Most freelance projects don't end—they just fade away. A professional project closeout email is your final chance to cement a great impression, secure a glowing testimonial, and open the door for future work.
You’ve spent weeks (or months) delivering high-quality work. The client is happy. The final invoice has been sent. You’re ready to move on to the next big thing. But before you close that tab for the last time, there is one critical step remaining: the project closeout email.
In this guide, we’ll break down why this email matters more than you think, provide a battle-tested project closeout email template you can copy and paste, and show you how to turn every finished project into a referral machine.
Generate a professional wrap-up email (deliverables + handoff + support window) in 1 click. No signup.
For many freelancers, the "closeout" is just hitting 'send' on the final deliverable. This is a mistake. A structured closeout process does three things for your business:
This template is designed for most freelance projects—web design, copywriting, software development, or marketing consulting. It hits all the right notes: gratitude, confirmation of delivery, and a request for feedback.
Subject: Project Wrap-up: [Project Name] – Final Deliverables & Next Steps
Hi [Client Name],
It’s been a pleasure working with you on [Project Name] over the past [Timeframe]. I’m incredibly proud of what we’ve built together, and I hope you are too!
As we officially wrap things up today, I’ve organized everything for you below:
1. Final Deliverables:
You can find all final files, documentation, and assets in our shared folder here: [Link to Google Drive/Dropbox/Notion]
2. Access & Handoff:
I have [removed myself from your accounts / transferred ownership of the site] as discussed. If you need any technical help during the transition, don't hesitate to reach out.
3. Final Invoice:
Attached is the final invoice for the remaining [Percentage] of the project. Please let me know if you have any questions regarding the billing.
Finally, I’m always looking to improve my service. If you have 2 minutes, I’d love to hear your thoughts on the project or a quick testimonial I could share on my site.
[Link to Testimonial Form/Generator]
Thanks again for the opportunity, [Client Name]. I’d love to work together again in the future!
Best,
[Your Name]Use this version if you want to aggressively pursue a retainer or follow-up project. It focuses on "what's next" rather than just "what's done."
Subject: [Project Name] is live! Here is how to scale from here...
Hi [Client Name],
Huge congratulations on the launch of [Project Name]! It’s been an honor to help you reach this milestone.
Now that the core project is complete, I wanted to share a few thoughts on how you might want to handle [Specific Goal, e.g., maintenance/growth] over the next 3-6 months. Based on our work, I think focusing on [Strategy A] would be a great next step.
If you’d like to discuss a monthly retainer to handle this for you, I’d be happy to hop on a quick call next week.
In the meantime, I’ve archived all our project files here for your records: [Link]
It’s been great collaborating with you. If you know anyone else in the [Industry] space who needs help with [Your Service], I’d be honored if you passed along my name.
Warmly,
[Your Name]If you choose to write your own, ensure these five elements are present to maximize the value of the interaction:
Stop writing these from scratch every time. Use free generators for closeout + offboarding (and a testimonial ask) so projects end cleanly.
In the world of freelancing, your reputation is your only true asset. A professional project closeout email ensures that your reputation remains spotless long after the final invoice is paid. It turns a one-off gig into a long-term professional relationship.
Don't just finish the work. Finish the client experience.