Professional & Technical Communication

Workplace writing in a variety of places and ways

A Supplemental Text for English 3764 at Virginia Tech as taught by Traci Gardner <tengrrl @ vt. edu>

Annotated Progress Report Template

The template below shows the general layout of your Progress Report and instructions for writing it. Note these important details:

Check out the Progress Report Template (Format Only) to see exactly what your memo should look like.

Progress Report Template with Annotations
Progress Report Template
This column shows the layout of your Progress Report and includes instructions for writing the content. 		Explanation of Template Elements
This column explains the format of the proposal.

MEMO

Document Title

  • Include “Memo” or “Memorandum” as the document title.
  • Do not include any other title.
  • Do not include the assignment name as the document title.
To: Traci Gardner
Director of Project Development
From: Full Names of Group Members
Date: April 11, 2025
Subject: Progress on Recommendations to Improve the Usability of the Simple Sabotage Field Manual

Memo Headers

  • Every memo begins with a memo headers: To, From, Date, and Subject.
  • Follow each header with the pertinent information.
  • If relevant, include titles for the sender(s) and recipient.
  • Align the memo headers align vertically.
  • Use the same size and style for all the Memo Headers.
  • Double space (leave 1 blank line) between headers.

Follow these instructions for the Introduction:

  • Provide a purpose statement for the progress report [in a sentence or two]:
    • Name the project.
    • Define the time period covered by the report.
    • Tell the purpose: to inform readers about the current status of the report.
  • Indicate purpose of project:
    • Mention project’s objectives and scope.
    • Name the major work areas in a sentence.
    • Summarize the work done to date to introduce the body of the progress report, where you’ll discuss this info in depth.

Memo Body

  • Do not indent paragraphs
  • Use hierarchical headings, in bold. Your title should be the largest and then work down from there.

Memo Introduction

  • This is the intro section. There is no need to give an introduction a heading, as it’s obvious it’s the intro.
  • The section is typically two paragraphs. It can be longer for more complex projects.

Work Completed

Follow these instructions for the Work Completed section:

  • Include a brief introduction that summarizes the work you’ve completed
  • Summarize the main tasks completed to date:
    • Specify the time period covered.
    • Specify major tasks completed [ex: writing, research, production of visual aids].
  • Develop each major task that has been completed in a paragraph or two of its own, with its own subheading.
  • Discuss the completed major tasks in the order in which they were brought up in the introduction to the section.

Work Completed Section

  • Begin all main sections with a First-level Heading (using the same size and style).
  • Include a subheading with a Second-level Heading (using the same size and style) for each major task completed.

Work Scheduled

Follow these instructions for the Work Scheduled section:

  • Include a brief introduction that summarizes the work you have left to do.
  • Summarize the remaining work chronologically:
    • Specify the time period covered.
    • Develop each scheduled major task in a paragraph of its own, with its own subheading.
  • Discuss the scheduled major tasks in the order in which they were brought up in the introduction to the section.
  • Include a Gantt Chart that breaks down the remaining tasks and gives a tentative completion date for each.
    Tip: Be sure that your Gantt chart is large enough to be read easily. If necessary, include the chart on a separate page and turn that page only to Landscape Orientation.

Work Scheduled Section

  • Add another main section with a First-level Heading (using the same size and style).
  • Include a subheading with a Second-level Heading (using the same size and style) for each major task scheduled.

Conclusion

Follow these instructions for the Conclusion:

  • In this section, perform any number of the following tasks [you determine most logical order]:
    • Appraise the work done thus far.
    • Draw conclusions or make recommendations concerning work, using separate subheadings if needed.
    • Look to future tasks in a sentence or two you sign off in a cordial manner by indicating flexibility and encouraging reader response.
    • Provide contact info for the team leader so that the reader can follow up with questions.

Conclusion Section

  • Add another main section with a First-level Heading (using the same size and style).
  • Keep it simple.
  • Do not sign your name at the end or add a signature block.