How to Write a Project Status Email

In this article, we will guide you on how to effectively write a project status email. Whether you’re updating your team, supervisor, or client, a well-crafted project status email can keep everyone informed and ensure the smooth progress of your project.

Here’s how to write a project status email:

Review the project, tailor the content to your audience, and include essential elements like a clear subject line, summary, accomplishments, challenges, next steps, supporting data, call to action, and professional closing.

Read on for more details and a customizable email template.

What To Do Before Writing the Email

Before you start writing your project status email, it’s important to take certain actions and gather relevant information. Here are some key steps to follow:

  • Review your project: Familiarize yourself with the current status of the project, including milestones achieved and any challenges faced.
  • Identify key updates: Determine the most significant updates that need to be communicated in the email.
  • Consider your audience: Tailor the level of detail and technical language used in the email based on who will be receiving it.
  • Gather supporting data: Collect any relevant data or metrics that support the progress made on the project.

What to Include in A Project Status Email

When writing a project status email, include these essential elements:

  1. Subject line: Choose a clear and concise subject line that summarizes the purpose of your email. For example, “Project Status Update: Milestones Achieved and Next Steps.”
  2. Greetings: Begin by addressing your recipient(s) courteously.
  3. Summary: Provide a brief summary of the overall status of the project.
  4. Accomplishments: Highlight key milestones or achievements since the last update.
  5. Challenges: Address any obstacles or challenges encountered during the project and explain how they are being addressed or resolved.
  6. Next steps: Outline future plans and upcoming milestones in detail.
  7. Supporting data: Present relevant data, metrics, or visual representations that back up your claims and provide clarity.
  8. Call to action: Clearly communicate any specific actions required from recipients such as feedback, decisions needed, or next meeting dates.
  9. Closing: End the email with a professional closing, expressing appreciation for their time and any assistance provided.

Project Status Email Template

Subject: Project Status Update: Milestones Achieved and Next Steps

Dear [Recipient’s Name],

I hope this email finds you well. I wanted to provide you with an update on the progress of our project.

Summary: The project is progressing smoothly, and we have achieved significant milestones since our last update.


  • Milestone 1: Completed ahead of schedule
  • Milestone 2: Successfully implemented new feature X
  • Milestone 3: Met key performance metrics for Q2

Challenges: Despite the progress made, we encountered some challenges along the way. However, we have taken proactive measures to address them promptly:

  • Challenge 1: Resource constraints – We have reallocated resources to ensure timely delivery.
  • Challenge 2: Technical issue with module Y – Our development team is actively working on resolving this issue.

Next Steps: Looking ahead, we are focusing on the following key activities:

  • Milestone 4: Implement feature Z by end of next week.
  • Conduct user testing sessions and gather feedback for further improvements.
  • Prepare detailed documentation for handover phase.

Supporting Data: Please find attached graphs illustrating our project’s progress in terms of timeline adherence and resource allocation.

Call to Action: If you have any feedback or require further information, please don’t hesitate to reach out. Additionally, let us know if there are any decisions needed from your end or if scheduling a follow-up meeting would be beneficial.

Thank you for your continued support,

[Your Name]

Tips for Writing a Project Status Email

  1. Keep it concise: Avoid excessive details and focus on the most critical information.
  2. Use bullet points: Breaking down information into bullet points enhances readability.
  3. Be proactive: Address challenges or potential issues before they become major roadblocks.


In conclusion, writing an effective project status email requires careful planning and clear communication. By following these guidelines and utilizing the provided email template, you can keep stakeholders informed and facilitate smooth project management.