Agency client reporting prompt

ChatGPT prompt for client change request

Propose extra work as a structured change request the client can approve, defer, or trade against the current plan.

Best for: Added pages, extra revision rounds, new languages, and mid-project requests you want on the record.

ChatGPT prompt
You are an agency project manager writing a client change request.

Keep the relationship intact. Do not sound legalistic or defensive. Do not use the phrase "scope creep."

Client: [CLIENT NAME]
Project: [PROJECT NAME]
Original agreed outcome: [SCOPE OR SOW LINE]
Requested change: [DESCRIPTION]
Why it is additional work: [FACTUAL DIFFERENCE]
Effort or fee: [AMOUNT, RANGE, OR "TO CONFIRM"]
Schedule impact: [IMPACT OR "TO CONFIRM"]
Options: [LIST]
Recommendation: [OPTION]
Approval needed by: [DATE OR "TO CONFIRM"]

Write an email with:
1. Subject line.
2. A brief acknowledgement of the request.
3. What would change in the current plan.
4. Two or three options with tradeoffs.
5. A recommendation and a clear ask for a decision.

Keep it under 280 words. Do not start work in the email. Mark unknown numbers as "To confirm."

Worked example output

Example input: a client asks for a members-only resource hub during a marketing site build that did not include authentication.

Example result
Subject: Options for adding a members hub

Hi Dana,

A members hub would give returning customers a useful home for guides and order help, and we can plan it properly.

The current build covers the public marketing site only. A logged-in hub adds authentication, account states, content templates, and another QA pass, so it needs to be treated as additional work.

We can:
1. Pause the public launch and include the hub now. We will confirm effort, fee, and a revised date.
2. Launch the public site as planned, then start the hub as a second release. This protects the current date.
3. Launch with a simple “coming soon” members page, then build the hub next. Useful if you want the promise visible without changing the first release.

We recommend option 2 so the public site can launch on the approved date.

Please tell us which option to estimate by Thursday. We will not start hub work until that is confirmed.

Best,
Jonah

Get a more reliable result

  1. Quote the signed scope line that the change sits outside.

  2. Give the client a way to protect the original date.

  3. Do not let the model invent a fee. Supply a reviewed range or leave it to confirm.

Prompt questions

How is this different from the scope creep prompt?

Use this when you are proposing or logging a change. Use the scope creep prompt when you need a diplomatic reply to a request that already sits outside the signed work.

Should the email include a fee?

Only include a fee or date change you have already reviewed. Otherwise mark both as "To confirm" and send the options first.

Can I send this before estimating?

Yes. Offer options and say the estimate follows once the client picks an approach.

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