Requester
Intake confirmation
Confirm the request entered the PMO queue.
- Subject: Your request has been received
- Thanks for submitting [Request Title].
- The PMO will review it during the next triage cycle.
- Current status: Submitted
- You will be notified if clarification is needed or when a decision is made.
Requester
Clarification request
Ask for missing details without losing the request.
- Subject: More detail needed for [Request Title]
- The PMO needs clarification before this can be triaged.
- Requested details: [Clarification Notes]
- Please update the request by [Due Date].
Sponsor
Sponsor approval request
Route charter approval with enough context for a decision.
- Subject: Charter approval needed for [Project Name]
- Please review scope, value, success measures, assumptions, and risks.
- Decision options: Approve, Request Revision, Reject
- Requested decision date: [Date].
Sponsor or PMO governance lead
Gate exception alert
Make lifecycle exceptions visible and owned.
- Subject: Gate exception recorded for [Project Name]
- Stage: [Stage]
- Exception reason: [Reason]
- Owner: [Owner]
- Follow-up due: [Due Date].
Executives and sponsors
Executive weekly digest
Summarize portfolio exceptions and decisions needed.
- Subject: PMO weekly portfolio digest
- Red projects: [Count]
- Decisions needed: [List]
- Gate exceptions: [List]
- Critical risks: [List]
- Open dashboard: [Link].