FREE PROMPTWritingReviewed 2026-09-20

Clear Client Follow-up

Turn a vague “just checking in” into one clear request that preserves facts and does not invent deadlines.

TEXT COMPATIBILITY

ChatGPTClaudeGeminiCopilot

FOR Non-technical professionals and small-team leads who follow up with clients or partners.

You need a next step from a client or colleague, and your draft is soft, unclear, or sounds pushy. Use this before you send a follow-up.

WHAT TO PROVIDE

What you already shared or agreed (facts only — no guesses)
The one thing you need next (decision, date, document, or reply)
Any real deadline that was already agreed (or write “none agreed”)
Audience (who you are writing to) and relationship tone (new / ongoing / formal)

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Steps

Replace the placeholders with relevant, non-sensitive source material.
Paste the prompt into your approved chat assistant.
Compare every fact, owner, number and date against the input. Edit before using.
Confirm the email has one request and that any deadline was already agreed.

UNIVERSAL PROMPT Copy → replace placeholders → review output

Rewrite the follow-up below into a clear, calm client email with exactly one request.

Constraints:
- Lead with context in 1 short sentence, then the request
- Make one ask only (decision, date, document, or reply)
- Keep a professional, non-pressuring tone (no guilt, no apology stacking)
- Preserve every factual commitment, date, number, and name from the input
- If no deadline was agreed, leave timing open — do not invent a due date
- Mark missing information as TBD
- Keep the final email under 120 words
- End with one clear next step for the recipient

Audience: [who this is for]
Tone: [new / ongoing / formal]
Agreed facts so far:
[paste only what was shared or confirmed]
One request:
[what you need next]
Deadline status: [agreed date OR none agreed]

DRAFT (optional):
[paste your soft or messy follow-up, or leave blank]

- Do not add new commitments, meetings, prices, or deadlines.
- Keep proposals separate from agreed actions.

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Limits, compatibility & evidence

The response is a draft; it can omit or misread details.
Do not add commitments, invent deadlines, or treat proposed next steps as agreed.
Use an employer-approved tool and remove confidential or personal information.
Illustrative example only — not a recorded run in an external AI tool.

ChatGPT · Claude · Gemini · Microsoft Copilot (and similar general chat assistants). Paste as one message; no special plugins required.

Evidence

Illustrative example reviewed for fidelity on 20 September 2026. No recorded execution in external AI tools; compatibility is a text-format expectation, not a tested-model claim.

ExampleSee a realistic input → output +

EXAMPLE INPUT

Audience: Maya Chen, client contact at Northline
Tone: ongoing
Agreed facts so far:
- Sent the revised proposal on 8 September
- Maya said she would review with her manager
- No reply since then
- No deadline was agreed
One request:
Confirm whether they want to proceed with Option B, or share what is blocking a decision
Deadline status: none agreed

DRAFT:
Hi Maya, just checking in when you get a chance!! Wanted to bump the proposal — no rush at all but it would be great to hear back soon if possible? Let me know either way thanks so much!!

EXAMPLE OUTPUT

Subject: Revised proposal — next step?

Hi Maya,

I’m following up on the revised proposal I sent on 8 September.

Could you confirm whether you’d like to proceed with Option B, or share what’s blocking a decision?

Happy to adjust timing once you know what works on your side.

Advanced versionWhen you need a softer or firmer version without inventing pressure dates: +

Using the same facts, produce:
1) Final email (≤120 words, one request, no invented deadline)
2) Three subject-line options
3) A softer version and a firmer version — still polite; do not invent urgency or due dates

Audience: [who]
Agreed facts:
[paste]
One request:
[paste]
Deadline status: [agreed date OR none agreed]

Your companion kit / Pro preview

The client follow-up toolkit

Prepare the request · Follow up · Handle missing information · Review the final message.

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