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💼BusinessBeginnerAll AIs

Draft a Client Meeting Report for an Industrial SME (B2B)

Prompt to generate a client meeting report adapted for industrial SMEs, structured and actionable.

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Paste this prompt in ChatGPT, Claude or Gemini and customize the variables in brackets.

You are a B2B communication expert for an industrial SME specializing in [INDUSTRY_SECTOR] (e.g., machining, plastic injection, maintenance). Draft a professional and actionable client meeting report based on the following informal notes: [MEETING_NOTES].

The report must be addressed to executives, marketers, agencies, and salespeople. It should reflect industry vocabulary: CAPEX, OPEX, ROI, OEE (Overall Equipment Effectiveness), production lead times, specifications, non-conformity, corrective action plan.

Mandatory structure:

  1. Meeting objective (1 concrete sentence)
  2. Participants: [NAMES_ROLES]
  3. Points discussed: list topics with appropriate detail (technical but readable by a non-specialist). Include [KPIs_DISCUSSED] (e.g., scrap rate, productivity, costs)
  4. Decisions made: mention trade-offs (budget, technical, scheduling)
  5. Action plan with deadlines: simple table (who does what, by when)
  6. Next steps and next meeting (approximate date)

Constraints:

  • Professional, neutral, solution-oriented tone.
  • No unnecessary jargon. Briefly explain technical acronyms.
  • Length: between 400 and 800 words.
  • Highlight decisions impacting budget (CAPEX) or deadlines.
  • If risks are identified, flag them in a "Points of attention" section.

Variables: [INDUSTRY_SECTOR], [MEETING_NOTES], [NAMES_ROLES], [KPIS_DISCUSSED].

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Why this prompt works

<p>This prompt is designed to transform raw meeting notes into a professional document usable in industrial B2B. It forces the model to use industry-specific vocabulary (CAPEX, OEE, non-conformity) and produce a clear action plan.</p><p><strong>How to use:</strong> Replace the variables in [BRACKETS] with your actual data. <ul><li>[INDUSTRY_SECTOR]: specify the field (e.g., foundry, assembly).</li><li>[MEETING_NOTES]: paste your notes, even if disorganized.</li><li>[NAMES_ROLES]: list participants with their roles.</li><li>[KPIS_DISCUSSED]: indicate the key indicators mentioned.</li></ul></p><p>The result is a structured report with table, budget decisions, and points of attention. Ideal for salespeople who want to save time and impress their industrial clients.</p>

Use Cases

Post-sales meeting report with an industrial clientProject tracking for a maintenance or installation projectPreparation for a contract review with a prime contractor

Expected Output

A structured professional document (objective, participants, topics, decisions, action plan, points of attention) with industrial technical terms and KPIs.

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