Three reusable artifacts AE uses around the initial client meeting: (A) a Client Welcome Pack sent to the client before the meeting, (B) a Briefing Doc Template filled in with the client during the meeting, (C) a Meeting Notes & Report Template issued after the meeting. Designed to plug into Scope Definition & Price Assessment Guideline Steps 1–2 and the kickoff step in Delivery Production & Resource Allocation Guideline.
This document gives Account Executives a single source for the three artifacts used around the initial client meeting in the lead-to-deal flow. The goal is consistent client experience and consistent internal records: every prospect receives the same intro pack, every meeting captures the same fields, every meeting produces the same report.
Outcome
AE has ready-to-use templates for the welcome pack, briefing doc, and meeting notes. The scope-definition step has standardized inputs and outputs.
Sent to the client before the initial meeting (along with the meeting invite)
Client-facing
Static template in this doc; AE exports a clean copy (PDF/Slides) per client
Section B: Briefing Doc Template
Filled in during the initial meeting (Sales + client together, on-screen)
Internal artifact, content shared from client
Per-client copy in secure storage (e.g. Google Drive); link only in Kiluth Tasks
Section C: Meeting Notes & Report Template
Drafted after the initial meeting; sent to client for sign-off
Internal artifact, sign-off proof for Scope Definition Step 2
Per-client copy in secure storage; link only in Kiluth Tasks
Privacy rule
Sections B and C contain client and contact PII (names, email, phone). The filled-in versions must live in secure storage with restricted access. In Kiluth Tasks, link only — never paste contents into the task description.
Section A: Client Welcome Pack
Use: Send to the client before the initial meeting so they know who Kiluth is, how engagements run, and what they should prepare.
Format: AE exports this section as a clean PDF or Slides per client and sends it as part of the meeting invite or first email.
About Kiluth
Kiluth is a Bangkok-based tech studio. We build web and mobile applications for clients on a project basis, and provide ongoing maintenance and hosting after delivery.
Maintainer note (do not include in the client export): the client-facing availability is 9am–5pm on purpose. Internally the reference working day is 9:00–18:00 (see the Onboarding Guideline), and the last hour is kept as buffer rather than promised to clients. The two figures are intentionally different — do not “sync” them.
Google Drive (default) or a client-preferred equivalent
Design review
Figma (with annotation), or a client-preferred equivalent
Section B: Briefing Doc Template
Use: Open this template during the initial meeting and fill it in together with the client (screen-share works well). The completed version is the input for the scope summary and PM indicative-range request.
Storage: Save the per-client copy in secure storage; link only in Kiluth Tasks. No PII in task descriptions.
Information
Field
Value
Client’s name
Project’s name
Existing systems
(e.g. their current stack, vendor systems)
Contacted date
Account Executive (AE)
Key stakeholders
Name
Position
Email
Business objectives
Field
Value
Primary objectives
What outcome does the client want?
KPIs
How will success be measured?
Target users
Field
Value
Primary target users
B2C / B2B / internal / etc.
Pain points / insights
What’s broken today for them?
Initial scope
Field
Value
Client’s initial idea
One-paragraph summary of what they want
Mentioned key functions
List the features the client mentioned
Unclear requirements
Anything the client couldn’t answer; flag for follow-up
Timeline / budget
Field
Value
Start date
End date
Budget
Related documents
Field
Value
Attach files
File names / links to client-supplied assets
Meeting notes
Link to the Section C meeting notes once issued
References
Links to references the client mentioned
Final checklist
Before closing the meeting:
#
Checklist
1
☐ Does the client understand our workflow?
2
☐ Is a kickoff meeting scheduled (or next step agreed)?
3
☐ Who from the client side will be involved going forward?
4
☐ What can the PM do to assist before the next step?
Section C: Meeting Notes & Report Template
Use: Drafted after the initial meeting. Sent to the client for sign-off; the signed copy is the proof linked in Kiluth Tasks per Scope Definition & Price Assessment Guideline Step 2.
Storage: Save the per-client copy in secure storage; link only in Kiluth Tasks.
Meeting summary
Field
Value
Client’s name
Project’s name
Title
(e.g. Kickoff — membership system)
Date
Time
Location / platform
(e.g. Google Meet link)
Attendees (client side)
Attendees (Kiluth side)
Meeting purpose / context
Field
Value
Primary purpose
(e.g. Kickoff meeting to gather initial requirements)
Key discussion points
Topic
Notes
Topic 1:
Topic 2:
Topic 3:
Topic 4:
Decisions made
#
Decision
1
2
3
Action items
Date
Action
Owner
Attachments & resources
Field
Value
Presentation
Reference system
Briefing document
Link to the Section B doc for this client
Remarks
Source
Notes
Client remarks
Internal notes
Not shared with the client. Used by AE/PM for handoff context.
Source
Notes
Kiluth remarks
(e.g. client needs to finalize product listing within 3 days)
Comments
(e.g. client has high tech literacy; prefers minimal/modern style; mobile-first is a must)
Report prepared by
Field
Value
Account Executive (AE)
Date
Done when
Section C is signed by the client; signed copy stored in secure storage; link added to the task per Scope Definition Step 2.
Customization notes
#
Note
1
Identity copy (Section A “About Kiluth”): Reflects the current tech-studio identity. To be refreshed after the website revamp ships and the new positioning is live.
1a
Section A becomes the client-facing “About Kiluth” page (decided 2026-08-27). After the website rebuild, Section A’s content is promoted to a page on kiluth.com and the AE sends that link instead of exporting a file. Rules for it: web page is the source of truth; PDF only on request (export via the kiluth-document skill), always date-stamped; never include service rates — rates belong in a dated quotation to one client. It replaces the 2025 organization-profile-internal.pdf, which mixed onboarding material with rates and roadmap and went stale on the public site. That PDF stays available on kiluth.com until the replacement page ships — it is still the only complete company overview — but it is no longer the onboarding reference, and it should be retired once the new page is live. Until the rebuild ships, keep exporting Section A per client as today.
2
Contact details (Section A): Verify the phone number, availability, and team roles before exporting each per-client pack — these change over time.
3
Per-client copies: Sections B and C are filled in per client, in a separate file per client, in secure storage. Do not edit the master template in this doc with client-specific content.
4
Language: Kiluth Docs is currently EN-only. If a client requires a TH version of Section A, AE produces it as a per-client export, not as a separate doc in this repo.
5
No PII in Kiluth Tasks: Filled-in Sections B and C may contain names, emails, phone numbers. They live in secure storage; in Kiluth Tasks use only the link plus an optional redacted summary.