Agency Project Kickoff Email Template

TL;DR. An agency project kickoff email is sent ahead of the kickoff call to align both teams on agenda, what to bring, and what happens after. The best project kickoff emails state the date, time, agenda, and prep list in a way the client can forward to internal stakeholders.

When to send a project kickoff email

• 1-3 business days before the scheduled kickoff call.
• After the client onboarding email and questionnaire are complete.
• Once per project, not per recurring meeting.

What to include in a project kickoff email

• Project name and one-sentence purpose.
• Date, time, timezone, length, and join link.
• Time-boxed agenda (15-min blocks work well).
• What the client needs to bring or decide before the call.
• What deliverable the agency will send within 1 business day after.

Subject line examples

• "Project {{project_name}} — kickoff details inside"
• "{{kickoff_date}} kickoff: {{project_name}}"
• "Before our kickoff: a few quick prep items"

FAQ

What should a project kickoff email include? A project kickoff email should include the date, time, timezone, agenda, and a short prep list for the client. End with a clear post-call commitment so the client knows when to expect the next deliverable.

When should an agency send the kickoff email? Send it 1-3 business days before the call. Sending it earlier risks the client forgetting; sending it the same day leaves no time to prepare stakeholders.

How long should an agency kickoff call be? A 60-minute kickoff is standard for most projects. Splitting into four 15-minute agenda blocks (goals, scope, approvals, Q&A) keeps the conversation moving without skipping the alignment work that prevents rework later.