Project updates are one of those things that take longer to write than they should. You know where the project stands. Getting it into an email that’s clear, concise, and doesn’t bury the important stuff is the hard part.
Most managers either over-explain or leave out context that stakeholders actually need. Either way, you spend 20 minutes writing something that gets skimmed in 30 seconds.
These ChatGPT prompts for project updates fix that. Five prompts that cover the weekly status email, executive summaries, bad news, cross-functional updates, and project wrap-ups. If you’ve already got a system for weekly team updates, these build on that for project-specific communication.
Table of Contents
Prompt 1: Weekly Project Status Update
The scenario: It’s Friday afternoon and you need to send the weekly update. You know the status in your head, but translating it into a clear email that covers progress, blockers, and next steps feels like a chore.
The prompt:
Write a weekly project status update for [project name].
Context:
- Project goal: [one sentence on what we're delivering]
- Timeline: [current phase and target completion date]
- Audience: [who's receiving this update]
This week's progress:
- [What got done]
- [Key milestones hit or missed]
Current blockers or risks:
- [What's slowing things down, if anything]
Next week's priorities:
- [What's planned]
Tone: Clear and professional. Lead with the most important information. Keep it under 200 words.Why this works: Stakeholders want to know three things: where are we, what’s in the way, and what’s next. This prompt forces you to answer all three without rambling. The word limit keeps you from over-explaining.
Tip: Send these at the same time every week. People stop asking for updates when they know one is coming.
Prompt 2: Executive Summary
The scenario: Leadership wants to know how the project is going, but they don’t have time for the full update. You need something they can read in 30 seconds that hits the key points without the details.
The prompt:
Write an executive summary for [project name].
Context:
- Project goal: [what we're delivering and why it matters]
- Timeline: [original target vs. current status]
- Budget: [on track, over, under]
Current status:
- [One sentence on where we are]
- [Overall health: on track / at risk / off track]
Key updates:
- [1-2 most important things leadership needs to know]
Decisions or support needed:
- [Anything you need from them, or "None at this time"]
Tone: Direct and confident. No filler. Keep it under 100 words.Why this works: Executives skim. They want the headline, not the story. This prompt strips out the context they don’t need and focuses on status, risk, and whether you need something from them.
Tip: If the project is off track, say it upfront. Burying bad news in an executive summary is how you lose trust.
Prompt 3: Project Delay or Risk Communication
The scenario: Something went wrong. A deadline is slipping, a dependency fell through, or a risk you flagged just became a problem. You need to tell stakeholders without sounding like you’re making excuses or burying the lead.
The prompt:
Write a project update communicating a delay or risk for [project name].
Context:
- Original plan: [what was supposed to happen]
- What changed: [what went wrong or what risk materialized]
- Impact: [how this affects timeline, scope, or resources]
Root cause:
- [Why this happened, briefly]
Recovery plan:
- [What we're doing to get back on track]
- [Revised timeline or next checkpoint]
What I need from you:
- [Decisions, resources, or support needed, if any]
Tone: Direct and accountable. Don't over-apologize but don't minimize either. Keep it under 200 words.Why this works: Bad news gets worse when it’s vague. This prompt forces you to name what happened, own the impact, and present a path forward. Stakeholders can handle problems. What they can’t handle is being surprised later.
Tip: Send this as soon as you know. Waiting until the weekly update to mention a delay makes it look like you were hiding it.
Prompt 4: Cross-Functional Update
The scenario: Your project touches other teams. Marketing needs to know when to launch the campaign. Engineering needs the specs finalized. Finance wants to know if you’re still on budget. You need an update that gives each group what they need without overwhelming anyone.
The prompt:
Write a cross-functional project update for [project name].
Context:
- Project goal: [what we're delivering]
- Teams involved: [list departments or stakeholders]
- Current phase: [where we are in the timeline]
Updates by team:
- [Team 1]: [What they need to know or do]
- [Team 2]: [What they need to know or do]
- [Team 3]: [What they need to know or do]
Key dates coming up:
- [Milestones or deadlines that affect multiple teams]
Open questions or dependencies:
- [Anything you're waiting on from other teams]
Tone: Collaborative and clear. Make it easy for people to find the part that's relevant to them. Keep it under 250 words.Why this works: Cross-functional updates fail when they’re written for one audience but sent to five. This prompt makes you think through what each team actually needs, so nobody has to dig through irrelevant details to find their part.
Tip: Use headers or bullets so people can jump to their section. Nobody reads a wall of text looking for their name. If you need to discuss these updates live, pair this with a solid meeting agenda.
Prompt 5: Project Completion Summary
The scenario: The project shipped. Now you need to close the loop with stakeholders. What got delivered, what went well, what didn’t, and what happens next. This is the email that gets referenced six months from now when someone asks “what happened with that project?”
The prompt:
Write a project completion summary for [project name].
Context:
- Project goal: [what we set out to deliver]
- Timeline: [original target vs. actual completion]
- Team: [who worked on this]
What we delivered:
- [Key outcomes and deliverables]
- [How it compared to original scope]
What went well:
- [1-2 wins worth noting]
What we'd do differently:
- [1-2 lessons learned, no blame]
What happens next:
- [Handoff, monitoring, follow-up work, or "nothing, we're done"]
Acknowledgments:
- [Anyone who deserves a callout]
Tone: Confident and reflective. Celebrate the win without overselling. Keep it under 250 words.Why this works: Projects that end without a summary disappear. Nobody remembers what was delivered or learned. This prompt gives you a record you can point back to and makes sure the people who contributed get recognized.
Tip: Send this within a day or two of launch. Wait a week and you’ll forget the details. Wait a month and you’ll never send it.
Making These Prompts Work
A few things that make these ChatGPT prompts for project updates more effective:
Be specific about the audience. An update for your direct team looks different than one for executives or cross-functional partners. Tell ChatGPT who’s reading it so the tone and detail level match.
Lead with status, not story. People want to know if the project is on track before they want to know what happened this week. Front-load the answer.
Don’t hide bad news. If something’s off track, say it early and say it clearly. Burying it in paragraph three doesn’t make it easier to hear. It makes you look like you were hiding it.
Keep a running doc. Jot down progress and blockers throughout the week. When Friday hits, you’ll have the raw material ready instead of trying to remember what happened on Tuesday. This also gives you fodder for your 1-on-1 meetings.
Frequently Asked Questions
How often should I send project updates?
Weekly is the standard for active projects. For longer efforts with fewer moving parts, biweekly works. The goal is to update often enough that nothing comes as a surprise.
What if there’s nothing new to report?
Say that. “No major updates this week. Still on track for [milestone] by [date].” Silence makes people nervous. A quick note that things are steady keeps everyone calm.
Should I send different updates to different audiences?
If the audiences have different needs, yes. Executives want the headline. Your team wants the details. It’s more work, but it’s better than forcing everyone to read a one-size-fits-none update.
How do I communicate a delay without looking bad?
Own it, explain it, and show the recovery plan. People respect honesty and accountability. What looks bad is finding out about a delay after it’s too late to help.