Why writing good emails matters for project managers
In project management, communication is key. As a project manager you need to keep stakeholders informed, teams aligned and projects moving. One of the best ways to do that is through well written emails. Whether it’s updates, concerns or meeting invites, emails are essential in keeping things clear and moving forward. According to Wrike, regular clear updates are key to keeping projects on track and everyone knows what they’re supposed to be doing.
Learning how to write concise, clear and impactful project management emails will save you time and keep projects on track. In this post we’ll cover best practices, types of emails and templates to help you be a pro.
Why writing matters for project managers
As a project manager your communication is at the heart of every project. Communication keeps the project moving by making sure every team member knows what they need to do, what’s happening on the project and is aligned to the overall goals. Whether you’re managing a marketing project or a client project, emails are one of your most important communication tools.
Clear communication avoids misunderstandings that can blow the timeline or miss the goal. According to research poor communication is one of the top reasons for project failure. A project manager must deliver updates, requests and feedback through concise, timely emails so nothing slips through the cracks. Emails provide a written record, transparency for everyone involved. This is especially important for status reports so clients and stakeholders are informed of key project milestones.
Client project management also relies on trust and accountability. Regular updates keep clients reassured and shows the project is on track. Whether you’re sending status update emails, requesting feedback or updating deliverables, clear communication builds collaboration and keeps everyone engaged.
By writing good emails you also streamline project workflows, avoid bottlenecks and keep everyone informed. Status update email formats and templates are super useful tools to help you structure your communication so recipients can easily consume the information and respond.
Writing project management emails
Writing clear emails is key for project managers to keep things flowing. Every email you send should be purposeful, concise and structured to meet the needs of your recipients. Whether it’s a status update or a client project management email, follow best practices and get your message heard.
Write a good subject line
The subject line is the first thing your recipients see so make it count. A clear and short subject line gives the recipient an idea of what the email is about. Use project specific details such as:
- Project Update: [Project Name]
- Request for Approval: [Task or Document]
Don’t use vague or generic subject lines. For example “Status Update” doesn’t give enough information but “Status Update: Q3 Marketing Campaign” gives context.
Get to it
In email project management your emails should be brief and to the point. Don’t include extra information that muddies the message. Recipients should be able to get the gist without having to read too much. This is especially important for status updates where team members need quick access to key info or action items.
Use bullet points or numbered lists to break down tasks, progress or requirements. For example:
- Completed Tasks: Website design done.
- Upcoming Milestones: Testing starts [Date].
- Action Required: Review and approve design mockups by [Date].
Add a clear call to action
Every project management email should have a call to action (CTA) that tells recipients what to do next. Whether you’re asking for approval, feedback or scheduling a meeting the CTA should be clear and time bound to get quick responses. Example:
- “Review the attached document by [Date].”
By setting a deadline you avoid delays and keep things on track, especially in marketing project management where timing is everything for campaign launches and deliverables.
When asking for approvals, resources, or feedback, it's also essential to write an email requesting something clearly and professionally.
Be professional
Whether you’re communicating with internal teams or external clients, be professional. Be polite but firm when addressing issues or asking for updates. Be neutral and avoid emotional language as it can be misinterpreted.
Format it right
Formatting your emails helps get your message across. Use clear paragraphs, headings and bullets to structure your content. Especially for status update emails where you need to convey multiple info without overwhelming the reader.
Types of project management emails (With examples)
Project management involves sending different types of emails depending on the situation. Each email has a purpose – whether it’s to update stakeholders, request resources or follow up on tasks. Here are some of the most common types of project management emails, with examples to help you simplify your communication.
Status update emails
A status update email is essential to keep stakeholders and team members informed of a project’s progress. This type of email gives a snapshot of completed tasks, upcoming milestones and potential issues. These emails keep everyone in the loop and aware of the project’s current state.
Example 1:
Example 2:
Project kickoff emails
The project kickoff email is sent at the beginning of a new project to inform the team or client of key info such as goals, timelines and roles. This email sets the tone for the project and makes sure everyone knows what to expect from the get go.
Example 1:
Example 2:
Resource request emails
When projects hit a roadblock that requires more resources, a resource request email helps communicate the need for more people, tools or budget. Be specific so it gets approved fast.
Example 1:
Example 2:
Follow-up emails
If you haven’t heard back or a task is overdue, a follow-up email is a polite nudge. Keep it professional but urgent.
Example 1:
Example 2:
Follow-up emails can serve as a polite reminder to ensure tasks are completed on time, avoiding any potential delays in project timelines.
Change request emails
Sometimes a project will require changes to the scope that need to be communicated to everyone. A change request email ensures everyone is aware of the changes to the project plan. There may even be times when a change request or proposal doesn’t align with project goals, and it's important to know how to politely decline a business offer.
Example 1:
Example 2:
Project management email templates
Email templates are your best friend as a project manager, providing a framework you can use for all sorts of scenarios. Whether you need to send a quick update, request feedback or close out a project, these templates will save you time and clarity in your communication. Below are a few you can use for different project management needs.
Status update email template
Status updates are key to keeping stakeholders and team members in the loop on the project. These emails usually outline what’s been done, what’s coming up and any issues, so everyone knows where the project is at.
Template 1:
Template 2:
Project kickoff email template
The project kickoff email sets expectations by outlining the project objectives, introducing the team and providing an agenda for the first meeting. So everyone starts the project on the same page.
Template 1:
Template 2:
Project close email template
Project close email formally closes out a project. Summarizes the project’s achievements, acknowledges the team and provides final deliverables or results.
Template 1:
Template 2:
Finally, sending a thank you email to clients or team members at the conclusion of a project shows appreciation and professionalism, and can strengthen relationships.
Resource request email template
Projects sometimes hit roadblocks that need more resources to stay on track. Whether it’s more staff, budget or tools, a resource request email helps communicate the needs clearly and professionally.
Template 1:
Template 2:
Feedback email template
Requesting feedback is a big part of project management whether it’s for deliverables or the project as a whole. Feedback emails should be clear on what kind of input you need and when you need it.
Template 1:
Template 2:
Project management cover letter
A project management cover letter is your chance to make a great first impression. It’s where you can showcase your skills, experience and achievements that are relevant to the job you’re applying for. A well structured cover letter that focuses on your project management skills and communication can make you stand out from the other candidates.
Below are some cover letter templates and tips to help you tailor yours to the job.
Customize your cover letter for each job
Every project management role is different, so you need to tailor your cover letter to the specific job. Research the company and the job description to understand the unique challenges of the role and how your experience and skills apply.
Template 1:
Template 2:
Showcase relevant skills and achievements
Your cover letter should show that you can manage complex projects, lead teams, and communicate with stakeholders. Highlight your key skills, such as time management, risk assessment, and team leadership, as well as your experience with project management tools like Asana, Trello, or Monday.com.
Template 1:
Template 2:
Quantify the results
Where possible, include metrics to show the impact of your work. Hiring managers want to see specific outcomes, such as cost savings, efficiency gains, or client satisfaction, to understand the value you bring to the team.
Template 1:
Template 2:
Keep it short and sweet
Your cover letter should be brief and to the point, highlighting your most relevant skills and experience. Don’t go into too much detail about every job you’ve ever had. Focus on the qualifications that are most relevant to the role you’re applying for.
Template 1:
Template 2:
Conclusion
Email is the backbone of project management. From status updates to client communication how you write your emails impacts your projects. By following these tips – clear subject lines, concise updates and action items – your emails will be professional and work.
Whether you’re managing a marketing project, managing client expectations or managing a team, clear emails will give transparency, build trust and keep projects on track. Using email templates and honing your communication will save you time and team collaboration. With these tools and tips you’ll be able to manage your project communication and deliver.
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