A project kickoff email tells everyone involved what the project is, why it's happening, who owns what, the key dates, and when the kickoff meeting is. Send it a few business days before the kickoff so people can read the brief first. Keep the goal and the first deadline in the opening lines, and put links at the bottom.
Internal project kickoff email
For a cross-functional team. Owners by name, so nobody assumes someone else has it.
Hi all, We're starting [project name] on [date]. The goal: [one sentence, e.g. launch self-serve billing by March 31 so sales stops handling plan changes by hand]. Who owns what - [Name]: project lead - [Name]: [area] - [Name]: [area] Key dates - [Date]: kickoff meeting - [Date]: [first milestone] - [Date]: [launch / delivery] Kickoff meeting: [day, date, time, location or link]. Please read the brief beforehand: [link]. Bring questions and any risks you already see. Updates will go out every [day] in [channel or email]. [Your name]
Client project kickoff email
Warmer, and focused on what the client needs to provide. Confirm scope in writing so there's a reference point later.
Hi [Client name], We're looking forward to getting started on [project]. Here's a summary before we meet. What we're delivering: [scope in one or two sentences] Timeline: [start date] to [end date], with [milestone] on [date] Your team: [Name] as main contact, [Name] for approvals Our team: [Name] (lead), [Name] ([role]) To start on time, we'll need from you by [date]: - [Access, assets, or information] - [Item] Kickoff call: [day, date, time, link]. We'll walk through the plan and confirm how you'd like to receive updates. Best, [Your name]
Short kickoff for a small project
For two or three people and a few weeks of work. Skip the meeting if the email covers it.
Hi [Name] and [Name], We're kicking off [project] this week. Goal: [outcome] by [date]. [Name] owns [part], [Name] owns [part], and I'll handle [part]. The working doc is here: [link]. First check-in is [day]. If anything in the plan looks off, reply here before then. [Your name]
When a kickoff email is worth writing
- Write one for any project with more than two people, an external client, or a deadline more than two weeks out.
- Send it even if you're holding a kickoff meeting. The email is the written record the meeting isn't.
- Skip the full format for a task one person can finish in a few days. A delegation email fits better.
What to avoid
- Pasting the whole project brief into the email. Link it.
- Owners listed as teams ("Design") instead of people.
- Leaving out what you need from the client and when. It's the usual reason week one slips.
- Sending it the morning of the kickoff. People need time to read the brief.
How Synced drafts a kickoff email
When a signed proposal or a "let's go" message comes in, Synced can find the brief or SOW in Drive, propose kickoff times from Google Calendar, and draft the email with dates and names from the thread. It waits in Decide for your edits and approval. More on drafting documents and emails.