leads (up 8% from March) • Cost per acquisition: $33.07 (down $4.23 from March) • Conversion rate: 3.2% (up 0.4% from March)
Key Achievements: The LinkedIn campaign targeting financial professionals outperformed projections by 23%, generating 85 high-quality leads at a 28% lower cost than our benchmark.
Areas for Optimization: The Google Display Network campaign underperformed slightly with a higher cost per click than anticipated. We recommend reallocating $2,000 from this channel to the LinkedIn campaign for May.
The complete report with detailed analytics is attached. I’ve highlighted recommendations for May’s strategy on page 4.
Would you like to schedule our monthly review call for next Tuesday at 2 PM? Please let me know if that works for your schedule.
Thank you for your continued partnership.
Best,
[Insert sender’s name and designation]
Marketing Strategy Department
Phone: (555) 789-0123
Email: name@agency.com
Positive Financial Update
Subject: Q1 Financial Results – Exceeding Projections
Dear [Client Name],
I’m delighted to share some excellent financial results from our first quarter managing your investment portfolio.
Your portfolio has outperformed our initial projections, achieving a 7.2% return compared to the 5.8% we had forecasted. This represents an additional $24,350 in growth over the three-month period.
Key factors contributing to this performance: • Strategic reallocation to emerging technology stocks prior to the sector’s 12% surge • Reduced exposure to manufacturing during the recent supply chain challenges • Favorable timing on the municipal bond purchases we executed in February
Looking ahead to Q2, we’ve identified several opportunities that align with your long-term financial goals: 1. Increasing allocation to sustainable energy investments 2. Adding select international exposure to capitalize on favorable exchange rates 3. Implementing the tax optimization strategy we discussed in our previous meeting
I’ve attached the comprehensive quarterly report for your review. Page 5 contains a detailed breakdown of all transactions and their individual performance.
Would you prefer to discuss these results and our Q2 strategy over a phone call or in person? I have availability next Wednesday and Thursday afternoon.
Thank you for entrusting us with your financial future.
Warm regards,
[Your name and role]
Financial Advisory Services
Office: (555) 890-1234
Email: advisor@financialpartners.com
Requesting Additional Information
Subject: Additional Information Needed to Complete Your Project
Hello [Client Name],
I hope you’re having a productive week. I’m reaching out regarding your website development project.
To maintain our timeline for the June 5 launch, we need some additional information from your team:
1. Final copy for the “About Us” page 2. High-resolution company logo files (vector format preferred) 3. Team headshots for the leadership section 4. Login credentials for your current hosting provider 5. Final approval on the color palette we submitted last week
Without these items, we may face delays in the development process. Our team has completed the backend architecture and is ready to implement the design elements as soon as we receive these materials.
Could you please provide these items by this Friday, May 16? If gathering any of these materials presents a challenge, please let me know right away so we can find alternatives or adjust our timeline accordingly.
Thank you for your assistance. I’m here if you have any questions.
Regards,
[Your name and designation]
Project Coordinator
Direct: (555) 901-2345
Office: 123 Main Street, Suite 500, Metropolis, NY 10001
Problem Resolution Update
Subject: Resolution Update: Your Recent Service Issue
Dear [Client Name],
Thank you for your patience regarding the service interruption you reported on Monday.
I’m happy to inform you that our technical team has successfully identified and resolved the issue that was affecting your account. The problem stemmed from an unexpected interaction between your custom database and our recent security update.
Actions we’ve taken: • Applied a dedicated patch to prevent similar conflicts • Added your account to our priority monitoring system for the next 30 days • Implemented additional testing protocols for future updates that might affect custom configurations • Created a detailed incident report for our development team to prevent similar issues
As promised, we’ve applied a 20% credit to your next monthly invoice as compensation for the downtime experienced. This credit of $159 will appear on your June statement.
Please test your system at your earliest convenience and confirm everything is functioning properly. If you notice any lingering issues, please contact me directly rather than through the general support line.
Again, I apologize for the inconvenience this situation caused and appreciate your understanding.
Best regards,
[Sender’s name and position]
Technical Support Manager
Phone: (555) 012-3456
Email: support@techcompany.com
Quarterly Business Review Invitation
Subject: Invitation: Your Quarterly Business Review – June 8
Dear [Client Name],
As we approach the end of Q2, I’d like to invite you to our upcoming Quarterly Business Review.
During this personalized session, we will: • Review your results from the past quarter • Analyze performance against key metrics and goals • Identify opportunities for optimization • Outline strategic recommendations for Q3 • Address any questions or concerns you may have
Proposed date: Thursday, June 8 Time options: 10:00 AM, 1:00 PM, or 3:00 PM (your local time) Duration: 60 minutes Format: Video conference (link will be provided) or phone call
Our team has prepared a comprehensive analysis of your account’s performance, including comparative benchmarks against industry standards. We’ve identified several promising opportunities that we’re excited to discuss with you.
Please let me know which time slot works best for your schedule, or suggest an alternative if none of these options are convenient.
I look forward to our discussion and continuing our productive partnership.
Kind regards,
[Your name and role]
Strategic Accounts Team
Tel: (555) 123-4567 ext. 890
Email: name@company.com
Contract Renewal Notification
Subject: Your Service Agreement – Renewal Information
Dear [Client Name],
I hope this email finds you well. I’m writing to address your service agreement with us, which is scheduled to expire on July 31, 2025.
We greatly value our partnership and would like to continue providing you with the services you’ve come to rely on. Based on your usage patterns and feedback over the past year, we’ve prepared a renewal package tailored to your specific needs.
Renewal Options:
Option 1: Standard Renewal • 12-month term at your current service level • 3% annual increase as per standard inflation adjustment • Monthly payment: $2,575
Option 2: Enhanced Package • 12-month term with upgraded service tier • Additional features: advanced reporting, priority support, quarterly strategy sessions • Monthly payment: $2,950
Option 3: Extended Commitment Discount • 24-month term at your current service level • Locked-in pricing with no annual increases • Monthly payment: $2,495 (5% savings over standard renewal)
To ensure continuous service, we request your renewal decision by July 15. I’m happy to schedule a call to discuss these options and answer any questions you might have.
Thank you for your continued trust in our company.
Sincerely,
[Your name and designation]
Account Management
Direct Line: (555) 234-5678
Email: renewal@businessname.com
New Feature Announcement
Subject: Exciting New Features Available for Your Account
Hi [Client Name],
I have some exciting news to share about your platform subscription.
We’ve just released three new features that are now available on your account at no additional cost:
1. Advanced Analytics Dashboard This tool provides real-time insights into user behavior, conversion patterns, and engagement metrics. You can now generate custom reports with just a few clicks.
2. Mobile App Integration Your platform can now seamlessly connect with iOS and Android applications, allowing you to extend your reach to mobile users without additional development work.
3. Automated Workflow Templates We’ve added 15 pre-built workflow templates specifically designed for your industry, saving you hours of setup time.
To help you get the most from these new capabilities, we’re offering a complimentary 30-minute training session. You can book your preferred time here: [Booking Link]
You can start using these features immediately by logging into your dashboard and clicking on the “What’s New” section.
Let me know if you have any questions or need assistance with implementing any of these features.
Thanks,
[Your name and role]
Customer Success Team
Phone: (555) 345-6789
www.platformname.com
Project Completion Summary
Subject: Project Successfully Completed – Final Deliverables
Dear [Client Name],
I am pleased to inform you that we have successfully completed all deliverables for the [Project Name] as of today, May 12, 2025.
Final Deliverables: All items have been uploaded to our shared workspace and include: • Complete source files in requested formats • Comprehensive documentation with usage guidelines • Training materials for your team • Access credentials for all implemented systems • Maintenance guide and support contacts
Project Summary: • Timeline: Completed 2 days ahead of schedule • Budget: Delivered $3,250 under the approved budget • Scope: All contracted deliverables plus two additional request items completed at no extra charge • Quality metrics: All deliverables passed our rigorous 27-point quality assurance process
Next Steps: 1. Please review all materials within the next 10 business days 2. Our 30-day support period begins today 3. The final invoice will be sent separately tomorrow 4. Consider scheduling a brief handover meeting with your team
It has been a pleasure working with you and your team on this project. We appreciate the clear communication and prompt feedback throughout the process, which contributed significantly to the successful outcome.
We would be grateful if you could complete our brief project satisfaction survey here: [Survey Link]
Thank you for choosing our company for this project. We hope to have the opportunity to work together again in the future.
Best regards,
[Your name and position]
Project Management Office
Tel: (555) 456-7890
Email: projects@company.com
Service Cancellation Acknowledgment
Subject: Confirmation of Your Service Cancellation Request
Dear [Client Name],
Thank you for contacting us regarding your decision to cancel your subscription services. We have processed your request as per our conversation.
Cancellation details: • Service termination date: May 31, 2025 • Final invoice amount: $457.50 (prorated for May) • Account number: AC-10025487
Actions we’ve taken: • Scheduled your service to end on the termination date • Removed all stored payment methods from our system • Created an export of your data, which will be available for download until June 30, 2025 at this secure link: [Data Export Link]
Though we’re sad to see you go, we respect your decision. If you’re willing to share, we would appreciate knowing what factors led to your cancellation. Your feedback helps us improve our services for current and future clients.
Should your needs change in the future, we would be happy to welcome you back. Former clients who return within 90 days can reactivate their accounts without setup fees and may qualify for our returning client discount.
Thank you for the opportunity to serve your business over the past two years. If you have any questions about your final invoice or data export, please don’t hesitate to contact me.
Wishing you all the best in your future endeavors,
[Your name and role]
Client Relations Department
Phone: (555) 567-8901
Email: clientcare@business.com
Wrapping Up: Client Email Updates
Mastering client update emails strengthens your professional relationships and builds trust. Each email should be clear, concise, and purposeful while maintaining the appropriate tone for your specific client relationship.
Remember that your update emails reflect your professionalism and attention to detail. Taking the time to craft thoughtful messages shows clients that you value their business and are committed to keeping them informed every step of the way.
By using these templates as starting points and customizing them to your unique situations, you’ll create client communications that get results and enhance your professional reputation.