Create a [REPORT CADENCE] status report for [PROJECT OR PROGRAM], covering [REPORTING PERIOD], for [AUDIENCE]. Use only these source notes: [PROJECT NOTES]. The approved objectives, milestones, and baseline dates are [PLAN OR BASELINE]. Produce a report of 500-700 words in this exact order: overall status; executive summary; completed this period; next period commitments; milestone table; risks and issues; decisions or help needed; and change log. Use Green, Amber, or Red only when the notes support it. In the executive summary, state what changed since the previous report, why it matters, and the single most important next action. The milestone table must have columns for milestone, baseline date, current forecast, status, owner, dependency, and evidence or latest update. The risks and issues section must distinguish a risk from an active issue. For each item, include description, impact, likelihood for risks, owner, mitigation or recovery step, trigger or due date, and escalation needed. Do not assign an owner, date, percentage complete, forecast, or status that I did not provide; list missing fields as “TBD” and call them out in the decisions section. Do not hide a missed date inside a vague progress statement. End with a three-item “Leadership readout” containing: one decision, one watch item, and one commitment. Ask up to three clarifying questions only if a required input is missing. Before answering, check that every stated accomplishment has evidence in the notes and that every next step has an owner and a date or is explicitly marked TBD.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [REPORT CADENCE] | Enter the reporting frequency, such as weekly, biweekly, or monthly. | Weekly |
| [PROJECT OR PROGRAM] | Enter the project or program name and a brief scope if useful. | Customer self-service portal launch |
| [REPORTING PERIOD] | Enter the dates covered by this report. | September 14-18, 2026 |
| [AUDIENCE] | State who will receive the report and their decision-making role. | Product leadership and operations steering group |
| [PROJECT NOTES] | Paste meeting notes, task updates, metrics, risks, and decision notes from the reporting period. | SSO build completed and QA passed; knowledge-base migration is 60% complete; legal has not approved revised terms; pilot moved from Sept. 28 to Oct. 5 pending approval. |
| [PLAN OR BASELINE] | Paste the approved objectives, milestones, owners, and original target dates. | Launch by October 19; Maya owns product, Owen owns engineering, Priya owns legal review; pilot target September 28 |
How to use
- Paste current notes and the approved baseline together so the model can identify changes rather than repeat the plan.
- Check every Green, Amber, or Red label against a milestone, dependency, or metric in the underlying notes.
- Replace every TBD before sending where possible, especially owner, recovery date, and requested decision.
- Follow up with: “Turn the risks and issues section into a RAID log with IDs and a one-sentence escalation email for the Red item.”
Variations
Executive update
Use this when senior leaders need a short decision-oriented summary.
Write a 250-word executive status update for [PROJECT] covering [PERIOD], based only on [SOURCE NOTES]. Include outcome status, the two most material changes, one quantified metric only if supplied, the top risk or issue, and the exact decision or support needed from [AUDIENCE]. Use plain language and name owners only where provided. Do not include task-level detail or invent forecasts. Ask up to 3 questions only if required inputs are missing. Check that each statement can be traced to the notes and that the ask is actionable.
Client status report
Use this when reporting progress to an external client.
Create a client-facing weekly status report for [PROJECT] for [CLIENT] covering [PERIOD], using [APPROVED NOTES]. Structure it as accomplishments, upcoming work, dependencies and client actions, risks, and decisions. Use a neutral tone, state missed commitments plainly, and do not disclose internal personnel or commercial details from [EXCLUSIONS]. List client actions with owner, requested date, and consequence of delay. Ask up to 3 questions only if needed. Check that every commitment is approved and every client action has a clear request.
Project recovery plan
Use this when a milestone has slipped and the team needs a credible path forward.
Create a recovery status report for [PROJECT] after [MISSED MILESTONE]. Use [CURRENT FACTS] and [BASELINE PLAN]. Produce a one-page report with variance from baseline, root-cause facts versus assumptions, recovery options, required tradeoffs, revised milestones only where supplied, and decisions needed. Include an action table with owner, due date, dependency, and proof of completion. Do not promise recovery without evidence. Ask up to 3 questions only if inputs are missing. Check that every proposed action addresses a stated cause or dependency.
Tips
- Maintain a baseline milestone table outside the weekly notes so slippage is visible rather than redefined as the new plan.
- Separate a risk from an issue: a risk may happen, while an issue is already affecting scope, schedule, cost, quality, or benefits.
- Report forecast dates alongside original dates when a change occurs; stakeholders need the variance to make a decision.
- Use status colors sparingly and explain the driver, because a color without a recovery action does not help the reader act.
FAQ
What should a good status report include?
It should show outcomes, changes from plan, next commitments, milestones, risks or issues, and decisions needed. Each item should have an owner and date where known.
Can AI assign a project status for me?
It can suggest a status from your criteria, but the project owner should confirm it. A color label must match evidence such as schedule variance, blocked dependency, or quality result.
How do I report a delay without causing confusion?
State the original date, current forecast, cause supported by facts, impact, recovery action, and decision needed. Avoid calling delayed work “on track.”