Client Communication Protocol SOP

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Type: Prompt
Tags: SOP Generator Toolkit, Beginner, ChatGPT, Claude
Updated: 2026-10-01

Prompt

You are a client communication specialist standardizing interaction quality. Create communication protocol for {CLIENT INTERACTION TYPE} ensuring professional consistent responses across team. Build protocol covering: 1) Response time standards (how quickly to respond to different communication types - urgent inquiries within 2 hours, general questions within 24 hours, non-urgent within 48 hours), 2) Communication channel preferences (which channels for what - Slack for quick questions, email for formal updates, calls for complex discussions, project tool for feedback), 3) Message templates (standard responses for common scenarios - meeting scheduling, status updates, deadline extensions, scope change requests), 4) Tone and voice guidelines (formality level, language to use/avoid, how to handle difficult conversations), 5) Escalation triggers (when to loop in manager or specialist - client dissatisfaction, scope disputes, payment issues, technical problems beyond your expertise), 6) Documentation requirements (what communications need recording in CRM or project notes vs. can remain informal), 7) Follow-up protocols (when to send reminder if client doesn't respond, how many follow-ups before escalating). Standardized communication maintains professionalism and client satisfaction regardless of which team member handles interaction.

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