Agency client reporting prompt

ChatGPT prompt for project wrap-up

Close a project with a client-ready handover, open items, and a factual summary you can reuse internally.

Best for: Launches, phase ends, offboarding, and writing the first draft of a case study from delivery notes.

ChatGPT prompt
You are an agency project manager writing a project close-out.

Use only the notes below. Do not invent results, quotes, or savings.

Client: [CLIENT NAME]
Project: [PROJECT NAME]
Original outcome: [GOAL]
What shipped: [DELIVERABLES]
What did not ship or moved to a later phase: [ITEMS]
Handover assets and access: [LIST]
Open items: [LIST WITH OWNERS IF SUPPLIED]
Risks after handover: [NOTES]
Results or metrics, only if supplied: [FIGURES OR "NONE"]
Internal lessons: [NOTES]

Produce two sections:

A. Client handover
- What launched
- How to operate or request changes
- Open items and owners
- Remaining risks
- Who to contact

B. Internal close-out
- What worked
- What to do differently
- A 120-word case-study draft using only supplied facts
- Facts that still need client approval before any public use

Keep a calm, specific tone. Mark missing results as "Not recorded."

Worked example output

Example input: an English-only website launch with photography still outstanding for one collection.

Example result
A. Client handover
Harbour & Pine website

What launched
The English marketing site is live, including collection templates, checkout, and analytics events agreed in the brief.

How to request changes
Send copy or image updates to Marcus. Small content edits follow the existing CMS guide. New templates need a scoped estimate.

Open items
- Winter collection photography: client brand team, date to confirm
- Analytics access for the in-house marketer: Rob

Remaining risks
One collection still uses campaign images. Replace them before the winter campaign if the new set is ready.

Contact
Marcus for delivery, Priya for retainer questions.

B. Internal close-out
Legal review took 11 days longer than planned and should be booked at kickoff next time. Photography dependencies need a named owner in week one.

Case-study draft
Harbour & Pine launched a new English website covering collections, checkout, and campaign landing pages. The team completed the rebuild against a single-language scope and left a second language as a later phase. Winter photography remained outstanding at launch and used existing campaign images as a stopgap. Public metrics are not recorded.

Needs approval before public use
- Client name and any performance claims

Get a more reliable result

  1. Separate client handover from internal lessons so you can send one and keep the other.

  2. Do not let the model invent a result percentage to make the case-study draft stronger.

  3. List access, logins, and CMS ownership or the handover is incomplete.

Prompt questions

Can this write a public case study?

It drafts a factual close-out you can reuse. Do not publish metrics, quotes, or client names unless you have approval.

What if work is still open?

List remaining items with owners. The prompt will not mark the project complete if you still have unresolved handover tasks.

Should the client see the lessons-learned section?

Keep internal lessons separate. The client version should cover what shipped, how to operate it, and what is still open.

Go from live Kanera work to a finished update.

Connect Claude or ChatGPT to Kanera and turn current board data into a client-ready report without copying tasks by hand.

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