Workplace Writing Guide

How to Write a Progress Update

Summarise achievements, current work, risks, and next steps.

The essential idea

A progress update helps readers see what has changed, what is happening now, and whether help or a decision is needed. It should report outcomes, not simply list activity.

Use the same short structure each time: overall status, completed work, current work, risks, and next steps. Explain any change from the original plan honestly and early.

What makes it effective?

Scannable

Use headings or bullets so readers can find status and risks quickly.

Evidence based

Support progress with deliverables, dates, or useful measures.

Forward looking

State what will happen next and when.

Transparent

Raise blockers with their impact and a proposed response.

A step-by-step method

    1

    Lead with status

    Summarise the overall position in one sentence.

    2

    Report completed outcomes

    Name what is now finished or available, using evidence where useful.

    3

    Describe current work

    Identify the active task and expected completion date.

    4

    Explain risks

    State the issue, likely impact, owner, and mitigation.

    5

    List next steps

    Give the main priorities for the next reporting period.

    6

    Ask for what you need

    Make any decision, resource, or support request explicit.

Worked workplace example

Situation: A project lead reports on a website migration.

Title: Website migration — progress update, 12 July

Status: Amber — content migration is on schedule, but analytics testing is two days behind.

Completed: Migrated all 46 product pages and approved the redirect list.

In progress: QA for product pages; due 14 July. Analytics event testing; revised due date 16 July.

Risk: We are waiting for access to the legacy analytics account. Without it, launch could move from 18 to 19 July.

Support needed: Priya, could you approve the access request by 1 p.m. tomorrow?

Next: Complete QA, test redirects, and run the launch checklist.

Why this example works

  • The status and exception appear first.
  • Completed work is measurable.
  • The blocker includes its impact.
  • The request names an owner and deadline.

Useful phrases

Summarise status

  • The project remains on track for…
  • Overall status is amber because…
  • We have completed X of Y…

Explain a blocker

  • We are waiting for…
  • This may delay… by…
  • To reduce the impact, we are…

Request support

  • A decision is needed on… by…
  • Could you help us secure…?
  • Please confirm whether we should…

Common mistakes to avoid

Improve this wording

Avoid: Worked on testing.

Use: Completed 18 of 24 test cases.

Report a result that shows real progress.

Improve this wording

Avoid: There are a few issues.

Use: Two failed tests may delay release by one day.

Quantify the issue and its impact.

Improve this wording

Avoid: Everything is fine.

Use: Green: all milestones are on schedule.

A status is more credible when tied to the plan.

Before you send

  • The purpose is obvious from the opening.
  • Only useful context and details are included.
  • The tone suits the reader and situation.
  • Names, dates, figures, links, and attachments are correct.
  • Progress is described through outcomes or evidence.
  • Every risk includes its impact and next response.

Continue building your practical workplace writing skills.

Explore all Workplace Writing guides