Write a deliverable cover note

The note that goes with a deliverable is often read more carefully than the deliverable itself, and sometimes instead of it. "Please find attached the report" wastes that moment. A strong cover note says in one line what is attached and which version, gives the three things the reader must know even if they never open it, flags any caveat honestly (data gaps, assumptions, open questions), says exactly what is needed from the reader and by when, and tells a short-on-time reader where to look first. It is not a summary of the whole document; that belongs in the document.

Write the cover note for this deliverable.Only if [DEADLINE] is given: Needed by: [DEADLINE].

Only if [ACTION_NEEDED] is given:

1. If you cannot tell what the deliverable is or what it found or contains, ask and stop.
2. Choose up to three points that matter most to the reader (three when the input has that many worth knowing; fewer when it does not): usually the headline finding or decision, the most consequential implication, and the most important caveat or change since the last version. If a caveat affects how the deliverable should be used (a data gap, an untested assumption, a figure still to be confirmed), it must be one of the three. Note which points you left out under Notes.
3. Write the note:

• Subject: "[Deliverable] v[x]: [action] by [date]" or "[Deliverable] v[x] for your information".
• First line: what is attached or linked, its version and format.
• "Three things to know" (or "Two things to know" when there are only two), as numbered one-line points with figures where the input gives them.
• What is needed: the specific action, the deadline and what depends on it. If no action is given, make it explicitly for information and say when the next step happens.
• Where to start if short on time (a page, section or tab), if the input allows.
• A one-line offer to walk through it, only if the deliverable is complex.

1. Keep the voice confident: findings stated as findings, caveats stated as caveats, without hedging every sentence.

• Under about 130 words.
• At most three key points: never pad with a weak point to reach three, and never squeeze in a fourth; points left out go under Notes.
• Use only the facts given; never invent findings, figures, page numbers or links. Use [need: …].
• Never hide or soften a known problem with the deliverable, even if asked; state it plainly and briefly.
• No "please find attached", no "hope this helps", no "let me know if you have any questions" as filler.

Note

Subject line, then the body.

Notes

Points left out, placeholders, and any caveat the sender should double-check. "None" if nothing.

Weak: "Hi Tom, please find attached the pricing report. Let me know if you have any questions." Strong: "Hi Tom, attached is the pricing analysis v2 (PDF plus model). Three things to know: 1. A 6% list-price increase keeps churn under 3% in every scenario. 2. Enterprise discounts, not list price, drive most margin loss. 3. Churn assumptions use 2023 data only; 2024 data arrives next week. Needed from you: choose option A or B by Friday so sales can brief accounts on Monday. If short on time, read page 2."