ChatGPT prompt for writing a case study from project notes

This is the prompt we run when a project has just wrapped and the details are still fresh. It turns project notes into a structured case study, with one strict rule: only the numbers you supply appear in the output. If any are missing, the AI writes [NEED METRIC] instead of making one up.

The prompt to copy

From these project notes, draft a case study: client situation → what we did (plain language) → results (only numbers I gave you — if there are none, write [NEED METRIC] placeholders) → client quote placeholder → CTA. 500 words max. Notes: {paste}

Replace the field in curly braces with your project notes exactly as they are: fragments, shorthand, and open questions included.

When to use it

As soon as a project wraps well and before the details fade. The best window is the week after delivery: the numbers are within reach, the team remembers what was hard, and the client is still around to give a quote. Six months later, all of that takes detective work.

What you get back

1. The client situation, in two or three sentences.
2. What you did, in plain language, no agency jargon.
3. The results, built only from your numbers, with [NEED METRIC] for the gaps.
4. A client quote placeholder and a call to action.

Real example: project notes → case study

Input: end-of-project notes from Brightside Studio, an 8-person brand agency, after rebuilding the website of Atlas Legal, a mid-size law firm. An excerpt, as-is:

atlas legal - site relaunch shipped end of may + 12 pillar pages written by léa
organic traffic +38% over 3 months (analytics, sam has the screenshot)
contact form enquiries: not measured yet, ask nadia
ms gruber happy on last call, wants to be quoted, wording to confirm in writing

Output, the results section:

Results

• Organic traffic: up 38% in the three months after launch.
• Enquiries through the contact form: [NEED METRIC]

[Client quote to insert]

Notice what the AI did not do: it invented no conversion figure for the form, because that number was not in the notes. That is the prompt working, not failing. The human checkpoint, getting the figure from Nadia and the approved quote from Ms Gruber, takes a few minutes.

This prompt ships inside the kit, alongside the other 49 in the library and the full Brightside Studio worked examples.