40 Outlook Email Templates For Project Managers

Outlook Email Templates For Project Managers

Outlook email templates for project managers are a valuable resource and worth spending some time putting together and refining.

With a batch of well written Outlook email templates, these will support you throughout all the stages of the of a project.

From communication with your project team. All the way through to keeping clients and stakeholders informed during a project.

So drafting and constantly updating your templates for common occasions can save a lot of repetitive email writing.

In this blog post, I am going to show you no less than 40 amazing email templates that you can use in your project management lifecycle.

How good is that?

1. AGREEMENT FOR SERVICES CONFIRMATION EMAIL TEMPLATE

Dear {Client Firstname},

First of all, thank you for choosing [Company Name] for your [Type of Service] needs. I am confident that you will be very satisfied with the services that we offer.

Enclosed, please find our agreement for services[Attachments].

Secondly, we need to confirm that if this agreement[Attachment] is acceptable to you, please sign and return it to our office via email or fax. Once we receive the signed agreement from you, we will expedite your request.

If you have questions, please feel free to contact me. I can be reached at [Contact Number/Email Address].

Thank you again for choosing [Company Name].

Sincerely,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

[COMPANY NAME & ADDRESS]

Why It Works

The agreement for services confirmation email template is useful in the sense that the Project Manager directly emails the client for the confirmation of the service agreement between them and move forward to work together.

Summarize, with all the essential information needed, in a professional manner.

And the important thing is, Do Not Forget! to attach the Agreement of Services document in the email.

2. CONTRACT CLOSURE NOTICE

Date: [Add Date/Time]

Dear {Client’s Firstname},

As described in our Contract/Service agreement (XXXXX-X), this email provides formal notice that the work you were contracted to perform for ________ [Buyer Name] has been completed.

Payment is being processed based on ________.

Kind Regards,

By: [Name], [Title], [Company Name]

Date: [Add Date/Time]

Why It Works

Terminate or end the contract in a polite manner, the project manager can use this email template to thanks the client for his services. Consequently, it will turn your current relationship into a long term.

Don’t forget to mention the details of the contract, such as the Date, Title of Contract, Reasons to terminate the contract, and others as per the situation.

3. FORMAL PROJECT COMPLETION AND ACCEPTANCE

Project Name: {Name Of The Project}

Project Manager: {Contact Name} – {Company Name}

Greetings,

I [Project Manager’s Name] the undersigned, acknowledge, and accept the final delivery of the work completed for this project on behalf of our company[Company Name].

My signature/s attest/s to the agreement[Attach the Project Completion Agreement Dcoument] that this project has been successfully completed and hence approved.

This project has been finalized and completed.

I congratulate all members of the team to make this project successful.

Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

The project manager makes use of this email template to attest and greet the members of the team and the company’s executive on the successful completion of the project.

Enclosed the necessary documents and use a formal tone to clearly describe the project achievements to the top project management in the hierarchy.

4. FORMAL PROJECT DELIVERABLE RESPONSE

Project Name: {Name Of The Project}

Project Manager: {Contact Name} – {Company Name}

Project Deliverable: [Deliverable Name]

Greetings,

I [Project Manager’s Name] the undersigned, acknowledge, and accept this Project Deliverable [Deliverable Name] completed for this project on behalf of our company[Company Name].

My signature attests to the agreement [Project Deliverable File] that this project has been completed and hence accepted.

[If Satisfied] No further work should be done on this project.

[If Dissatisfied] Discuss the reasons for the dissatisfaction.

Best Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

[COMPANY LOGO]

Why It Works

The formal project deliverable response email template is the best fit for all the project managers, related to a different industry, to acknowledge the project deliverables and address any shortcomings to the client (that might have).

You can describe the main reasons for your satisfaction or dissatisfaction with this project deliverable and further discuss the reasons to make it successful.

5. KICK-OFF MEETING OUTLOOK EMAIL TEMPLATE

Dear {Project Team Members’ Fname} & {Project Stakeholders’ Fname},

Project Name: {Name Of The Project}

Date: [Meeting Date/Time]

Meeting Objective: Kick the project off to an effective start by introducing key stakeholders, members of the project team, reviewing project goals, and discussing plans to drive it to success. OR [Describe The Objective]

Here is a brief agenda for the meeting:

Agenda: [Discuss The Main Points]

Introduction of attendees

Project Background – Review

Project Documents -Review [Business Case…]

Project Organizational Structure – Discussion

Discussion of  Project Scope, Time, and Cost Goals – Discussion

Discussion with attendees on other Key Points.

Best Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

The kick-off meeting outlook email template serves project managers in a way that they just have to customize this template following their meeting objective and the agenda of the meeting.

Provide the opportunity to the project managers to engage the stakeholders to discuss the base elements of the project.

Source

6. LESSONS-LEARNED EMAIL

Dear {Recipients Fname}, —- (Subordinate Team Members)

Regarding the:

Project Name: [Name Of The Project]

Project Sponsor: [Name]

Project Manager: [Conatct Name] – [Company Name]

I need to capture the lessons from what you have learned from this project.

I am sharing some key questions to get your take on the completion of this project.

Did the project meet the scope, time, and cost-estimation goals?

Did all the project objectives meet?

What were the major lessons your team learned from this project?

Did you satisfy with the overall project outcome? If not, Mention the reasons for the dissatisfaction. (if any)

Based on your past experience, what would you do differently to overcome the shortcomings (if any) that may appear in the future project??

I am looking forward to hearing your response.

Sincerely,

[INSERT YOUR NAME]

Why It Works

This lessons-learned professional outlook email engages the other members of the team to share their personal feedback and team recommendations regarding the project completion.

7. REPORTING THE PROJECT PROGRESS

Dear {Recipients Fname}, —- (Subordinate Team Members)

Hope you are doing great!

Regarding the:

Project Name: [Name Of The Project]

Reporting Period: [Start Date – End Date]

Discuss the current progress of the mentioned project within the given reporting period.

To make it concise and clear, I want you to address these points:

How much work is completed in this reporting period: [Add Details]

Work to be completed in the next reporting period: [Add Details]

Success Criteria is according to the plan or not: [Add Details/Reasons]

Any Suggestions (if any): [Add Details]

Project changes (if any): [Add Details]

I want these points to be addressed within the [Mentioned Period].

For any queries, feel free to contact me.

Sincerely,

Project Manager: [Conatct Name] – [Company Name]

Why It Works

Maintaining a progress report is one of the vital roles of a project manager.

This outlook email template serves you best in this regard. Gather the essential and information related to the progress report as a result of the updated response from other team members.

8. ONBOARDING CLIENTS EMAIL REPLY

Add a subject: Thanks for choosing!

Hi {Firstname},

Thanks a lot for choosing me for your project. I am very excited to start working on it.

It seems that I have all the details I need. In case I need something else, I will definitely reach out to you.

Moreover,  I’ll update you on [Date/Time] with details on how the project is coming along and hopefully have the first version ready for review. You can find the detailed project plan here [Attach/Web Link Project Plan].

Thanks again for trusting me with your job.

You can always email me if you have any questions.

Best Regards

Project Manager: [Conatct Name] – [Company Name]

Why It Works

Being a project manager, always reply to the client’s onboarding email to thank him on the company’s behalf for working together.

The onboarding clients email reply template includes all the essential information starting from the good wishes to future success and from the kick-off meeting agenda to fill out the necessary documentation.

Source

9. FEATURED CASE STUDIES EMAIL TEMPLATE

Add a subject: Would like to feature you in a case study?

Hi {Firstname},

I hope this email finds you well.

I’m looking to add a new case study to my portfolio and would love to feature your project.

All I need is to fill out this form [Form URL] (shouldn’t take more than 30 minutes)

And as a gesture of goodwill, I would love to give you an [X percent] discount on your next project. Once I’ve written the case study, I’ll send it to you for approval, and after your approval, I will publish it.

Looking forward to hearing from you soon.

Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

If you are an entrepreneur and a project manager, then this outlook email template is for you.

WHY? If you want to strengthen and highlight your company’s portfolio in the global market then you can engage the professional clients to feature their project as a case study to your portfolio.

This featured case studies email template helps you a lot in communicating with clients professionally.

Source

10. CALL SCHEDULING

Add a subject: to schedule a call at [Day/Time]?

Hey {Clieny’s Firstname},

Hope you are doing great!

Wanted to ask if you could get on a Skype call with me for about 30 minutes on [Mention Day/Time]?

Online Meeting Agenda:

[You may discuss Skype Call Agenda]

Point #1
Point #2

Please let me know your availability.

Best Regards

Project Manager: [Conatct Name] – [Company Name]

Why It Works

To support the potential clients in their busy schedules, the call scheduling email template is the best shot to keep the clients engaged with you.

You can customize this call scheduling invitation template as discussed the availability of the client, call discussion agenda, finalized the online platform Microsoft Teams / Skype, and share the meeting link before the final time frame.

11. CHANGE REQUEST AFTER CONTRACT

Dear {Project Stakeholders’ Fname} OR {Project Team Members’ Fname},

Regarding the change request for the project details given below:

Project Name: {Name Of The Project}

Date Request Submitted: [Date/Time]

Title of Change Request: [Title Nmae]

Submitted By: [Name]

Change Category: [Mention The Category] such as Scope, Schedule, Cost, or any other.

I want a clear understanding of these key points (mentioned below) to approve the change request and hence to implement it.

[Explanation as per your need]

  • Description of change requested.
  • Circumstances which made this change necessary or desirable.
  • Justification for the change.
  • Impact of the proposed change on Scope, Schedule, Cost, and other categories.

You are always welcome to email me if you have any questions.

Best Regards

Project Manager: [Conatct Name] – [Company Name]

Why It Works

If a client or some member of the team needs some changes in the agreed product or services then what will you (project manager) do?

Here comes the change request after the contract email template, which works best in this situation. Use this email template to customize the message following your needs to deal with this critical situation.

12. HOW TO EMAIL TO RAISE YOUR RATES IN THE MIDDLE OF PROJECT

Dear {Client Fname}, 

I hope all is well!

I’m just writing to inform you that starting next month, we’re increasing our rates. The new rate reflects our increased experience, quality service, and reputation within the industry.

[Give authentic reasons to increase your rates and be honest!]

Here is an example:

Raising the rates will allow me to take on fewer clients and focus more closely on the work and will mean better turn-around times for you, more availability, and more focus on your business.

If you have any questions or need clarification, you are most welcome to contact me to discuss the project.

Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

Use this email template to discuss and revise the rates or budget of the project deliverables with your client in a formal tone.

Be honest! And give authentic reasons to increase your rates.

Source

13. PROJECT DELIVERABLES CURRENT STATUS

Dear {Recipients Fname}, —- (Subordinate Team Members)

Hope you are doing great!

Regarding the:

Project Name: [Name Of The Project]

Reporting Period: [Start Date – End Date]

Project status: [Is it on track, at risk, or delayed?]

I would like to know the current status of the project deliverables.

Mentioned below are some of the essential points you need to highlight.

Summary: [Include a short description of the most important takeaways from your project status report here.]

Topic/milestone 1:

Issues/challenges:

Are there any challenges you’re facing? How will you resolve them?

Additional notes or highlights: [Are there any additional things your team needs to know?]

Please let me know if you have any queries.

Regards,

[INSERT YOUR NAME]

Why It Works

To maintain a current status project deliverables report is necessary to run the project smoothly, and the project manager is responsible for maintaining these reports.

This outlook current status email template serves you (project manager) best in this regard. Gather detailed and essential information on the current status of project deliverables as a result of the updated response from the client or other team members.

Source

14. TO DECLINE A PROJECT

Add a subject: [Declining A Project]

Hey {Client’s Firstname},

Thanks for sending the details of [Project/Client Account Name] through. It sounds like a great opportunity!

After reading the proposal and having a discussion with my [Team/Manager], we’ve decided that unfortunately, we won’t be able to move forward with this [Project Name].

As much as we’ve love to take on [Project Name], competing priorities and a full slate of projects mean that we simply don’t have the capacity or resources that a project or client such as [Project Name] deserves.

When things get change, however, I will of course be in touch.

Kind Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

If the client’s project requirements are not feasible for you, use this decline a project outlook email template to inform the client for not able to move forward on this project politely.

Source

15. TO DISCUSS MEETING AGENDA WITH YOUR CO-WORKER

Add a subject: [Subject Line]

Hello {Co-worker’s Name},

Thanks for including me in the meeting with [Client’s Name] on [Date/Time]. Unfortunately, [I’m currently booked up with meetings that day OR I’m currently working on another project that I need to give my full attention to OR Any Reason]

I’ve outlined some of the points we’re looking to discuss below:

  • [Item 1: How it’ll impact the client/Any revisions or thoughts]

I’m happy to discuss these further with you before you meet with the client or send along any additional information.

Sorry for the scheduling conflict, and let me know how else I can help you prepare!

Sincerely,

[INSERT YOUR NAME]

Why It Works

Successful business meeting ensures effective meeting agenda.

This outlook email template is the best fit to discuss the meeting agenda and maintain time efficiency. For this, you just need to edit this email to your own needs and send it to a co-worker or members of the team.

Source

16. DECLINING MEETING INVITE AND ASKING TO RESCHEDULE

Hey {Client’s Firstname},

Subject: Rescheduling Meeting Invite…

Hope you are doing great!

Thanks for sending me the meeting invite over. Based on my current schedule, I won’t be available on [Date/Time] at the time you’ve carved out, but you can meet me on any of the Dates/Times below if one of these works on your end.

[Time Slot 1: Date/Time]

Please let me know which time slot works best for you and I’ll get it on the calendar!

Best Regards,

Project Manager: [Conatct Name] – [Company Name]

Why It Works

The project manager may decline the meeting invite owing to some circumstances.

Inform the client or team member about a busy schedule and provide them with different availability time slots for rescheduling the meeting.

17. A RECOMMENDATION YOU DON’T GIVE

Hi {Firstname},

Subject: [Add a Subject Line]

Thanks for thinking of me!

I enjoyed working with you on the [Project Name], but our company policy restricts us from providing any personal recommendations. 

I feel sorry that I could not help with this!

Wish you good luck!

Regards

Project Manager: [Conatct Name] – [Company Name]

[Email Signature]

Why It Works

If a client approaches you for some personal recommendations, and for some reasons to want to decline the request then this template works for you in this regard.

Simply use this email template to send a message against the client’s request that this is against our company policy to give ant personal recommendations.

18. EMAIL TO GET IN TOUCH WITH NEW POTENTIAL CLIENTS

Hey {Client’s Firstname},

I came across your project description on [Name Of Platform] where you said you’re looking for a project manager to reconstruct your business [Website/Application/Plan].

It is important to note that I have worked with a lot of great brands and small businesses over the past [X] years, including [Share Your Portfolio/Must Include Web Links To Previous Clients].

They’ve praised my work as exceptional and reported back as great increases in sales conversion after the project completion.

You can check out some of my work on my portfolio at [Share Your Portfolio Link].

I have a few ideas and proposals ready on how to approach the given project. Feeling positive to work with you.

Kind Regards,

Project Manager: [Conatct Name]

[Email Signature]

Why It Works

Effective Communication is an efficient way to build trust with new potential clients.

Use this email template as a means of effective communication to get in touch with new potential clients focusing and sharing your portfolio, past skills and expertise, and main ideas to make this project successful.

19. TO ASK A CLIENT FOR A REFERRAL

Dear {Client’s Firstname},

I hope all is well!

I’m glad you enjoyed working with me, and I appreciate the kind words in your last email.

While we’re on the subject of good work, It is important to mention that I’m currently booking clients for [Month], and I have room for about [Numbers] more people on my schedule.

I love working with people who care about [Subject] and are excited to [Insert Action Here] – you know, people like you!

If there’s somebody in your orbit who might benefit from the work that I do, feel free to send them my way.

You can give them my [Email Address}, or point them to my website.

My services are listed here: [Website Services Page URL]
My story is right over here: [Website About Us URL]
My client testimonial page is here: [Website URL]

It would be great if you consider my request.

Kind Regards,

[Insert Your Name]

Why It Works

If you already have a pool of the best clients then this referral email template is the best fit for you.

You have to get in touch or use the referrals to build or rebuild your connection with potential clients.

This can be done in a formal email message where you engage the references that you are the only one to work with.

Source

20. REMINDER TO CLIENT ABOUT DUE PAYMENT

Add a subject: [Your Business Name]: Invoice # [Invoice Reference Number]

Hey {Client’s Firstname}

Hope you are doing great!

I just wanted to drop you a quick note to remind you that [Amount Owed On Invoice] in respect of our invoice [Invoice Reference Number] is due for payment on [Due Date].

I would be grateful if you could confirm that everything is on track for payment.

Best regards

[Insert Your Name]

Why It Works

To get paid, just send a simple but professional outlook email.

Use this professional email template to remind the client of the due payment against your business and invoice reference number.

Source

21. PAYMENT CONFIRMATION EMAIL

Add a subject: [Your Business Name]: Invoice # [Invoice Reference Number]

Hey {Client’s Firstname}

Hope you are doing great!

To let you know, I just wanted to drop you a Quick Note that we have received your recent payment in respect of invoice [Invoice Reference Number]. Thanks for your cooperation.

It is always great working with you.

Regards,

Project Manager: [Conatct Name] – [Company Name]

[Email Signature]

Why It Works

Use this professional email template to drop a quick note of ‘Payment Received’ against your business and invoice reference number.

Source

22. EMAIL TEMPLATE TO CLIENT REGARDING PROJECT DELAY

Dear {Client’s Firstname},

I am sorry to inform you that we are experiencing a delay in the [Project Name] and have adjusted the timeline according to the new scenario.

Due to [Reasons To Delay], the [Project Name] has been delayed by [Insert Length Of Delay].

Our new estimated deadline is (New Completion Date/Time…). We are confident that once this delay has been solved and properly analyzed, we will be able to complete the project quickly and efficiently.

We appreciate your flexibility and understanding as we tackle this unforeseen issue.

Thank you. Please contact me if you have any queries about the delay, the new schedule, or anything else.

Sincerely,

Project Manager: [Conatct Name] – [Company Name]

[Email Signature]

Why It Works

Project delays may occur due to some circumstances, such as design changes or adverse weather, and many other reasons.

No need to hide the Project Delays. On the contrary, the Smart Approach to Project Management is to frequently communicate all good or bad things with the clients on time.

Source

23. SHARING OF ANY LETTER FROM PROJECT MANAGER TO OTHER STAKEHOLDER

Dear {Sir/ Name of recipient},

Please find the attached letter regarding the subject [Subject of the Letter], bearing reference number [Letter Reference Number] for your information and record.

Best Regards,

Project Manager: [Conatct Name] – [Company Name]

[Email Signature]

Why It Works

Use this outlook email template to send the essential project-related letters and documents to the stakeholders for their business records.

24. REQUEST FOR INFORMATION (RFI) (FROM PM TO DESIGNERS/STAKEHOLDERS)

Hey {Sir/ Name of recipient},

Hope you are doing great!

During the execution of the project, it has been noticed that the [State the description of issue/matter for which information is required] for example, structural details of the cantilever beam are missing in the drawing.

You are requested to provide the requisite information at your earliest so that we can proceed with our progress without any delay.

Kind Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

Request For Information (RFI) is a very crucial part of project management. During the project execution, certain issues may arise, such as you, being a project manager, may get an issue of “Mail Merge or Mass Emails in Outlook”.

What will you do? Use this RFI Outlook Email Template to email your IT Manager to resolve this issue.

25. INVITATION FOR A WEEKLY/MONTHLY PROGRESS REVIEW MEETING

Dear {Sir/ Name of recipient(s)} OR Attention to {Name of Department(s)},

Please note the notification of Weekly/Monthly Progress Review Meeting with details given below:

Description/Agenda:        Weekly/Monthly Progress Review Meeting

Time:                                     10:00 am [Time]

Date:                                     January 25, 2021, Monday [Date]

Venue:                                  Main Conference Room, XYZ Headoffice. [Location Address]

Regards,

Project Manager: [Conatct Name]

[Email Signature]

Why It Works

The email for the invitation of a weekly/monthly progress review meeting serves project managers in a way that they just have to edit this template following their meeting objective, venue, and agenda of the meeting.

26. MEETING CONFIRMATION BY PROJECT MANAGER

Dear {Name of recipient(s)},

This is a quick courtesy note to confirm our meeting on [Day, Month, Date, Year] at [Time].

I look forward to meeting you on the [Date/Time].

Regards with Thanks,

Project Manager: [Conatct Name]

[Email Signature]

Why It Works

Use this simple yet professional email template just to confirm the meeting with team members or the client in the given schedule.

27. SHARING MINUTES OF MEETING (MOM) BY PROJECT MANAGER

Dear {Sir/ Name of recipient(s)} OR Attention to {Name of Department(s)},

Please find the attached Minutes of Meeting of [Agenda or Description of Meeting] for example, Consultation Meeting for Business Proposal, held on January 12, 2021, for your record.

Kindly share your observations/comments (if any), within the next [three (03)/Number] working days, so that same can be incorporated in the MOM.

If there are no observations/comments within the stipulated time, the attached MOM will be considered as final.

Best Regards,

Project Manager: [Conatct Name] – [Company Name]

[Email Signature]

Why It Works

To leverage all the teamwork in the minutes of meeting, use this effective email template to write and share the description and agenda of the minutes of meeting (MOM) with the recipients.

28. RECEIVING OF PAYMENT AGAINST INVOICE

Hello {Name of Recipient},

We received payment from your Office vide Cheque No [32454] bearing date [dd-mm-yyyy] against our invoice [Invoice Number] which was submitted to you on the date [dd-mm-yyyy].

We highly appreciate your support in the processing of our Invoices, on an urgent basis.

Regards with Thanks,

Project Manager: [Conatct Name]

[Email Signature]

Why It Works

Use this simple yet professional email template to thank the concerned department and confirm the receiving of payment.

29. RECEIVING OF THE FINAL PAYMENT

Hey {Recipient Contact Name},

We received our Final Payment from your Office vide Cheque No <32454> bearing date <dd-mm-yyyy> against our invoice <Invoice number> which was submitted to you on date <dd-mm-yyyy>.

We highly appreciate your special support in the processing of our Invoices and value you as our prestigious client.

We look forward to doing future business with you.

Kind Regards,

Project Manager: [Conatct Name]

[Email Signature]

Why It Works

Use this simple and professional email template to confirm the receiving of the final payment and appreciate the special support for your valuable clients in this regard.

30. EMAIL FOR JOB COMPLETION AND THANKING SUB-CONTRACTOR

Dear {Sub-Contractor’s Name},

We would like to take this opportunity and thank you for choosing to work with us for [Description of work / Job / Assignment]. This email also serves as a token for completion of the Work/Job assigned to you against Contract Number [Contract No].

Since we have settled the Final Payment, therefore, you may proceed towards the demobilization.

We wish you all the best for your business and hope you are positively pleased to work with us.

Kind  Regards,

Project Manager: [Conatct Name] – [Company Name]

[Email Signature]

Why It Works

This job completion email template works best for you to appreciate and specifically thanks the sub-contractor to work with you on this project.

It creates credibility and a sense of positivity in the project management workplace.

Mention and share all the important details in this job completion email template.

31. PRESENTATION / MEETING FOLLOW-UP EMAIL

Dear {Name of Recipient(s)},

I wanted to thank you for your time yesterday. I trust you understand that we pride ourselves on delivering top quality work for our clients.

As discussed in the Presentation / Meeting, your decision regarding an addition to the scope of works is still pending.

Your response in this regard will assist to keep our pace of progress on the Project.

Regards,

Project Manager: [Conatct Name]

Why It Works

Use this effective meeting follow-up email template to follow-up and discuss the Pending Key Ideas in the Presentation / Meeting with your members of the team.

32. EMAIL FOR REQUESTING THE EXTENSION IN COMPLETION DATE

Dear {Name of Recipient},

Unfortunately, due to unforeseen circumstances and reasons beyond our control, we won’t be able to meet the Contractual Completion Date i.e. <Date>.

However, we would like to request an extension on the completion date.

We understand that your eagerness regarding the completion of a job “<Description of Job> “. Therefore, we will make sure to complete this work by applying more resources, to be completed, within a stipulated time.

Your support in this regard will be highly appreciated.

Sincerely,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

Sometimes, the project delay occurs due to unforeseen circumstances, and we won’t be able to meet the Contractual Completion Date.

What Should You Do!

No Need To Hide The Project Delays. On the contrary, use this email template which applies the Smart Approach to Project Management, i.e, to request the client/stakeholders to extend the Job Completion date.

33. EMAIL BY PROJECT MANAGER, FOR REQUESTING PENDING DATA/CONTENT FROM JV PARTNER / CLIENT / DESIGNER

Dear Sir,

It has come to our attention that we still have not received the Documents [Description of Content] as mentioned and agreed in the Contract. Since we are working together on this project to ensure all deadlines are met as efficiently as possible.

It is important to mention here that the proposed [Deadline or Expected Completion Date] for this project will be directly affected if there will be a delayed submission of the requisite material from your side.

If for any reason you expect further delays to this request, please do coordinate with us, on an urgent basis.

Yours sincerely,

Project Manager: [Conatct Name] – [Company Name]

[Email Signature]

Why It Works

Use this effective request email template to formally request pending data from the Client or JV partner to run the project smoothly and without any delay.

34. EMAIL BY PROJECT MANAGER TO CLIENT FOR SITE CLEARANCE

Dear {Sir/Client’s Firstname},

In order to comply with your instructions, we have started the [Description of work] for example, irrigation channel work at the available area.

Whereas, the remaining area is still underused by another Contractor and is not available for work. Kindly provide the site clearance so that we can complete the work without any delay.

Yours sincerely,

[Conatct Name]

Project Manager

[Email Signature]

Why It Works

Customize this template and write to a client about the prevailing issues, such as site clearance from other contractors to avoid any project delays.

35. EMAIL BY PM REGARDING INSTRUCTIONS TO ATTEND THE WORKSHOP ON HANDING-OVER / ANY TOPIC

Dear Team,

A Workshop regarding Hand Over/Any Topic is planned on <Friday, February 23, 2021, at 3:00 PM – Date/Time> at Project’s Main Conference Room  -.

Manager Contracts will be briefing regarding the Hand Over < OR Any Topic > procedures and all necessary contractual documents to be completed.

All managers and concerned engineers are requested to ensure your presence at this Workshop.

Best Regards,

[Conatct Name]

Project Manager

[Email Signature]

Why It Works

To attend ‘Workshop/Meeting With The Manager Contracts’ is very important in the scope of project management.

You should use this amazing email template to discuss the workshop agenda and make sure of the presence of managers and concerned engineers in this workshop.

36. EMAIL BY PM TO SUB-CONTRACTORS FOR SUBMISSION TO PROCUREMENT PLAN

Dear {Sub-Contractor(s) Name}, 

Referring to a contractual provision, regarding submission of the Procurement Plan, [Attached] herewith is the format of the procurement plan for your submission.

Your urgent response will be highly appreciated in this regard.

Regards,

[Conatct Name]

Project Manager

[Email Signature]

Why It Works

Format the email template with an urgent note to sub-contractors to submit their quick response regarding submissions of the procurement plan.

37. EMAIL BY PROJECT MANAGER TO QUALITY DEPARTMENT/QUALITY MANAGER

Dear {Name of Recipient},

During the site visit today [Date], it is noticed that the quality of works (Construction/Electrical/Mechanical, etc) under execution at Floor/Building [Location] is not following the Technical Specifications provided to your department.

Since the quality of works is your responsibility, therefore you are advised to take imperative action to rectify this issue, so that the quality of works can be maintained.

Best Regards,

Project Manager

[Email Signature]

Why It Works

Project Managers of the engineering field can use this template to send a notification email to Quality Managers of the respective department against the poor quality measures following on the site.

38. EMAIL BY PROJECT MANAGER TO SAFETY DEPARTMENT

Dear {Contact Name},

Your attention is drawing towards an issue which is noticed during the site visit today / [date], that scaffolding labours are not using PPE (Harnes, etc.) while working on height. Moreover, there are several locations where Welders are working noticed working with our using protective gear.

Since the safety of labour/workers is our responsibility. Being a Health, Safety, and Environment (HSE) Manager, you are advised to take quick action against these HSE violations at the site.

In addition to that, please arrange training sessions to highlight the importance of health and safety during the execution of work.

Kind Regards,

[Conatct Name]

Project Manager

[Email Signature]

Why It Works

Project Managers of the engineering industry can use this template to send a quick notification email to HSE Managers of the respective department to take action against the poor safety measures taken by the labourers and other staff on the site.

39. EMAIL BY PM TO OTHER COMPANY MANAGERS DEMANDING SUITABLE RESOURCES, FOR THE NEW PROJECT

Dear {Managers Contact Name},

An MOU has been signed between our organization [ABC] and [XYZ] corporation for the project [State Description].

For this reason, we need Engineers/Architects/Software engineerings/IT Expert [Describe the type of resource needed from other departments in the company]. The requirements for suitable resources are attached herewith for your further necessary action[Attach the Document].

Your urgent response will be highly appreciated in this regard.

Project Manager: [Conatct Name] – [Company Name]

[Email Signature]

Why It Works

Use this professional email template to send a notification email to other managers of the company, having an MOU signed between them, to describe the type of resources needed from other companies.

Don’t forget to attach the formal document of requirements for suitable resources in the email.

40. EMAIL TO A CLIENT/VENDOR WHOM YOU DON’T WANT TO WORK WITH

Hey {Client/Vendor Firstname},

I hope this email finds you well.

Thank you for all the help you’ve given up to this point!

Furthermore, we have decided to go in another direction but will keep [Vendor Company Name] in mind for future partnerships that could work out better.

All the best,

Project Manager: [Conatct Name] – [Company Name]

[Email Signature]

Why It Works

It is considered to be a great practice to send a rejection email more in a formal and gentle tone.

While declining a client whom you don’t want to work with, the most important part is to give “Constructive Feedback” and make them encouraged to remain connected with the company for future partnerships.

Be Professional In Sending Right Emails At A Right Time!

Source

Conclusion

There you have it. Our 40 Outlook email templates for Project Mangers. Which should cover most situations you may come across day-to-day.

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