Agency client reporting prompt

ChatGPT prompt to chase client for inputs

Ask for missing client inputs without nagging, while making the effect on delivery obvious.

Best for: Overdue copy, brand files, legal approval, logins, and feedback that is holding a milestone.

ChatGPT prompt
You are an agency project manager chasing a client for overdue inputs.

Be brief, specific, and courteous. Do not apologise for asking. Do not threaten to stop work.

Client: [CLIENT NAME]
Project: [PROJECT NAME]
Missing inputs: [ASSETS, APPROVALS, ACCESS, OR FEEDBACK]
Originally requested on: [DATE]
Originally due: [DATE]
What is blocked: [DELIVERABLE OR MILESTONE]
Impact if still missing: [EFFECT ON DATE OR SCOPE]
New date we need a response by: [DATE]
Offer we can make: [TEMPORARY WORKAROUND OR "NONE"]

Write an email with:
1. Subject line that names the missing item.
2. One-sentence context.
3. The outstanding items as a short list.
4. The delivery impact in plain language.
5. One clear ask and date.
6. An optional workaround if supplied.

Keep it under 180 words. Use "we" not "you failed to." Mark unknown dates as "To confirm."

Worked example output

Example input: product photography and checkout legal copy are both late on a site launch.

Example result
Subject: Photography and checkout copy needed by Thursday

Hi Camille,

Two inputs are still outstanding, and they now sit on the launch path.

Still needed
- Final product photography for the three collection pages, originally due 4 March
- Legal approval for checkout copy, originally due 6 March

Without those, collection pages cannot leave layout review and checkout QA cannot finish. The 21 March launch date is at risk.

Please send the image set, or approve using the current campaign images, and return checkout copy by Thursday 13 March.

If Thursday is not possible, tell us a date and we will send a revised launch forecast.

Thanks,
Marcus

Get a more reliable result

  1. Include the original due date so the chase is a reminder, not a new request.

  2. Offer one workaround only when you can actually stand behind it.

  3. Send to the person who can supply the input, not a wide cc list.

Prompt questions

How do I keep this from sounding like a chase?

Name the missing item, the date it was due, the effect on the next milestone, and one clear next date. The prompt stays factual and short.

Should I list every outstanding item?

Lead with the item that blocks the most work. Put the rest in a short list so the email still has one ask.

Can ChatGPT threaten to pause the project?

No. It can explain impact and ask how you should replan. Pause or stop-work language stays out unless you add it yourself after review.

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