Templates & SOPs

Template 1: Project Brief (AI-Generated from Intake)

Use this after collecting client intake data. Your AI agent can auto-fill this from a form submission, or you can complete it manually in 10 minutes.

PROJECT BRIEF — [Client Name]
Generated: [Date]  |  Status: Draft / Approved

─── CONTEXT ───
Business: [Company name, industry, size]
Primary contact: [Name, email, preferred channel]
Current pain: [1-sentence description of the core problem]

─── SCOPE ───
Deliverables:
  1. [Specific deliverable with quantity/spec]
  2. [Specific deliverable with quantity/spec]
  3. [Specific deliverable with quantity/spec]

Explicitly out of scope:
  - [Thing that might be assumed but is NOT included]
  - [Thing that might be assumed but is NOT included]

─── TIMELINE ───
Kickoff: [Date]
Milestone 1: [What] → [Date]
Milestone 2: [What] → [Date]
Final delivery: [Date]

─── SUCCESS METRICS ───
This project is successful when:
  1. [Measurable outcome]
  2. [Measurable outcome]

─── OPEN QUESTIONS ───
  1. [Question for kickoff call]
  2. [Question for kickoff call]

─── APPROVALS ───
Client sign-off: [ ] Yes  Date: ___
Internal review: [ ] Yes  Date: ___

Template 2: Change Request

Use this any time a client requests something outside the original scope. Reference: Scope Creep Prevention Playbook.

CHANGE REQUEST — [Client Name] — CR-[###]
Date: [Date]  |  Requested by: [Name]

─── THE REQUEST ───
[Plain-English description of what the client is asking for]

─── IMPACT ASSESSMENT ───
Estimated hours: [X] hours
Cost: $[amount] or included in current scope? [Yes/No]
Timeline impact: Adds [X] days to delivery / No impact
Affects existing deliverables? [Yes — describe / No]

─── RECOMMENDATION ───
[Approve / Approve with conditions / Defer to next phase]

─── DECISION ───
Approved by: _______________  Date: ___
Notes: _______________

Template 3: Weekly Client Update

Send this every week to every active client. An AI agent can draft it automatically from your project management tool — you just review and hit send.

WEEKLY UPDATE — [Client Name]
Week of: [Date range]

✓ COMPLETED
  - [Task/deliverable completed]
  - [Task/deliverable completed]

→ IN PROGRESS
  - [Task] — expected done by [date]
  - [Task] — expected done by [date]

⚠ NEEDS YOUR INPUT
  - [Decision or asset needed] — by [date]

NEXT WEEK
  - [What we'll focus on]
  - [Key milestone approaching]

Pro tip: If nothing needs client input, still send the update. Silence kills trust faster than bad news.

Template 4: Launch Day Checklist

Run through this before any client-facing launch — website, campaign, integration, or system go-live.

LAUNCH CHECKLIST — [Project Name]
Date: [Date]  |  Owner: [Name]

─── FUNCTIONALITY ───
[ ] All links tested (internal + external)
[ ] Forms submit correctly and trigger expected actions
[ ] Integrations verified (CRM, email, payment, etc.)
[ ] Error states handled (404s, failed submissions, edge cases)

─── VISUAL / UX ───
[ ] Mobile layout tested (real phone, not just devtools)
[ ] Desktop layout tested (Chrome, Firefox, Safari)
[ ] Images load, alt text present
[ ] Typography and spacing consistent

─── INFRASTRUCTURE ───
[ ] Domain resolves (apex + www)
[ ] HTTPS active on all pages
[ ] DNS records clean (no conflicting A/CNAME)
[ ] Analytics/tracking installed and firing
[ ] Backup or rollback plan documented

─── HANDOFF ───
[ ] Client notified of go-live time
[ ] Access credentials shared securely (not via email)
[ ] Post-launch monitoring plan: who watches what for how long
[ ] 24-hour post-launch check scheduled

SOP 1: AI Agent → Human Handoff Procedure

Every AI agent needs clear rules for when to escalate to a human. This SOP defines the handoff boundary.

When the agent handles it autonomously:

• Acknowledging receipt of a message or form submission
• Answering questions covered in the knowledge base / FAQ
• Sending scheduled updates or reminders
• Logging and categorizing incoming requests

When the agent escalates to a human:

• Client expresses frustration, urgency, or dissatisfaction
• Request involves pricing, legal, or contract changes
• Question is outside the agent's knowledge base (2+ confidence misses)
• Any request involving money, refunds, or access credentials

How the handoff works:

1. Agent sends the client: "Let me get [Name] involved — they'll follow up within [timeframe]."
2. Agent sends the human: summary of conversation, client sentiment, and recommended action.
3. Human responds to client within the committed timeframe.
4. Agent logs the handoff (timestamp, reason, resolution) for pattern review.

SOP 2: Weekly Data Pull for Ops Review

This SOP pairs with the Weekly Ops Review Playbook. It defines what data the AI agent collects before each review.

Data sources to connect:

• Project management tool (tasks completed, tasks overdue, blockers)
• CRM or pipeline (new leads, deals moved, deals closed, revenue)
• Support/inbox (open tickets, response times, unresolved issues)
• Financial (invoices sent, payments received, outstanding AR)

Agent output format:

OPS SNAPSHOT — Week of [Date]
━━━━━━━━━━━━━━━━━━━━━━━━━━━
Tasks completed:     [#] / [#] planned
Tasks overdue:       [#] — [list top 3]
Pipeline:            [#] new leads, $[X] in active deals
Revenue collected:   $[X] this week / $[X] MTD
Open issues:         [#] — oldest: [X] days
Top blocker:         [1-line description]