Project Management guide · Risk, quality and control
Project Status Report: Template, Example and Writing Tips
A project status report is a regular, short update that tells stakeholders how a project is progressing against its plan, what has been done, what is coming next, and which risks, issues and decisions need attention. Its job is to support decisions, not just to record activity.
Key takeaways
- A status report should support decisions, not just list activity.
- Define RAG ratings in advance and always explain them in words.
- Keep it short, consistent and based on current data.
- Put decisions needed where readers will see them.
What a good status report does
- Gives an honest overall status at a glance.
- Compares progress with the plan: milestones, budget and scope.
- Highlights the few risks and issues that matter now.
- Asks clearly for any decisions or help needed.
- Is consistent from one period to the next, so trends are visible.
Status report template outline
| Section | What to include |
|---|---|
| Header | Project name, reporting period, author, sponsor, date |
| Overall status | RAG rating with a one-line reason |
| Summary | Two to four sentences: where we are and what matters most |
| Schedule | Key milestones: planned date, forecast date, status |
| Budget | Budget, actual to date, forecast at completion, variance; see earned value management |
| Scope | Approved changes this period; see change control |
| Achievements this period | Three to five completed items, linked to deliverables |
| Planned next period | Three to five main activities |
| Top risks and issues | Top three to five from the RAID log, with owner and action |
| Decisions or help needed | What, from whom, by when |
RAG status definitions
Define what each colour means before the first report, so ratings are consistent and not a matter of mood.
| Status | Meaning | Example threshold |
|---|---|---|
| Green | On track; no action needed from governance | Within tolerance on time, cost and scope |
| Amber | At risk; the team has a recovery plan or needs attention soon | Forecast to use more than half of a tolerance, or a critical risk is open |
| Red | Off track; outside tolerance or will be without intervention | Forecast beyond tolerance; decision needed from sponsor or board |
Example: weekly status report
Project: Customer portal. Period: week ending 14 March. Overall: Amber - build on track, but payment integration testing is blocked.
| Area | Status | Detail |
|---|---|---|
| Schedule | Amber | UAT start forecast 28 March vs planned 21 March |
| Budget | Green | £212k spent of £480k; forecast £470k |
| Scope | Green | CR-05 (brand colours) approved, no impact |
| Done this week | - | Account pages complete; invoice download tested |
| Next week | - | Complete password reset; start performance testing |
| Top issue | Amber | I-007: payment sandbox errors; supplier fix due 18 March |
| Decision needed | - | Sponsor to approve moving UAT by one week, by 17 March |
How to write it step by step
- Agree audience, frequency and format in the communication plan.
- Update the schedule, budget and RAID log first, so the report is based on current data.
- Decide the overall RAG rating using the agreed definitions.
- Write the summary last, once you know the story.
- Keep it to one page or one screen where possible; link to detail.
- Send it on a predictable day and time, and follow up on decisions requested.
Common mistakes
- 'Watermelon' reporting: green on the outside, red on the inside.
- Listing activity rather than progress against milestones.
- Burying the decision request at the bottom.
- Including every risk instead of the few that matter.
- Changing the format each time so trends cannot be compared.
Free templates for this topic
Frequently asked questions
What is a project status report?
A regular update on a project's progress against plan, covering schedule, budget, scope, risks, issues and decisions needed.
What should be included in a project status report?
Overall status, a short summary, milestones, budget, scope changes, achievements, next steps, top risks and issues, and decisions needed.
How often should a project status report be sent?
Weekly is common for active projects; fortnightly or monthly may suit longer, steadier projects or senior audiences.
What does RAG status mean in a status report?
Red, amber, green: a simple rating of whether the project or an area is off track, at risk or on track.
How long should a project status report be?
Ideally one page or one screen, with links to supporting detail.
Who writes the project status report?
The project manager, using inputs from the team and the project's logs.
What is a watermelon project in a status report?
One that is reported as green while the underlying reality is red. It usually comes from unclear RAG definitions or reluctance to share bad news.
What is the difference between a status report and a progress report?
The terms are often used interchangeably. Some organisations use 'progress report' for detailed team reporting and 'status report' for summaries to sponsors.
Is a highlight report the same as a project status report?
It is the PRINCE2 name for the regular status report from the project manager to the project board on stage progress.
How does an exception report differ from a status report?
A status report is sent on a regular cycle; an exception report is raised only when a forecast exceeds agreed tolerances, setting out options and a recommendation for the board.
Can project management software create a project status report?
Yes. Many project management tools offer dashboards and status updates, though a short written summary from the project manager is still valuable.