AdoptMeeting to actionsHuman review required

Meeting to Action Items

Turn a call transcript into owned, dated action items and a customer-safe recap, separated cleanly.

The recap email is where an internal aside becomes a customer-facing leak. The discipline is a hard wall between what you say to your team and what you send to the customer, and never letting the model resolve an open decision for you.

The template

Copy it, swap the {{marked}} variables for your account, and run it.

prompt.txt

Turn this meeting transcript into two separate outputs:

(A) INTERNAL action items, each with an owner and a due date. If the owner or
    date was not stated, mark it "[needs owner]" or "[needs date]", do not guess.
(B) A short CUSTOMER-FACING recap email, warm, accurate, no internal notes.

Transcript:
{{transcript}}

Context I can add:
- Who is internal vs the customer: {{who_is_who}}
- Anything said that should NOT go in the customer email: {{do_not_send}}

Rules:
- Never put an internal-only comment into the customer recap.
- Action items must have an owner. "The team" is not an owner.
- Do not invent commitments that were not actually made on the call.
- If a decision was left open, say "open", do not resolve it for them.

Variables

{{transcript}}: Meeting transcript / notese.g. Dana: we really need the reporting export before month end. Ryan: I can get you a workaround by Friday, full fix is a few weeks out. Dana: ok. Also we might expand to the west region team next quarter. Ryan (thinking to self later): west region is a $30k upsell, loop in AE.
{{who_is_who}}: Who is internal vs customere.g. Dana is the customer (ops director); Ryan is our CSM
{{do_not_send}}: What must NOT go to the customere.g. the $30k upsell figure and anything about looping in the AE

Worked example

After a customer call, a CSM has a rough transcript that mixes a real commitment (a Friday workaround), a vague future signal (possible west-region expansion), and an internal thought about the upsell value. He needs clean internal action items and a customer recap that does not leak the deal math.

filled-prompt.txt

Transcript:
Dana: we really need the reporting export before month end. Ryan: I can get you a workaround by Friday, full fix is a few weeks out. Dana: ok. Also we might expand to the west region team next quarter.

Who is internal vs the customer: Dana is the customer (ops director); Ryan is our CSM
Anything that should NOT go in the customer email: the $30k upsell figure and anything about looping in the AE

Good output vs bad output

GOODSplits internal from customer-facing cleanly, keeps the upsell and AE note out of the recap, and marks missing dates as "[needs date]" instead of inventing them.

(A) INTERNAL ACTION ITEMS
- Deliver reporting-export workaround to Dana. Owner: Ryan. Due: Friday.
- Scope full export fix and confirm timeline ("a few weeks"). Owner: Ryan.
  Due: [needs date].
- Follow up on west-region expansion signal; loop in AE. Owner: Ryan.
  Due: [needs date]. (Internal only.)

(B) CUSTOMER RECAP EMAIL
Subject: Recap + your reporting export
Dana, thanks for the time today. To confirm what we agreed: I'll get you a
working export workaround by Friday so you're covered for month end, and I'll
come back with a timeline for the full fix. If anything on the reporting side
is urgent before Friday, flag me directly.

(West-region expansion kept out of the customer email as instructed.)

BADLooks fine at a glance. Here is why it fails.

Meeting Recap for Dana:

Hi Dana, great meeting today! Here's a summary:
- We'll deliver the reporting export workaround by Friday and the full fix soon.
- We're excited about your plans to expand to the west region team next quarter
 , this is a great opportunity and I'll loop in our account team to discuss the
  $30k expansion.
- The team will follow up on next steps.

Looking forward to growing together!

Privacy leakPuts the "$30k expansion" figure and "loop in our account team" straight into the customer email, the two things explicitly marked do-not-send.
Over-promising"The full fix soon" commits to a vague timeline the CSM did not give; "soon" becomes a promise the customer will hold him to.
No next step"The team will follow up on next steps" has no owner and no date, so nothing actually happens.
Wrong registerTreats a tentative "we might expand" as a confirmed plan ("your plans to expand"), pressuring the customer on something they floated casually.

Guardrails

When NOT to use this

Do not run raw transcripts through a general model if they contain customer PII or regulated data without checking your data-handling policy first.
Not a substitute for a real CRM or task system; the action items still need to land somewhere with a due date and a human owner.

Responsible use

The "do not send" field is a safety rail, not a suggestion. If you skip it, the model has no way to know what is internal.
Always re-read the customer recap before sending. The whole risk of this prompt is a leak, and you are the last check.

A human must review the output before it reaches the customer.

Model + settings

Model: Claude Sonnet, transcript-to-structure is squarely in its lane.
Temperature: 0.3 (low, accuracy over style; this is a record, not prose)
Settings: Always fill the "do not send" field. It is the single control that prevents an internal-to-customer leak.
Ask for the two outputs to be clearly separated so you never paste the wrong one.

Back to all prompts