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Client Onboarding
Project Kickoff Email Template
A kickoff email is your first official communication as a working team. It locks in the key details you've agreed on, tells the client exactly what you need from them to get started, and sets the cadence for how you'll communicate throughout the project.
When to send
Send this the day the contract is signed and the deposit clears — not days later. Momentum matters at the start of a project.
The Template
Subject: We're Kicking Off - [Project Name]
Hi [Client Name],
Great news — the contract is signed and we're officially ready to go. Here's a quick summary to make sure we're fully aligned before I get started.
Project: [Project Name]
Start date: [Date]
First deliverable: [Deliverable] by [Date]
Final delivery: [Date]
What I need from you before I can start:
- [Asset, file, or information needed]
- [Access, login, or approval needed]
I'll send you an update on [day/date] so you know where things stand. The best way to reach me during the project is [email/Slack/etc.].
Let's make this great.
[Your Name]
Tips for Getting This Right
- List exactly what you need from the client before you can start. Chase these items down before work begins, not after.
- Confirm the first check-in date so the client knows when to expect to hear from you — it prevents anxious 'how's it going?' emails.
- Keep it short and energetic. This is the starting gun, not a project management document.
- Match the tone to the client — a startup founder wants energy; a corporate client wants structure.
Common Mistakes to Avoid
- Not asking for what you need upfront — if you don't request assets, logins, or information at kickoff, you'll be chasing them mid-project and missing deadlines.
- Sending it days after the contract is signed — the kickoff email should go out the same day to maintain momentum.
- Over-loading it with project management detail — save that for your project management tool. This email just confirms the start and the immediate next steps.
Frequently Asked Questions
Should I have a kickoff call in addition to this email?
For larger or more complex projects, yes — a kickoff call helps catch misalignments early and builds rapport. For small, well-defined projects, this email may be sufficient.
What if the client doesn't send me the assets I asked for?
Follow up politely but promptly. State clearly in your follow-up that you can't start until you receive them, and flag if this will affect the timeline. Document the delay in writing.
How often should I send project updates after kickoff?
For projects under two weeks, once or twice is usually enough. For longer projects, a weekly status update email is a professional standard that keeps clients confident without requiring them to ask.
Should I use a project management tool instead?
For solo freelancers, email is often sufficient. If the project is complex or involves many moving parts, tools like Notion, Trello, or Asana can help — but the kickoff email still serves as the human starting point.