Best ChatGPT Prompts for Agency Owners: SOPs, Pitches & Client Reporting
Agency owners spend most time juggling client delivery, team management, and sales. ChatGPT prompts turn raw notes into SOPs, sales decks, proposals, and client reports, helping you scale without everything depending on you.
Why Agency Owners Need a Prompt Library
Modern agencies who win in 2026 have documented processes (not just "what's in the founder's head"), clear positioning and pitches that stand out, and consistent, insight-driven client reporting. Well-designed ChatGPT prompts let you codify your best processes into repeatable SOPs, systematize outreach and proposals, and turn data into story-driven reports.
12 Essential Agency Owner Prompts
1. Agency Positioning & One-Liner
Write 3 positioning statements, a 'who we help / what we do / what makes us different' paragraph, and 5 taglines for your website hero section.
2. SOP Generator for Core Processes
Turn messy notes into clear SOPs with purpose, roles, step-by-step process, tools, and quality checks. Format for Notion or your SOP tool.
3. Discovery Call Framework
Design 45–60 minute discovery calls with pre-call checklist, opening script, 10–15 discovery questions, red-flag answers, and closing script.
4. Proposal Outline & Draft
Create proposal outlines with executive summary, strategy, scope, pricing, case studies, implementation, and FAQs. Draft executive summaries.
5. Cold Outreach & Pitch Emails
Write 5 cold email variations under 120–150 words with specific details, concrete outcomes, and low-pressure CTAs. Include 3 subject lines per email.
6. Loom / Video Audit Script
Create 5–7 minute Loom audit scripts with intro, 3–5 key findings, 3–5 quick wins, and soft pitch for working together.
7. Client Onboarding Sequence
Design onboarding checklists and 3 onboarding emails (welcome, access request, pre-kickoff reminder) with professional, reassuring tone.
8. Monthly/Quarterly Client Reports
Turn raw data into client-friendly reports with 1-page executive summary, key metrics vs targets, what worked, what didn't, and priorities for next period.
9. Insight & Story Layer for Reports
Extract 3–5 key business insights from performance summaries. Connect what happened, why it matters for revenue, and what you'll do about it.
10. Upsell & Cross-Sell Emails
Write 3 emails pitching additional services to existing clients with references to existing results and low-friction next steps.
11. Internal Team Briefs & Handoffs
Turn messy notes into clear briefs for delivery teams with client background, project scope, deadlines, key messages, and constraints.
12. Hiring & Role Descriptions
Write job descriptions with 3–4 sentence summaries, 8–12 bullet responsibilities, must-have and nice-to-have skills, and performance metrics.
Simple Workflow: Turning This Prompt Library Into an "Agency OS"
- 1. Clarify positioning: Use the Positioning Prompt to tighten your 'who we help / what we do.'
- 2. Systematize sales: Use Discovery Call, Outreach, Loom Audit, and Proposal prompts to standardize client winning.
- 3. Document delivery: Use SOP and Team Brief prompts to capture your best processes.
- 4. Upgrade onboarding & reporting: Use Onboarding and Client Report prompts for better client experience.
- 5. Scale with team & upsells: Use Role Description and Upsell Email prompts to grow capacity and revenue.
FAQ: ChatGPT Prompts for Agency Owners
Q: Can I safely use ChatGPT for client-facing proposals and reports? Yes, as long as you review outputs, check numbers, and ensure it reflects your actual strategy and voice.
Q: Will using AI make my agency sound generic? It can—if you use generic prompts. Specific inputs about your niche and clients produce more unique output.
Q: How much of my agency's process should I put into ChatGPT? Avoid sharing confidential client data. Anonymize details or use secure versions. For structure, high-level descriptions are enough.
Q: What's the highest-ROI use of ChatGPT in an agency? Most agencies see quick wins with SOP drafting, reporting summaries, outreach emails, and proposal templates.