AI by NicheJob 3 of 15ChatGPTGemini
Turn your discovery call notes into a written brief the client signs off
A new freelancer found every project had the same problem: the client kept changing the brief, so they worked extra hours guessing. A designer replying says a written breakdown agreed with the quote stops most of it. AI can turn your rough call notes into a clear brief, a list of open questions and a sign-off message. The client must still confirm every line in writing, because the brief is only useful if they agree to it.
Time: About 30 minutes per projectTool cost: you can start with a free AI tool
Steps
- Straight after the call, write down what you heard: the goal of the site, who it is for, the pages, the features, the look they like and any dates.
- Mark every point where the client said they were not sure, or said to leave it to you, because these cause revisions later.
- Paste the notes into the prompt and ask for a brief in a fixed layout plus a list of questions to settle before you start.
- Send the brief to the client and ask them to reply in writing that it is correct, or to mark what is wrong.
- File the approved version with the quote, and treat anything that is not in it as a change request.
The exact prompt
I am a UK freelance web designer. Using ONLY my call notes below, write a one-page project brief and a list of open questions. Do not invent any goal, page, feature, style or date the client did not give me, and mark anything uncertain as 'to be confirmed by the client'. Client business and what they do: [text]. Goal of the website, in the client's words: [text]. Target visitors: [text]. Pages and features the client asked for: [list]. Pages or features they mentioned and I have not agreed to: [list]. Examples or references they like, and what they said they like about them: [list]. Where the client said 'I'm not sure', 'surprise me' or 'leave it to you': [list]. Content: who supplies text, photos and logos, and by when: [text]. Deadlines or events the client mentioned: [text]. Who at the client signs off, and how (reply by email): [text]. Produce: (1) a brief with headings goal, audience, pages and features, look and feel with references, content and who supplies it, dates, what is not included, and who approves; (2) a numbered list of open questions for every uncertain point, with a suggested way to answer each; (3) a short email asking the client to confirm the brief in writing within [number] working days and explaining that changes after sign-off are quoted separately; (4) a list of the claims in the brief that rest on my notes and not on the client's own words.
✓ Check before you send
- Every line of the brief matches your notes, and uncertain points are marked as such.
- The client has replied in writing that the brief is correct, with a date.
- The brief states what is not included and who supplies content.
- The email tells the client that later changes are quoted separately, as you have decided in your terms.
- The approved brief is saved with the quote.
UK notes extra
- The Aubergine Legal guide says to set deadlines for each stage of a project, for you and the client, and to set out what you need from them and by when. Aubergine Legal: legal guide for website designers and developers (law firm guide, Dec 2023).
- A written brief supports your contract but does not replace it. Check how the two documents fit together with a solicitor.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑