Here's a standard email that can be used to be sent to your client once the project is done:
"Dear [Client Name],
We are happy to tell you that [Project XYZ] is now finished. Here's some information about [Project XYZ].
Start Date: 01/01/2010
Planned End Date: 05/01/2011
Actual End Date: 06/01/2011
Planned Budget: $1,000,000
Actual Cost: $1,050,000
As you can see, the project nearly met the planned end date and the planned budget, even though we have processed a lot of changes, such as (here are some examples from a web development project):
- Integrating the product with social networks
- Changing the main menu from horizontal to vertical
- Connecting to a web service to retrieve the current weather based on the visitors's city
Attached please find the project acceptance document (or project signoff document). Please fill it in, sign it, and send it to use when you get the chance (either by email or by post).
Thank you for your business and we look forward to serving you again.
[Your Name], Project Manager" (this is the end of the email)
Obviously, the project manager should write this email, and ideally, the project sponsor should take check it before it is sent.
The project manager should cc the project sponsor and the main stakeholders on the project.