ChatGPT prompt for onboarding a new client

This is the prompt we run every time a new client signs, to turn the intake form filled during the scoping call into three kickoff documents: an internal brief, a kickoff meeting agenda, and a welcome email. One run, three documents that agree with each other.

The prompt to copy

From this intake info, produce three documents: (1) internal brief for our team — who they are, what we're doing, watch-outs; (2) kickoff meeting agenda (45 min); (3) welcome email confirming scope, first steps, and what we need from them by when. Intake: {paste}

Replace the field in curly braces by pasting your intake info exactly as it is: call notes, shorthand, and all-caps warnings included.

When to use it

As soon as a new client signs, right after the scoping call, while the details are fresh. It is the core of playbook P4: an intake form filled during the call, one prompt run, then a human review. Roughly two hours of document production becomes twenty-five minutes of review and personalization.

What you get back

1. An internal brief: who the client is, what you are doing, the watch-outs.
2. A kickoff meeting agenda, timed across 45 minutes.
3. A welcome email: confirmed scope, first steps, and what you need from the client by when.

Real example: intake form → three documents

Input: the intake form an agency project lead filled during the scoping call for a law firm’s website rebuild. An excerpt, as-is:

client contact: deborah osei (marketing director) — day to day
compliance thing: everything public-facing needs review by their compliance person (marcus). adds 3-5 days to any approval. THIS WILL BITE US IF WE FORGET
watch out: deborah is great but overcommits her own availability. build buffer into anything needing her input

Output, the part that matters, from the internal brief:

Watch-outs:

• Compliance review (Marcus) adds 3–5 days to every public-facing approval. Build it into every deadline · no exceptions.
• Deborah overcommits, pad anything depending on her input.
• Working backwards from October with two slow approval loops: the real deadline for design sign-off is ~mid-August.

Notice the last line: nobody said “mid-August” on the call. The AI derived it from the October target and the two slow approval loops. The human checkpoint still matters: a human decides to promote it into a hard project milestone, and a human adds the personal line to the email.

The full worked example (the complete intake form plus the generated brief, agenda, and welcome email) ships inside the kit, with playbook P4 structuring the whole onboarding sequence.