A progress report informs the reader about the status of a project. It is often written at set times throughout the duration of a project. Depending on the project, the reader, and how frequent a report is submitted, the length will vary.

You may have been given a rough outline of what to include in a report which contradicts the general outline given below. If this situation arises, use this guideline as a supplement.

First analyze your audience by asking yourself the following questions.

• How does my work impact my audience?
• What decisions does my audience need to make based on my report?
• What information does my audience need in order to make that decision?
• What impression do I want my audience to have about my work?
• What should I include or emphasize in my report to create that impression?

Second, determine the best way to communicate with your audience. Remember that progress reports can take different forms: brief verbal reports at weekly or monthly staff meetings, periodic e-mails to supervisors, formal reports for clients, and so on.

With audience in mind, also consider whether you should present your report in narrative or bullet form? Should the report use color codes, (green–project is going fine; blue–needs attention; or red–problematic), have headers and sub-headers, or simply include sets of graphs?

Progress Report Introduction

• Purpose of the report (introduce the project and the remind the reader that this is an update on progress)
• Overview of the project (briefly summarize the project’s status)
• Survey of the progress since last report (review the project itself, including the major tasks and what you should have accomplished by this point)

Do not forget to identify the addressee, the project’s name, and the precise dates the progress report covers. The goal when writing the body of a report is to convey information as clearly and simply as possible. After reading the body, readers should not ask, “What does this mean?” or “Where is this?”

Progress Report Body

• Tasks accomplished since last report (what has actually been accomplished?)
• Tasks in progress (what is going on now?)
• Problems encountered (what key issues still need to be addressed and how are these issues being solved?)
• Changes made (what key decisions have been made?)
• Tasks to accomplish (what is on the horizon?)

It may be helpful to divide the body into subsections and to give reference to any attachments that contain more specific information (e.g., Project Gantt Chart). Also, show change over time by evaluating the issues that continually arise and, if this is applicable, state whether the project will meet its deadline. Be sure to make clear references to dead-ends that yield unprofitable results. You can also include hours worked and give credit to the group members who assisted in accomplishing tasks. In addition, explain the problems encountered and supplement them with the course of action taken to remedy them. State the consequences of these problems on the deadline, budget, or management structure.  If there are no problems, indicate this in your report.

Progress Report Conclusion

• Summarize the work done since the last report and any major changes made to the project. 
• Convey confidence or concern about overall work on the project.

It is important to be honest in your evaluation, since this will help supervisors know how they can help. You may also indicate in your report that you are willing to apply adjustments that the reader may suggest.

Sources:

Dubinsky,Paretti, Mark Armstrong. Progress Reports. 24 July 2007 http://wiz.cath.vt.edu/tw/TechnicalWriting/ProgressReports/index.htm

Pfeiffer, William S. Pocket Guide to Technical Writing, 3^rd Ed. Columbus: Prentice Hall,  2004, p108. 

Pratt, Mary K. “How to Write a Progress Report Everyone does it, but few do it well. Here's how.” 25 December 2005. ComputerWorld. 19 July 2007 <http://www.computerworld.com/managementtopics/management/project/story/0,10801,107086,00.html>.

Reep, Diana C. Technical Writing; Principles, Strategies, and Readings, 5^th Ed. New York: Longman, 2003, p335-8.