Client check-in meeting notes template
Make progress clear without letting a casual request quietly change the scope. Leave each check-in with a shared record of feedback and commitments.
Free template + filled example. No account required. How to use the Skill
- Made for
- Client services
- Suggested conversation
- 20–30 minutes
- Take it with you
- Markdown · Prismical Skill
See the finished note.
Use this for a recurring delivery check-in with a client. In this fictional conversation, a new request needs separate scoping. The note deliberately avoids treating enthusiasm about an idea as approval to deliver it.
Notes / worked exampleClient check-in · Website discovery
Progress since last check-in
The research summary is complete. The navigation prototype is still in progress.
Client feedback
Robin reviewed the research summary and asked for clearer differences between new and returning visitors.
New requests & scope impact
Robin requested a partner portal concept. This is a new request; effort and schedule impact have not been assessed.
Decisions
Keep the current navigation-prototype scope while the portal request is assessed.
Mutual next steps
Jamie will send a portal-scoping note by Thursday. Robin will send two examples of partner workflows; no date stated.
Next check-in focus
Review the portal-scoping note and decide whether to change the plan. Next call date: not confirmed.
Read the source dialogue for this example
- Jamie: The research summary is complete; the navigation prototype is still in progress.
- Robin: In the summary, can we make the difference between new and returning visitors clearer?
- Robin: I also want a partner portal concept.
- Jamie: That is a new request. We need to assess effort and schedule impact. Let’s keep the current prototype scope for now.
- Robin: Agreed. I will send two examples of partner workflows.
- Jamie: I will send a portal-scoping note by Thursday. We can decide on a plan change after reviewing it.
Start with a blank page.
Keep the useful structure.
Each field earns its place. Use the prompts as reminders, then replace them with your own meeting evidence.
Progress since last check-in
Summarize completed outcomes and outstanding work against the agreed plan. Avoid vague green-status language when something remains blocked.
Client feedback
Separate the client’s observation from your proposed solution. Note the artifact or version they reviewed.
New requests & scope impact
Capture a request without assuming it is approved. State whether effort, cost, or timing still needs discussion.
Decisions
Record choices explicitly made during the call, including conditions. Leave proposals in the open-items section.
Mutual next steps
Include actions accepted by both sides and their dates when stated. Distinguish an internal action from a client dependency.
Next check-in focus
Choose the unresolved item that deserves attention next. Do not create a meeting time unless it was agreed.
# Client check-in meeting notes template Date: [add date] Participants: [add names] Purpose: [add purpose] ## Progress since last check-in [Summarize completed outcomes and outstanding work against the agreed plan. Avoid vague green-status language when something remains blocked.] ## Client feedback [Separate the client’s observation from your proposed solution. Note the artifact or version they reviewed.] ## New requests & scope impact [Capture a request without assuming it is approved. State whether effort, cost, or timing still needs discussion.] ## Decisions [Record choices explicitly made during the call, including conditions. Leave proposals in the open-items section.] ## Mutual next steps [Include actions accepted by both sides and their dates when stated. Distinguish an internal action from a client dependency.] ## Next check-in focus [Choose the unresolved item that deserves attention next. Do not create a meeting time unless it was agreed.]
Make it part of the meeting.
Before · prepare evidence of progress
Bring the latest artifact and the last agreed actions. A short factual update leaves time for feedback and decisions that require the client’s input.
During · surface change requests early
Acknowledge new ideas, then separate discovery from commitment. Capture what information you need to estimate the request without promising an unreviewed date or price.
After · send a mutual recap
Confirm decisions, open scope questions, and actions on both sides. Review the email before sending; no part of this template sends client communications automatically.
What to watch for
- Calling an unestimated request “a small change.”
- Writing client approval when the client only asked a question.
- Listing your team’s actions while omitting client dependencies.
Turn the template
into a Prismical Skill.
Import the file
Download the Skill JSON above. In Prismical, open Settings → Skills → Import and select the file. This downloads a file; it does not install anything automatically.
Run it on a note
Open the note with your meeting transcript. Run the imported Skill from the note dock. It asks for this template’s sections and appends the result for review.
Check before sharing
Verify quotes, owners, dates, and missing context against the transcript. AI can make mistakes. Keep the original note and follow your team’s sharing policy.
A few useful answers.
Practical details before you use this resource.
Should the client receive the full note?
Share a version appropriate for the relationship and contract. Check for internal commentary, sensitive information, and unconfirmed statements before sending. Keep decisions and mutual next steps explicit.
How do I record a change request?
Record the request, who raised it, what is still unknown, and the next scoping action. Keep it separate from agreed scope until the relevant approval process is complete.
Keep the work moving.
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