S​tatus update for client when another teammate is working on a task/project

The situation here is that someone on your team is working on a process and you don't have "up to the minute" information on it. Now you get asked about it. What do you say?

EMAIL - RAPID RESPONSE (not sure of status)

Dear [name]:

I received your inquiry about the status of [inquiry]. I want to let you know that I'm getting a response from my team member who is working on this for you. I will plan to get back to you by [date and time] with the information you requested.

EMAIL - RESPONSE WITH THE INFORMATION

Dear [name]:

I received your inquiry about the status of [inquiry]. Here is the information that you requested [provide the information]. If you need anything else, please don't hesitate to reach out and we will respond.

PHONE -

"Great question. Because we work as a team at Stride on your behalf, one of my colleagues has taken that piece of work. Let me reach out to them and get back to you by [date/time]. Does that work for you? Is there anything else that you woud like to discuss?"

'​I am going to miss a deadline'

The thing to remember here is that you are renegotiating an agreement. There are going to be instances when you aren't able to complete what you said you were going to.

Subject: Renegotiating the [xyz] deliverable

Dear [contact]:

I wanted to be proactive here and let you know that I am not going to meet the deadline for [activity] scheduled for [date]. The facts causing this delay are [what are the facts around this delay -- they may not always be on us -- sometimes there is a process broken]. I apologize for this and would like to renegotiate the timeline for this agreement.

My commitment is to complete this item by [date] and communicate with you directly once it is complete. Please let me know if this is acceptable for you. If you would like to discuss directly, I am happy to do so. My primary goal is to avoid surprises. [optional sentence 1] I do not anticipate this being an ongoing issue [optional sentence 2] - I would like to discuss some process improvement opportunities to avoid the risk of this delay in the future. May we set up a review call for [date]?

Thank you so much for your understanding.

E​mail template 'Out of Office'

Hi, [client name] - -

I would like to let you know that I will be out of the office on [day, calendar date]. I'll be back to my usual hours on [day, calendar date].

During my absence, my teammate, [name], will be assisting you. They are up to date with all projects and tasks and can perform them upon your request. Please feel free to contact them directly at [email address]. Thank you"