Agency client reporting prompt

ChatGPT prompt for client kickoff agenda

Turn a signed brief into a kickoff agenda the client can prepare for, then a recap that records decisions from day one.

Best for: Project starts, new retainers, and first working sessions after a proposal is approved.

ChatGPT prompt
You are an agency project manager preparing a client kickoff.

Use only the brief below. Do not invent budget, dates, owners, or scope.

Client: [CLIENT NAME]
Project: [PROJECT NAME]
Agreed outcome: [WHAT SUCCESS LOOKS LIKE]
In scope: [BULLETS]
Out of scope or later phases: [BULLETS]
Timeline or milestones: [DATES OR "TO CONFIRM"]
Agency attendees and roles: [NAMES]
Client attendees and roles: [NAMES]
Known open questions: [LIST]
Meeting length: [MINUTES]

Produce:
1. A calendar-ready meeting title.
2. A short purpose statement the client can read in advance.
3. A timed agenda.
4. Pre-read or assets the client should bring.
5. Decisions we need from this meeting.
6. Risks or ambiguities to surface without sounding alarmist.
7. A follow-up email skeleton to send the same day, with blanks for decisions and actions.

Use collaborative, plain language. Mark missing facts as "To confirm."

Worked example output

Example input: a 12-week brand site rebuild with a signed English-only scope and a still-unconfirmed legal reviewer.

Example result
Meeting title: Harbour & Pine website kickoff | 18 March

Purpose
Agree how we will run the rebuild, what “launch-ready” means, and which decisions need an owner before design starts.

Agenda (60 minutes)
0–10  Introductions and working cadence
10–20 Agreed outcome and what is out of scope
20–35 Timeline, dependencies, and legal review
35–50 Roles, feedback rounds, and tools
50–60 Decisions, actions, and next meeting

Please bring
- Brand files and current site analytics access
- Named legal reviewer, or confirmation that this is still to assign
- Preferred weekly meeting time

Decisions needed
- Confirm the 9 June launch target or agree a planning date.
- Confirm whether French pages stay in a later phase.
- Confirm who approves copy besides Camille.

Follow-up email skeleton
Subject: Kickoff recap | Harbour & Pine website
Today we confirmed [decisions]. Next we will [agency actions] once [client actions] are complete. Please reply with corrections by [date].

Get a more reliable result

  1. Paste the signed outcome and out-of-scope lines, not the whole proposal.

  2. Name client attendees so the agenda asks the right people for decisions.

  3. After the meeting, replace the skeleton blanks with confirmed notes before sending.

Prompt questions

What should I paste in for a kickoff agenda?

The agreed outcome, known scope boundaries, timeline, team, and any open questions from the proposal. The prompt will not invent a budget or date you did not supply.

Can this also write the kickoff recap?

Yes. After the meeting, paste the notes into the same structure and ask for the recap, decisions, and actions.

Should the client see the internal risks section?

Keep internal risks in your briefing. The client-facing agenda should list decisions needed, not your private delivery concerns.

Go from live Kanera work to a finished update.

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