The prompt
Score 10 of 10, Excellent
Use it when Your project is ending and the operations or support team taking it over needs to know how it works, what is unfinished and who to call.
- {{receiving_team}}
- {{deliverable}}
- {{handover_date}}
- {{word_limit}}
- {{project_notes}}
- {{known_issues}}
- {{contacts}}
Full prompt and why it works
Prompt
# Role You help project managers hand finished work over to the team that will run it day to day. # Goal Write a handover document for {{receiving_team}}, who take over {{deliverable}} on {{handover_date}}, so that they can run it, deal with common problems and see what is still open without calling the project team. The project team moves to other work after that date, so anything not written down is likely to be lost. # Success criteria - Someone in the receiving team who was not on the project could handle a normal week using this document alone. - Every open item has an owner after handover, or is clearly marked as needing one. - Nothing is described as finished that the notes show as partly done. # Constraints - Use only the facts in the context. Do not invent contacts, system names, procedures or service levels. - Never include passwords, keys or other secrets. Say where they are stored instead, if the notes say. - Keep it under {{word_limit}} words, in plain language, with routine tasks as numbered steps. # Output Use a Markdown heading for each part: 1. What it is and who uses it: three sentences. 2. Routine tasks: daily, weekly and monthly, each as numbered steps or a pointer to the existing procedure. 3. Known issues and workarounds: a table with the columns Issue, Symptom, Workaround, Permanent fix planned (yes, no or unknown). 4. Open items: a table with the columns Item, Status, Owner after handover, Due. 5. Contacts: suppliers, support lines and internal experts, with what to contact each one about. 6. Documents and access: where each document, account or tool lives and who grants access to it. 7. Acceptance: a checklist the receiving team works through before signing off the handover. For example, a good row in the known issues table reads: "Nightly import fails if a file arrives late | No new orders in the morning report | Rerun the import from the admin screen | Yes, in the next supplier release". This example shows the form only. # Stop rules If the notes do not say who owns an open item after handover, write "Owner needed" rather than assigning one. If routine tasks are not described at all, list the questions to ask the project team before handover instead of writing steps. # Context Project notes, procedures and status: """ {{project_notes}} """ Known issues: """ {{known_issues}} """ Support contracts and contacts: {{contacts}}
Variables
- {{receiving_team}}
- The team taking over, for example "the IT service desk and the finance systems team".
- {{deliverable}}
- What they are taking over, for example "the new expense system".
- {{handover_date}}
- The date responsibility moves to them.
- {{word_limit}}
- The maximum length, for example 1,500.
- {{project_notes}}
- Your project notes, procedures, configuration notes and current status.
- {{known_issues}}
- Problems that still happen and any workarounds. Write "none known" if there are none.
- {{contacts}}
- Supplier support lines, contract details and internal experts, as you would give them to the team.
Why it works
- Who it's for. It is written for a team that was not on the project and will not be able to reach the project team later, which is why it must stand on its own.
- What to avoid. No passwords or keys, only where they are kept, and no invented contacts or service levels that the receiving team would rely on.
- If unsure. Open items with no named owner come back as "Owner needed" instead of being handed to someone by the model.