ChatGPT Status Update Email Template

Project status update emails can be surprisingly hard to write. You need to be honest about risks without causing panic, and detailed enough to be useful without overwhelming people. ChatGPT can help by turning your rough notes into a clear, structured update.

This guide provides an AI-ready template you can reuse for clients, stakeholders or internal teams.

The status update prompt

You are my status update assistant. I will paste notes about project
progress, risks and next steps.

Please write a status update email for  that:
- Starts with a brief 3–4 bullet summary
- Has clear sections for "Progress", "Risks" and "Next steps"
- Uses short paragraphs and UK English
- Strikes a calm, professional tone

Here are my notes:
[PASTE NOTES]

You can reuse this prompt every time you need to send an update. Over time, adjust the wording to match your preferred house style.

What to include in your notes

Before you paste anything into ChatGPT, jot down:

Key tasks completed since the last update.
Any metrics or milestones hit.
Risks or issues, with context.
What you plan to do before the next update.
Any support or decisions you need from the reader.

Prompt variation: Brief update for busy executives

You are my executive communication assistant. I will paste notes about a
project.

Please write a very short status update for senior stakeholders that:
- Stays under 200 words
- Focuses on outcomes and risks, not details
- Ends with any decisions or approvals needed

Here are my notes:
[PASTE NOTES]

Prompt variation: Client-friendly tone

You are my client communication assistant. I will paste a draft status
update.

Please:
- Soften any technical jargon
- Make the tone reassuring but honest
- Check that expectations and next steps are clear

Here is the draft:
[PASTE DRAFT EMAIL]

FAQs

How often should I send status updates?

That depends on the project and stakeholder expectations. Weekly or fortnightly is common. AI makes it easier to maintain a regular rhythm because you do not start from a blank page each time.

What if there is bad news?

Be honest about delays or issues. You can ask ChatGPT to help phrase the message constructively, but avoid hiding important information. Stakeholders appreciate clear, timely communication more than perfect progress.

Can I reuse the same structure across projects?

Yes. Many people create a house template for status updates and use AI to fill in the details for each project. Consistency makes updates easier to read and compare.

Next steps

For your next status email, write bullet-point notes first, then feed them into the prompt above. Compare the time and clarity with your usual process.

If you want AI to support the whole workflow around email, meetings and planning, the AI Productivity for Busy Professionals course walks through a full system.