Waiting on a Client: An Action Log That Explains What Is Missing

Copy one entry per missing input

• Needed item: the exact decision, file or permission.
• Why needed: the task it enables.
• Customer owner: who can supply or approve it.
• Internal owner: who follows up and checks suitability.
• Request and agreed date: what was actually asked and confirmed.
• Effect: work blocked, work still possible and forecast assumptions.
• Review: next check and the decision needed if still missing.
• Resolution: received evidence and whether it is sufficient.

A file arriving does not necessarily resolve an approval dependency. Check the actual requirement rather than just marking an attachment received.

A fictional project with two separate blockers

The project gallery needs authorised photographs, while final text needs approval. Record two entries: photographs from Robin enable gallery completion; text approval from Pat enables final content sign-off.

Receiving photographs does not mean Pat approved the copy. The team can prepare the gallery while the approval remains open. The launch forecast depends on both being resolved through the agreed process; it is not automatically confirmed when either person replies.

A reminder that explains the decision

“Hello [name], we still need [specific item] to complete [output]. We requested it for [agreed date]. Can you confirm whether you can provide it by [proposed date], or who can help? We can continue [unblocked work], but we need to review the delivery forecast if this remains outstanding.”

Use a proposed date honestly. Do not rewrite an internal target as a deadline the customer accepted.

When the input remains unavailable

Ask whether the work can be resequenced, the requirement clarified or an alternative assessed. Escalate to the named decision maker; record the choice and communicate the effect.

Do not silently treat missing input as permission to publish an approximation. Nor does this worksheet create a contractual right to suspend work or charge fees. Use the actual agreement for those decisions and keep the operational record factual.