• 6-minute read
• 24th October 2025

How to Write a Progress Report

Progress reports are a vital part of business communication. They hold people accountable and provide transparency and clarity into how a project is advancing. Whether you’re updating a manager or reporting back to a client, a well-written progress report helps ensure that everyone understands what has been achieved, what obstacles have arisen, and what comes next.

Without these updates, projects risk losing direction. Deadlines may slip, and stakeholders may feel left in the dark. A strong progress report can prevent these problems by keeping information clear and accessible.

But how do you write one that is professional and effective? The structure below is a reliable framework you can adapt to almost any project.

1. Include Header Information

Every progress report should begin with header details that set the context. This makes it easy for recipients to understand what the report covers without needing to read the full document first. Typical details include:

• Reporting period and date of submission
• Name and position of the report’s recipient
• Name and position of the report’s author
• Subject or title of the report or project
  

These simple details add clarity and prevent confusion, especially when filing multiple reports for different projects at the same time.

2. Provide an Introduction

The introduction should set the stage. Outline the purpose of the project and the timeframe, as well as any key objectives. Explain what the progress report covers – for instance, whether it summarizes the first month of a six-month project or provides a mid-point review.

This section does not need to be long, but it should give readers enough background to understand the context of the information that follows.

3. Summarize Work Completed

The “Work Completed” section forms the backbone of a progress report. Present tasks in chronological order and include the completion dates. Be specific – instead of simply saying “training developed,” note who created the program, when it took place, and who received training.

For example, a project team might record:

• “Research phase concluded in August and resulted in the selection of a software provider”
• “Pilot training program delivered in early September, with positive feedback from test users”
  

Detailing completed tasks this way informs stakeholders and creates a written record, available for later review.

4. Address Problems Encountered

Almost every project experiences challenges. Documenting them clearly builds trust and gives your audience confidence that you are handling them responsibly.

In this section, describe each issue and its corresponding resolution or the steps planned for resolution. You should note if additional support is necessary. For example, if a project runs over budget due to unexpected costs, explain how this affects the timeline or whether funds may require reallocation.

Be honest and specific. Highlighting problems early allows teams and stakeholders to find solutions before issues escalate.

5. Outline Future Plans

Next, set out the remaining steps and their expected completion dates. Include any anticipated risks and ideas for moving the project forward.

For instance:

• “Complete company-wide training on new software by November 15”
• “Deprecate old systems, and fully migrate by November 30”
  

This section not only clarifies your goals but also demonstrates foresight. It shows that you have considered possible roadblocks and are ready to manage them.

6. Conclude With a Summary

A strong conclusion ties everything together. Provide a short recap of the major tasks completed, the most significant challenges, and the next immediate steps. Keep this summary concise, and avoid repetitive details from earlier sections.

This ensures that busy readers who skim to the end still leave with a clear understanding of the project’s status.

Tips for Writing a Strong Progress Report

To make your progress reports more effective, keep the following in mind:

1. Adapt the structure: Use the framework above as a starting point, but expand it for complex projects by adding subsections for each goal. This ensures the report is easy to follow, even when tracking multiple objectives.
2. Choose an appropriate frequency: For long-term projects, decide whether to submit reports daily, weekly, or monthly. Frequent reporting may be useful in high-risk projects, while less frequent updates may suit steady, predictable work.
3. Write clearly: Progress reports should be easy to read. Avoid jargon where possible, and keep your sentences simple. For more guidance, see our article on how to write concisely.
4. Know your audience: Tailor your tone and detail to the reader. A client may need a higher-level overview, while a project manager may need specific technical details.
5. Keep it professional: Use a formal tone, and avoid slang or contractions. Maintaining professionalism reinforces credibility and ensures the report reflects well on your business.

Finally, always review your progress report before submission. Errors and unclear sentences or inconsistent formatting can undermine the professional image you want to project.

Example Progress Report

Here is an example of how to apply these principles in practice. Notice how the structure mirrors the steps outlined above and how the summary captures the project’s overall status at a glance.

Date: September 24, 2021
To: J. Seymour, Head of Planning
From: A. Boleyn, Planning Assistant
Subject: Migration to new planning software

Since November 2016, Exemplar Inc. has used the PlanULike package to manage operations. When we expanded to new territories in July 2021, the software’s limitations became clear, particularly for budgeting across currencies in Europe. In August 2021, we decided to migrate to new planning software. This report covers progress up to September 24, 2021.

Work completed

• August 30 – Research into available planning software completed. PlanZone selected for its flexible budgeting features.
  
• September 6 – Timeline developed for installation and implementation, with an initial deadline of September 30.
  
• September 10 – Head of Human Resources began developing in-house training materials for the new software.
  
• September 18 – Software acquired and installed. Draft training program tested with key staff members.
  
• September 21 – IT department identified compatibility problems with older hardware. New equipment purchased.
  
• September 24 – Hardware installed and tested. Training program extended to department heads in planning and operations.
  

Problems encountered

The main challenge has been compatibility between the new software and existing hardware. This led to unplanned equipment purchases, which increased costs. In addition, testing of the training program took longer than expected. Staff are now familiar with the software, but the deadline for company-wide training has been extended to November 15, 2021.

Future plans

The training program will continue until November 15, when all relevant staff should be proficient with PlanZone. From November 30, all operational planning will use the new system and phase out PlanULike. Department heads will meet to review the budget impact of additional expenses.

Summary

The company installed new planning software (PlanZone) that will support expansion into new territories. Unexpected hardware and training issues extended the project timeline and increased costs, but the migration remains on track for completion by November 30, 2021.

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