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Project Completion Email Template

The project completion email is your last chance to make a great impression and close out the project professionally. It delivers the work, sets expectations for the final review, triggers the final payment, and leaves the door open for repeat business — all in one email.

When to send Send this the moment you're ready to hand off the final deliverables — not before. Don't send a 'it's almost done' email; wait until everything is actually ready.

The Template

Email Template

Subject: [Project Name] - Final Delivery

Hi [Client Name], I'm pleased to let you know that [project name] is complete. Please find the final deliverables below. Delivery includes: - [Deliverable 1] - [Deliverable 2] - [Deliverable 3 — source files, passwords, handover docs, etc.] [Any important notes about the files — formats, how to use them, access instructions] Please review everything and let me know if you have any questions. I'm happy to address any minor tweaks within our agreed scope. As a reminder, the final invoice (#[X]) for $[amount] is due on [date]. I've attached it here for your records. [Optional: link to payment portal] It's been a pleasure working with you on this. I'd love to work together again — don't hesitate to reach out when your next project comes up. Best, [Your Name]

Tips for Getting This Right

List every deliverable explicitly so there's no ambiguity about what you've delivered and what's been received.
Include any handover information the client will need — file formats, login credentials, instructions for use.
Attach the final invoice in this email — it's the natural moment for it and reduces the chance of it being ignored.
End with a warm, genuine close — this is a relationship asset. Happy clients refer new clients.
Set a clear scope for any final tweaks — 'minor tweaks within our agreed scope' signals you're open to feedback but not unlimited revisions.

Common Mistakes to Avoid

Sending the deliverables without the invoice — don't make two separate emails when one will do. The delivery email is the perfect moment to include the final invoice.
Not listing what's included — clients don't always remember exactly what was in scope. Listing deliverables confirms you've completed everything agreed.
Leaving the door to revisions too wide open — 'let me know if you need any changes' without a scope qualifier invites unlimited requests.
Not following up if there's no response after a week — a brief check-in to confirm they received and reviewed everything is perfectly appropriate.

Frequently Asked Questions

What if the client requests significant changes after the final delivery?

Refer to your contract's revision policy. If the requested changes are within your agreed revision rounds, accommodate them. If they exceed the scope, quote for the additional work before proceeding.

How long should I give the client to review the final deliverables?

Typically 5-7 business days is reasonable. If your contract specifies a review period, refer to that. Make it clear in your follow-up if silence after that period means the project is considered accepted.

Should I send a testimonial request with the completion email?

Not in the same email — it's too much at once. Wait 1-2 weeks after delivery, once the client has had time to use the work, then send a separate testimonial request.

What format should I send the final files in?

In whatever format the client will actually use. For design work, this typically means source files (AI, PSD, Figma) plus export formats (PDF, PNG, JPEG). For writing, this means the final document in Google Docs or Word, plus a PDF. Always confirm format preferences at kickoff, not at delivery.