When a project nears its finish line, a crucial step is User Acceptance Testing (UAT). It’s when the people who will actually use the new software or product get to try it out and make sure it works as expected. After UAT, you’ll need to send out a UAT Completion Email Sample. This email is super important because it officially announces that UAT is done and what happens next in the project.
Why a UAT Completion Email Matters
A UAT completion email is more than just a formality. It’s a key part of wrapping up the UAT phase and making sure everyone knows the results. Think of it as a formal announcement that the testing period is over and it’s time to move on. It helps with:
* Clear Communication: It provides a clear, concise summary of the UAT process.
* Documentation: It serves as a record of completion, which is useful for audits and project tracking.
* Team Coordination: It lets everyone on the team know the status and next steps.
The UAT completion email is essential for a smooth transition to the next phase of the project. To make it even better, consider adding these elements:
- A summary of what was tested.
- The results of the testing (e.g., all tests passed, a few issues found).
- Next steps, such as fixing any problems found or moving the project forward.
Also, you may consider a simple table to present the results of UAT, as the following table:
| Test Case | Status | Comments |
|---|---|---|
| User Login | Passed | No issues found. |
| Data Entry | Failed | Error message displayed incorrectly. |
Email to Project Stakeholders: General UAT Completion
Subject: UAT Completion: [Project Name]
Dear Team,
This email confirms the successful completion of User Acceptance Testing (UAT) for the [Project Name] project.
UAT was conducted from [Start Date] to [End Date], and involved testing of the following key features: [List Key Features Tested].
Overall, the UAT phase went well. [Summarize key findings – e.g., “All critical functionality tested successfully,” or “A few minor bugs were identified and are currently being addressed.”].
Based on the results, we are pleased to announce that the system is ready for [Next Steps – e.g., go-live, deployment, further testing].
We would like to thank everyone involved in the UAT process for their valuable time and contribution. Special thanks to [Mention specific contributors, if applicable].
The detailed UAT report is attached to this email for your review.
If you have any questions, please do not hesitate to contact us.
Sincerely,
[Your Name]
[Your Title]
Email to Testers: Thank You and Feedback Request
Subject: Thank You & Feedback – UAT Completion for [Project Name]
Hi Testers,
We’re thrilled to announce the completion of the UAT phase for the [Project Name] project! Thank you so much for your hard work, dedication, and valuable contributions throughout the testing period.
Your thorough testing and feedback were critical to ensuring the system meets the needs of our users.
As we wrap up this phase, we would really appreciate it if you could provide us with any final feedback or thoughts you have. Specifically, we’d be grateful if you could answer these questions:
- Were the test cases clear and easy to follow?
- Were there any features that you found particularly challenging or confusing?
- Do you have any suggestions for improving the system?
Please send your feedback to [Email Address] by [Date].
Thank you again for your commitment. Your feedback will help us improve the system even further.
Best regards,
[Your Name]
[Your Title]
Email to Development Team: UAT Results and Bug Reports
Subject: UAT Completion & Bug Report Summary – [Project Name]
Hi Development Team,
This email summarizes the results of the UAT phase for [Project Name].
UAT is now complete, and the following key findings were reported:
- [Number] bugs were identified.
- [Number] bugs were categorized as high priority.
- [Number] bugs were categorized as medium priority.
A detailed bug report, including all issues and their severity, is attached to this email. The bug reports include the following items:
- Detailed description of the bug
- Steps to reproduce
- Severity level
Please review these findings and begin addressing the identified issues. We expect these to be resolved by [Date]. Please let us know if there are any questions.
Best Regards,
[Your Name]
[Your Title]
Email for Approvals: Seeking Project Sign-Off
Subject: UAT Completion & Request for Project Sign-Off – [Project Name]
Dear [Approver’s Name],
This email is to inform you that User Acceptance Testing (UAT) for the [Project Name] project is now complete.
The UAT phase, conducted from [Start Date] to [End Date], involved comprehensive testing of [List Key Features]. The results of the UAT were [Summarize the result e.g., mostly positive].
Attached to this email is the UAT report, detailing all test cases, results, and any identified issues. Based on these results, we believe the system is ready for [Next Steps, e.g., deployment, go-live].
We kindly request your formal sign-off on this project. Please review the attached report and let us know if you have any questions or concerns. Your approval is needed by [Date].
Thank you for your attention.
Sincerely,
[Your Name]
[Your Title]
Email to the Business Team: Explaining Outcomes
Subject: UAT Completion & Project Status Update – [Project Name]
Dear Business Team,
This email provides an update on the [Project Name] project, including the completion of User Acceptance Testing (UAT).
The UAT phase has successfully concluded. Our team conducted rigorous testing of [Key Features] during the testing process, which ran from [Start Date] to [End Date].
The key outcomes of the UAT phase are as follows:
- [Key outcome 1 – e.g., “Core functionality passed all test cases.”]
- [Key outcome 2 – e.g., “Minor bugs were identified and are being addressed.”]
- [Key outcome 3 – e.g., “Testers were generally satisfied with the system’s performance.”]
The complete UAT report is attached. The next steps are [Next Steps, e.g., final bug fixes, deployment]. We expect this project will be completed by [Estimated Date].
We will keep you updated on our progress. If you have questions, please contact us.
Best regards,
[Your Name]
[Your Title]
Email to Vendor/Third Party: UAT Completion and Next Steps
Subject: UAT Completion & Next Steps – [Project Name]
Dear [Vendor Contact Name],
We are writing to inform you that the User Acceptance Testing (UAT) phase for the [Project Name] project is complete.
UAT was conducted successfully. We appreciate your collaboration in ensuring this phase went smoothly. The UAT tests the [key features] of the [project type]. The results of the tests were [Summarize the outcomes e.g., positive] and the final report is enclosed for your review.
The next steps for the project are [Next Steps, e.g., bug fixes, deployment, final sign-off]. We will begin [Next Steps] on [Date]. Please let us know if you are available for [Next Steps, e.g., the bug fixes] on [Date].
Thank you for your support.
Best regards,
[Your Name]
[Your Title]
Email Announcing Go-Live: After UAT Completion
Subject: [Project Name] – UAT Complete & Go-Live Announcement!
Hi Everyone,
We’re excited to announce that User Acceptance Testing (UAT) for the [Project Name] project has been successfully completed! This means the system is ready for its official launch!
The UAT phase, which included rigorous testing by [Testers], confirmed that the system is performing as expected. We are proud of the outcome and we are very happy with the end result.
The go-live date is scheduled for [Date]. Training materials are available at [Link to Training Materials].
We encourage everyone to start using the new system on [Date]. We believe the project will make a difference.
If you have any questions or encounter any issues after the launch, please contact [Contact person or department].
Thank you for your cooperation, and we look forward to a successful go-live!
Best regards,
[Your Name]
[Your Title]
In conclusion, the UAT completion email is a vital step in the software development lifecycle. It tells everyone that UAT is over and what the next steps are. By using the tips and examples provided, you can make sure your UAT completion emails are clear, informative, and help projects move forward smoothly. Remember, good communication is key to any successful project!