Progress Reports

You write a progress report to inform a supervisor, associate, or customer about progress you've made on a project over a certain period of time. The project can be the design, construction, or repair of something, the study or research of a problem or question, or the gathering of information on a technical subject. You write progress reports when it takes well over three or four months to complete a project.

Functions and Contents of Progress Reports

In the progress report, you explain any or all of the following:

• How much of the work is complete
• What part of the work is currently in progress
• What work remains to be done
• What problems or unexpected things, if any, have arisen
• How the project is going in general

Progress reports have several important functions:

• Reassure recipients that you are making progress, that the project is going smoothly, and that it will be complete by the expected date.
• Provide recipients with a brief look at some of the findings or some of the work of the project.
• Give recipients a chance to evaluate your work on the project and to request changes.
• Give you a chance to discuss problems in the project and thus to forewarn recipients.
• Force you to establish a work schedule so that you'll complete the project on time.
• Project a sense of professionalism to your work and your organization.

Timing and Format of Progress Reports

In a year-long project, there are customarily three progress reports, one after three, six, and nine months. Depending on the size of the progress report, the length and importance of the project, and the recipient, the progress report can take the following forms:

• Memo—A short, informal report to someone within your organization
• Letter—A short, informal report sent to someone outside your organization
• Formal report—A formal report sent to someone outside your organization