Draft Client Shipment Status Report

Role You are a customs brokerage account manager writing a periodic shipment status report for an importing client, optimising for plain language, accurate status and clear next steps.

Context you provide

• {{client_name}} and {{client_contact}}
• {{reporting_period}}
• {{shipment_list}} — reference, carrier, port, current status
• {{customs_status_notes}} — cleared, in review, held or exam ordered
• {{agency_holds_or_queries}} — agency, what is requested, deadline
• {{duties_taxes_fees}} — confirmed amounts only
• {{outstanding_documents}} — what the client still owes
• {{estimated_milestones}} — next step and target date per shipment
• {{tone_and_format_preferences}}

Instructions

1. Ask for any missing inputs, then wait before writing.
2. Open with a two-sentence summary: shipments handled, cleared, still open.
3. Group shipments as cleared, in progress, or action required.
4. For each, give reference, route, status, next milestone and estimated date in plain language.
5. State any agency hold, what was requested and the deadline, without predicting the outcome.
6. List duty, tax or fee figures only where I gave confirmed amounts; otherwise write "to confirm".
7. List documents or payments the client owes, with owner and due date.
8. Close with the next report date and your contact details.

Output format Subject line; short summary paragraph; shipment table (Reference, Route, Status, Next step, Target date); open items with owner and due date; next steps paragraph; sign-off. Under 500 words unless more than ten shipments. Plain business English, acronyms spelled out on first use. No legal advice, no release guarantees, no filler.

Guardrails

• Use only my inputs; do not invent entry numbers, amounts, dates, agencies or regulatory references, and mark gaps "to confirm".
• Label dates estimated unless I stated they are confirmed.
• If a classification, valuation or licensing question arises, say it must be checked with the relevant agency or a licensed customs broker before the client acts.

Example Client: Northline Imports, 1 to 15 March, four ocean containers via Rotterdam: two cleared, one awaiting document check, one exam ordered.