Working template: Tell a client about a delay without making unverified promises

Download this file and copy it into a working document. Complete each item or explain why it does not apply. Adapt it to your actual agreement and environment. Messages are drafts for review; nothing is sent automatically. Do not store passwords.

Project / latest agreement / original date

[ Complete ]

Verified change and client impact

[ Complete ]

Unknown facts / reviewer

[ Complete ]

Confirmed delivery or next update with timezone

[ Complete ]

Feasible alternative and limitations

[ Complete ]

Message when the replacement date is known

[ Complete ]

Message when the replacement date is unknown

[ Complete ]

Owner / task / current-state check before sending

[ Complete ]

Reference to the actual sent message and client response

[ Complete ]

Completion checks

• The update follows the latest valid agreement and verified impact.
• Confirmed dates are separate from estimates and dependencies.
• An unresolved delivery date has a promised next update.
• A named person owns that update with a task and evidence.

Option: the replacement delivery date is confirmed

Hi [name], [deliverable] planned for [original date] is delayed. The verified reason and impact are [brief explanation]. The confirmed replacement delivery is [date, timezone and deliverable], dependent on [actual input]. The nearest action is [action and owner]. If this blocks dependent work, please tell us which step so we can agree on a feasible route.

Option: the replacement date is unresolved

Hi [name], we will miss [deliverable] planned for [original date]. We know [verified facts and impact] and are still checking [unknown item]. We do not have a confirmed replacement date. By [update date and timezone], [owner] will send the review status and next action. [Feasible alternative or question about dependent work].

The update date is not the delivery date. Replace every variable and inspect the latest conversation before sending.