Status update emails keep teams on the same page and show your professionalism. They help track progress on projects and share important information with coworkers, clients, or managers.

They outline completed tasks, current work, and upcoming priorities in a clear format that’s easy to scan.

Let’s explore some examples and templates you might find helpful.

Examples of Professional Status Update Emails

Example of Project Progress Updates

Project status emails keep team members and stakeholders informed about ongoing work. They reduce the need for meetings while documenting progress.

A good project update includes:

• Current status (on track, delayed, ahead of schedule)
• Recent accomplishments
• Upcoming tasks
• Any blockers or issues
• Questions requiring responses

You might structure your project update email like this:

Template 1: Weekly Project Update

Subject: [Project Name] Status Update – [Date]

Hello [Name/Team],

Here’s an update on [Project Name]:

Status: [On track/Behind schedule/Ahead of schedule]

Completed this week:

• [Task 1]
• [Task 2]
• [Task 3]

Coming up next week:

• [Upcoming task 1]
• [Upcoming task 2]

Challenges:

• [Issue 1 and plan to address]

Questions:

• [Question requiring input]

Thanks,
[Your name]

Example

Subject: Website Redesign Status Update – May 5, 2025

Hello Marketing Team,

Here’s an update on the Website Redesign project:

Status: On track

Completed this week:

• Homepage wireframes approved
• Content migration plan finalized
• Selected new image library

Coming up next week:

• Begin building homepage prototype
• Schedule user testing sessions

Challenges:

• Developer availability might delay mobile testing by 2-3 days

Questions:

• Should we prioritize tablet or mobile testing first?

Thanks,
Alex

Examples of Team Updates

Consider using:

• Departmental shorthand that everyone understands
• References to internal systems or project codes
• Brief bullet points for quick scanning
• Direct action items with deadlines

Template for team updates

Subject: [Project Name] Status Update – [Date]

Team,

[Brief overview sentence]

Progress highlights:
• [Key achievement 1]
• [Key achievement 2]

Challenges:
• [Challenge and solution/needed support]

Next steps:
• [Action item with owner and deadline]
• [Action item with owner and deadline]

Questions? Let me know.

[Your name]

Examples of Status Updates for Clients or External Partners

You could include:

• Progress against agreed milestones
• Tangible achievements since last update
• Clear explanations of any delays
• Specific questions requiring their input

Template for client updates

Subject: [Project Name] Status Update – [Week/Month of Date]

Hello [Client Name],

[One sentence overview of current status]

Accomplishments:
• [Completed deliverable with benefit to client]
• [Progress update with percentage or milestone reference]

Timeline:
• [Current phase] – [Status]
• [Upcoming phase] – [Expected dates]

We need from you:
• [Specific request with deadline]

Please let me know if you have questions.

Regards,
[Your name]
[Company]

Examples of Professional Status Update Messages

• “Project (…) is now 75% complete and on track for the June 15 deadline.”
• “I’ve completed the first draft of the report and will send it for your review by Thursday.”
• “Our team has successfully resolved the customer service backlog as of this morning.”
• “The budget proposal needs your approval before we can proceed with vendor selection.”
• “All meeting notes from yesterday’s client presentation have been uploaded to the shared drive.”
• “The software update will be deployed this weekend between 10pm-2am.”
• “I’ve scheduled the client follow-up call for next Tuesday at 2pm.”
• “Our department has exceeded Q2 sales targets by 12%.”
• “The marketing materials are currently with the design team for final revisions.”
• “We’ve identified three potential solutions to the technical issue discussed last week.”
• “Training for the new system will begin next Monday for all team members.”
• “I’ve attached the updated timeline reflecting the changes we discussed yesterday.”
• “The client has approved all deliverables for Phase 1 of the project.”
• “Our inventory audit is complete with findings summarized in the attached spreadsheet.”
• “The hiring committee will interview the final three candidates by the end of this week.”
• “Your requested changes to the contract have been implemented and highlighted for your review.”
• “The quarterly report shows a 15% improvement in customer satisfaction ratings.”
• “Our team will be out of office for training on Thursday and Friday this week.”
• “I’ve resolved the website error that was causing checkout problems for some users.”
• “The vendor has confirmed delivery of all equipment by next Wednesday.”

Crafting an Effective Subject Line

Attention-Grabbing Templates

Subject lines need to balance clarity with brevity. You might want to include keywords that indicate urgency or importance when appropriate.

1. “Status Update: [Project Name] – [Date]”
2. “Weekly Progress Report: [Project] Milestones”
3. “[Project Name]: Key Developments for [Time Period]”
4. “Important Updates on [Project/Task] – Action Required”
5. “[Department] Status Report – [Date]”

These templates can be customized based on your specific needs and organizational culture. For instance:

• “Marketing Campaign Status: Q2 Goals Achieved”
• “Website Redesign: Week 3 Progress and Roadblocks”
• “Sales Pipeline Update – May 6 Developments”

Personalization

Personalizing subject lines increases open rates and engagement. You could add recipient names or reference specific projects they care about.

Examples

• Include the team name: “Finance Team: April Budget Review Complete”

• Add a metric: “Project (…): 75% Complete – Status Update”

• Reference previous communication: “Follow-up: Marketing Strategy Adjustments”

• Note deadlines: “Product Launch Updates – 2 Weeks Remaining”

• Mention outcomes: “Client Presentation Results and Next Steps”

Structuring Your Status Update Email

1. Opening the Email

You might choose something appropriate for your workplace culture, for example:

• “Good morning, Team”
• “Hello Marketing Department”
• “Hi Sarah”

Then, follow your greeting with a brief introduction that explains the purpose of your email: this helps recipients immediately understand why they’re receiving your message.

Examples

• “I’m writing to provide this week’s progress update on Project Alpha.”
• “Please find below the current status of our Q2 marketing initiatives.”
• “This email contains updates on the customer portal redesign as of May 6.”

2. Stating the Status Clearly

The main body of your status update should present information in an organized, scannable format.

You could structure this section by:

• Project milestones completed
• Tasks in progress
• Upcoming deadlines
• Challenges or blockers

Examples

• “We’ve received feedback from 28 customers, with 92% reporting positive experiences.”
• “Phase 1 deliverables were submitted yesterday, two days ahead of schedule.”
• “Our team has resolved 12 of the 15 reported issues.”

3. Expressing Gratitude

Ending your status update with appreciation acknowledges others’ contributions and strengthens professional relationships. You can thank specific people or teams who helped achieve progress.

You might express gratitude for:

• Support received from team members
• Resources provided by management
• Patience during challenging phases
• Feedback that improved outcomes

Examples

• “Thank you to Devesh and Marie for their extra effort in completing the user testing ahead of schedule.”
• “I appreciate everyone’s flexibility as we adjusted our approach based on client feedback.”
• “Many thanks to the (…) department for quickly resolving our issues.”

Requesting Additional Information

Sometimes businesses need more details to complete an order or transaction. Sending a clear, professional email can help get this information quickly.

These requests should:

• Explain exactly what information you need
• Tell why it’s needed
• Provide a deadline if applicable
• Make it easy to respond

You might need to request shipping preferences, payment verification, or product specifications.

Template

Subject: Additional Information Needed for [Order #12345]

Dear [Customer Name],

We’re working on your [order/request] from [date]. To move forward, we need [specific information].

This will help us [benefit to customer]. You can provide this by [how to respond] by [deadline if applicable].

Thank you,
[Your Name]
[Company]

Follow-Up After No Response

When crafting a follow-up email, consider using these professional phrases that acknowledge the recipient’s busy schedule while gently requesting a response:

• “I wanted to check if you’ve had a chance to review my previous email.”
• “I understand you’re likely managing many priorities right now.”
• “I’m following up on our conversation about [specific topic].”
• “Just a friendly reminder about [subject] that needs your input.”
• “I’m reaching out again regarding the proposal I sent last week.”
• “Since I haven’t heard back, I’m wondering if you need any clarification.”
• “I’m touching base about our previous discussion on [topic].”
• “Would you prefer I connect with someone else about this matter?”
• “I’m checking in to see if you’ve made a decision about [specific item].”
• “As the deadline approaches, I wanted to confirm your thoughts on [subject].”
• “I’m circling back on this as we need to move forward by [date].”
• “Have you had an opportunity to consider the options we discussed?”
• “I wanted to make sure my last message didn’t get lost in your inbox.”
• “I’m following up to see if you have any questions I can address.”
• “I’m still interested in [topic/opportunity] and would appreciate your feedback.”
• “I wanted to see if there’s any additional information you might need from me.”
• “I’m checking whether we’re still on track with [project/plan].”
• “Just a gentle reminder that we’re waiting for your input to proceed.”
• “I’m eager to hear your thoughts on the proposal when you have a moment.”
• “I’m following up as this matter requires attention by [specific date].

Key Elements of a Status Update Email

An effective status update includes a clear subject line specifying the project name and update period. The opening should briefly summarize overall progress with a status indicator (on track, at risk, delayed).

You might want to organize the body into three sections:

• Accomplishments (completed tasks)
• In-progress work (current focus areas)
• Challenges or blockers (issues needing attention)

You can include specific metrics where possible rather than vague statements. For example: “Completed 7 of 10 planned user interviews” instead of “Made good progress on user research.”

Attachments or links to relevant documents help provide context without cluttering the email itself.

When to Send a Status Update Email

1. Status updates work best when sent at consistent intervals. Weekly updates might suit most projects, while fast-moving initiatives might need daily communications.
2. You could send updates at natural project milestones or after completing significant tasks. Many professionals schedule these emails for Friday afternoons or Monday mornings to capture weekly progress.
3. Before extended absences, a comprehensive status update helps teammates cover ongoing responsibilities.
4. Consider sending an unscheduled update when encountering unexpected obstacles or achieving breakthrough results ahead of schedule.