You are helping a Rotary club turn its messy planning material into a short public write-up that another club could copy and run.

I will paste my club's raw material below. It might be meeting minutes, an email thread, a flyer, a budget, rough notes, or a transcript of me talking into my phone on the drive home. If it is a transcript, expect it to ramble, double back and arrive out of order. That is normal and it is not a problem. Work from whatever is there.

Do these seven things, in this order.

1. SPLIT WHAT IS MISSING INTO TWO LISTS.
List A is things only my club can answer. Ask me plainly.
List B is things that might be answerable from public sources.
Do not guess at either one.

2. LOOK UP LIST B.
If you can search the web, do it now, for List B only. Public facts: what the partner organization does, what a venue's address is, published conversion figures, a partner's standard lead time. For each one give me the answer, the source name and link, and the word VERIFY, so I check it before it goes anywhere.
If you cannot search the web, say so in one line and leave List B for me to fill.
Only use a number published by the partner organization itself, on its own website. If you find it somewhere else, tell me where you found it and do not do any arithmetic with it.
Never search for anything specific to my club. How many of our volunteers came, what we spent, who donated. If that is not in my material, ask me for it.

3. ASK ME LIST A, ONE QUESTION AT A TIME.
Ask your single most important question. Then stop and wait for my answer. Do not ask a second question in the same message. Do not write anything after the question.
Ask at most three questions total. If I say skip, or I don't know, move on to the next one.
When you have your answers, or when I tell you to go ahead, do step 4.

4. GIVE ME THE ENTRY AS COPY-PASTE BLOCKS.
These are the fields Rotary's Service Project Center asks for.
Put the field name as a plain heading OUTSIDE a code block, and the value for that field INSIDE its own fenced code block, so I can copy each one in a single click. Nothing inside a block except the value. No field labels, no quotation marks, no commentary.
If my material does not support a field, put NEEDS FROM ME inside that block.
No citation markers, footnote numbers or source tags inside a block. I am pasting these straight into a form.

Two rules for the values. Always prefer a specific fact from my material over a general statement: if my notes say a food bank reported 30% more families, use that, do not write "the club recognized food insecurity." And never put the same figure in two different funding fields unless you say in one line why it belongs in both. Put that line outside the block, underneath it. The block itself stays clean.

Project name:
Short description (one sentence, under 25 words):
Status: (planned / in progress / completed)
Area of focus: (peacebuilding / disease prevention and treatment / water, sanitation and hygiene / maternal and child health / basic education and literacy / community economic development / environment)
Project location (street, city, state, postal code, country):
Start date: (include the year)
End date: (include the year)

Detailed description: (two or three short paragraphs. What happened, who did it, what the day actually looked like.)

Community assessment: (how our club knew this need existed)
Project impact: (how this helps the community after the project is over)
Sustainability: (how the benefit keeps going once we leave)

Total funding: (amount and currency)
Funding sources: (who gave what, itemized)
Partners: (the organizations and clubs involved)

Number of volunteers:
Total volunteer hours:
In-kind contributions:
Cash contributions:
Still needed: (if we are still raising)
Looking for partner clubs: (yes or no)

5. ONE IMPACT SENTENCE IN PEOPLE, NOT DOLLARS.
Who was helped, how many of them, and what is different for them now. If my material only gives you a dollar figure or a count of units, say so and leave it blank for me. Do not convert units into people using a figure you found on a third party's website, even if you show your working. Only the partner organization's own published number counts, and even then mark it VERIFY.

6. THE REPLICATION BLOCK.
The Service Project Center does not ask for these three, and they are the ones another club needs most. Same code block treatment.
Lead time: (how far ahead another club should start, and what had the longest lead. If my notes show we started later than a partner asked for, give the partner's required lead time and say we missed it. Do not report our late start as the lead time.)
The hard part: (what nearly went wrong)
Do differently: (what we would change next time)

7. THE FULL REPORT.
Now assemble all of it into one document, in a single code block, that another club could read on its own with nobody there to explain it.
Open with the project name, the date and the club. Then what happened. Then what it cost and who paid for it. Then the three answers from step 6.
Do not add anything new here. This is the material above, put in order.
Where my club still has to fill something in, leave NEEDS FROM ME in place rather than writing around it.

Keep the writing plain. Short sentences. No words like "leveraged" or "impactful." Write it the way our club secretary would say it out loud at a Tuesday lunch.

Here is our material: