A project closure email tells the client six things: the work is finished, what you delivered and where it lives, what happens to the final invoice, how long you will fix problems for free, who owns which accounts and files from now on, and what comes next if they want more. Send it within a day of final delivery, as its own message, not as a line at the bottom of another email. Below are the six items in detail, three templates (a clean close, a close with an unpaid invoice, and an early or difficult ending), a handover and offboarding checklist, and when to ask for a review.

The six things it has to say

  1. It's done. Say the project is complete, with the date. Clients often don't realize a project has ended until they get an invoice.
  2. What you delivered, and where. A short list with links: files, documents, the live site, the report. If the client has to hunt for anything, the project doesn't feel finished.
  3. The final invoice. State the amount, the due date and how to pay. If it's already paid, say so and thank them.
  4. The support window. "For 30 days, I'll fix anything in the delivered work at no charge. New requests I'll quote separately." This sets a limit and prevents a project from quietly reopening.
  5. Ownership. Which accounts, logins and files are now theirs, and which access you are removing.
  6. What's next. One sentence about an optional follow-on, such as a maintenance plan or a check-in in 90 days. Not a pitch.

Template 1: a clean close

Subject: your new website is finished

Hi Ana,

The new site for Harlow Dental went live on October 28, and this wraps up the project. Everything is in one folder: [link]. It has the final design files, the written guide to editing pages, and the list of logins.

The final invoice for $2,400 is attached. It's due November 15, and the payment details are at the bottom.

For the next 30 days, I'll fix any bug or mistake in what I built at no charge, so just reply here. Requests for new pages or features I'll quote separately.

I've moved ownership of the domain and hosting account to you and removed my access, and I'll confirm that in a separate email today. If you'd like me to check in on the site in January, I can do that for a flat monthly fee, and I'll send details only if you ask.

It was a pleasure working with you.

Devon

Harlow Dental, Ana and Devon are made up. When to use it: the work is done, the client is happy and the invoice is due soon. Why it works: every paragraph answers a question the client would otherwise email you about. It takes two minutes to read and leaves nothing to chase.

Template 2: the final invoice is still unpaid

Subject: project complete, and the open invoice

Hi Ana,

The site for Harlow Dental is delivered and live, and the files and guide are here: [link]. Invoice 1087 for $2,400 was due on October 30 and shows as unpaid on my side. If it's already on its way, thank you, and please ignore this.

Payment details are below. If anything is holding it up, such as a purchase order number or a different billing contact, tell me and I'll fix it today.

The 30-day support window starts when the invoice is paid, so I can transfer the domain and hosting access to you at the same time.

Devon

When to use it: the work is delivered but the money isn't in. Why it works: it states the facts without blame, offers help with the usual cause (a missing PO or the wrong person receiving the invoice) and ties the handover to payment. Check your contract before you hold anything back. The follow-up steps if nothing arrives are in how to follow up on an unpaid invoice.

Template 3: ending early or on difficult terms

Subject: closing out the Harlow Dental project

Hi Ana,

As we discussed on Thursday, we're ending the project here. This email lists what is done, what isn't, and what happens next.

Completed: the design, the home page and the services pages. Not completed: the booking page and the blog. The files for both stages are here: [link].

Per our agreement, the invoice for the completed work is $1,650 and is attached. It's due November 15. I'm removing my access to your accounts today, and everything in the folder is yours.

I wish you well with the site.

Devon

When to use it: the client cancelled, the scope fell apart, or the relationship isn't working. Why it works: it is neutral and factual, it separates done from not done, and it avoids any argument about why. Keep it free of blame, even if you feel it. Anything you write may be read by a third person later. Check the termination clause in your contract before you send, and if the dispute is serious, have it reviewed by a lawyer first.

The handover and offboarding list

  • Accounts in the client's name. The domain, hosting, ad accounts, analytics and email service should belong to the client, with you as a user, not the owner. If any are still under your name, transfer them now.
  • Logins and files. Give the client a document with the passwords stored in a password manager or shared through a secure method, not in an email body. Include design files, source files and written instructions.
  • Your access. Remove your admin access to their systems, and tell them you did.
  • Their data. Return or delete anything the contract says you should, and keep only what you're allowed to keep. Say so in the email.
  • Licenses and credits. If you purchased fonts, plugins or stock images for the project, say who holds the license and whether it renews.

An onboarding list for the other end of the project is in client onboarding checklist for a service business, and the two lists should match.

When to ask for a review or a referral

One line in the closure email is fine ("If you're happy with the result, a short review would help me a lot"), but a separate message a week later works better, when the client has used the work. The wording that gets a yes is in how to ask for a testimonial, and the follow-up for a referral is in how to ask for referrals. Ask once, make it easy, and don't ask while an invoice is open.

What not to do

  • Bury the invoice in a long paragraph. Put the amount and the due date on their own line.
  • Send a closure email before the client has accepted the work, if your contract requires acceptance. Ask for confirmation by a date.
  • Leave the support window open-ended. "Fixes forever" becomes unpaid work.
  • Pitch a retainer in a long paragraph. A sentence is enough.
  • Forget to set a reminder for 60 to 90 days later. A check-in at that point is a cheap way to find the next project.

The check-in is the part that slips, and past clients are the easiest list to start with. Rocketship can reach back out for you: upload the people you have worked with, and it emails them from your own Gmail, follows up, and stops when someone replies. A 7-day free trial lets you try it on your own past clients; a card is required.