How to use these. Unlike the prompts, these are documents you fill in and use directly — no AI required. Copy a template, replace anything in [BRACKETS] with your own details, and delete any lines you don’t need. Each one is a starting skeleton, not a straitjacket — adapt it to your office.
Email & Communication
1Meeting Request
A clean request that gets a fast yes or a fast reschedule.
Subject: Meeting request — [TOPIC] ([LENGTH] min)
Hi [NAME],
I'd like to set up a [LENGTH]-minute meeting to [OBJECTIVE IN ONE LINE].
Could any of these work?
- [DAY, DATE — TIME, ZONE]
- [DAY, DATE — TIME, ZONE]
- [DAY, DATE — TIME, ZONE]
Just reply with the one that fits and I'll send an invite. If none work, tell me a window that does.
[PRE-READ / MATERIALS, IF ANY]
Thanks,
[YOUR NAME]
2Follow-Up / Reminder
Warm but clear. Escalates without burning the relationship.
Subject: Following up — [ITEM] (needed by [DATE])
Hi [NAME],
Circling back on [ITEM] from [WHEN / EARLIER EMAIL]. I know things get busy, so this is just a friendly nudge.
To keep [PROJECT / PROCESS] on track, I'll need [WHAT YOU NEED] by [DATE]. The one thing that moves this forward is [SMALLEST NEXT STEP].
Happy to help if anything's in the way — just let me know.
Thanks,
[YOUR NAME]
3Announcement (Change or Update)
Leads with the impact. No spin, no burying the point.
Subject: [WHAT'S CHANGING] — starting [DATE]
Hi everyone,
Starting [DATE], [WHAT IS CHANGING, IN ONE PLAIN SENTENCE].
What this means for you: [PRACTICAL IMPACT — THE PART THEY CARE ABOUT]
Why: [ONE-LINE REASON]
What to do: [THE ONE KEY ACTION, IF ANY]
Questions? [WHERE TO SEND THEM / WHO TO ASK].
Thanks,
[YOUR NAME]
Meetings & Documentation
4Meeting Agenda
Decisions before discussion. Time-boxed so it actually ends on time.
[MEETING NAME] — Agenda
Date: [DATE] Time: [START–END] Location/Link: [WHERE]
Attendees: [NAMES / ROLES]
Objective: [WHAT SUCCESS LOOKS LIKE, ONE LINE]
1. [DECISION ITEM] — [MIN] min — Owner: [NAME]
2. [DECISION ITEM] — [MIN] min — Owner: [NAME]
3. [DISCUSSION ITEM] — [MIN] min — Owner: [NAME]
4. [INFO / UPDATE] — [MIN] min — Owner: [NAME]
5. Action review & next steps — [MIN] min
Pre-read: [LINK / DOCUMENT, IF ANY]
5Meeting Minutes
The standard sections, ready to fill during or right after the meeting.
[MEETING NAME] — Minutes
Date: [DATE] Time: [START–END]
Attendees: [NAMES]
Absent: [NAMES]
DECISIONS
- [DECISION MADE]
- [DECISION MADE]
ACTION ITEMS
- [TASK] — Owner: [NAME] — Due: [DATE]
- [TASK] — Owner: [NAME] — Due: [DATE]
DISCUSSION SUMMARY
- [KEY POINT]
- [KEY POINT]
OPEN QUESTIONS / TO CONFIRM
- [QUESTION]
Next meeting: [DATE / TIME]
6Standard Operating Procedure (SOP)
Turn a task you know by heart into something anyone can follow.
SOP: [PROCEDURE NAME]
Owner: [NAME / ROLE] Last updated: [DATE]
Purpose: [WHAT THIS PROCEDURE ACCOMPLISHES, ONE LINE]
BEFORE YOU START
- Access needed: [SYSTEMS / LOGINS]
- Materials needed: [FILES / TEMPLATES]
- Time required: [ESTIMATE]
STEPS
1. [ACTION]
2. [ACTION]
3. [ACTION]
4. [ACTION]
COMMON MISTAKES
- [MISTAKE] — instead, [WHAT TO DO]
- [MISTAKE] — instead, [WHAT TO DO]
WHO TO ASK
- [NAME / ROLE] for [KIND OF QUESTION]
Projects & Coordination
7Weekly Status Update
On-track verdict up top. Readable in fifteen seconds.
[PROJECT NAME] — Status, week of [DATE]
Status: [ON TRACK / AT RISK / BLOCKED]
Next deadline: [WHAT] on [DATE]
Progress this week:
- [WHAT GOT DONE]
- [WHAT GOT DONE]
Coming up:
- [WHAT'S NEXT] — by [DATE]
Needs attention:
- [BLOCKER OR DECISION NEEDED — or "None"]
Questions to me: [YOUR NAME / CONTACT]
8Event / Task Checklist
Timeline-based, so nothing gets remembered the night before.
[EVENT / TASK NAME] — Checklist
Date of event: [DATE] Owner: [NAME]
ONE MONTH OUT
[ ] [TASK]
[ ] [TASK]
ONE WEEK OUT
[ ] [TASK]
[ ] [TASK]
DAY BEFORE
[ ] [TASK]
[ ] Confirm [KEY DETAIL]
DAY OF
[ ] [TASK]
[ ] [TASK]
AFTER
[ ] [FOLLOW-UP / THANK-YOU]
[ ] [DEBRIEF NOTES]
9Executive Travel Brief
Everything a traveler needs, skimmable in a moving car.
TRAVEL BRIEF — [TRAVELER NAME]
Trip: [DESTINATION] Dates: [START–END]
Purpose: [ONE LINE]
DAY [DATE]
- [TIME] — [ITEM / MEETING] — [LOCATION] — Contact: [NAME / PHONE]
- [TIME] — [ITEM / MEETING] — [LOCATION] — Contact: [NAME / PHONE]
MEETING PREP
- [WHO]: goal is [WHAT WE WANT]; one talking point: [POINT]
LOGISTICS
- Hotel: [NAME / CONFIRMATION #]
- Transport: [FLIGHT / CAR / CONFIRMATION #]
- Meals booked: [WHERE / WHEN]
WHILE YOU'RE AWAY
- Covering the office: [NAME]
- Reach me at: [YOUR CONTACT]