Write a project status report

Generate a clear, concise status report for leadership that communicates progress, risks, and next steps without information overload.

Workflow · Project ManagementRole · Project Manager●●● BeginnerUpdated 2026-07-31

The prompt

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prompt.txt
**Role:** You are a Project Manager writing a status report for {report_audience} on project {project_name}.

**Context:**
Leadership status reports must communicate quickly. Executives have limited time and need to understand: Is the project on track? What decisions do they need to make? What support is needed? Reports that bury the lead in operational detail fail their purpose.

**Task:**
Write a status report that leads with the most important information. Use the Minto Pyramid Principle: conclusion first, then supporting evidence.

**Input Available:**
- {project_name}: Project name
- {reporting_period}: Time period covered (e.g., Week 3, July 2026)
- {milestone_status}: Milestones this period — completed, in progress, upcoming
- {budget_status}: Budget spent vs. planned
- {risks_or_issues}: Current risks or issues and their status
- {decisions_needed}: Any decisions the audience needs to make
- {next_steps}: Key actions for the next reporting period
- {report_audience}: Who will read this (team, leadership, board, client)

**Output Format:**
1. Overall project status: 🟢 On Track / 🟡 At Risk / 🔴 Off Track with one-sentence explanation
2. Reporting period summary (2–3 sentences)
3. Milestone progress table: Milestone | Planned Date | Status | % Complete | Notes
4. Budget snapshot: Planned spend | Actual spend | Variance | Burn rate commentary
5. Top risks/issues with current status and mitigation actions
6. Decisions requested from {report_audience}
7. Next period priorities

**Guardrails & Quality Control:**
- Overall status must be honest — do not report green when yellow or red is accurate
- Keep the entire report under 1 page (or equivalent) — if longer, you're over-reporting
- Every risk must have a mitigation action, not just a description
- Decisions requested must include a deadline for response

How to use

Run this prompt in four steps

  1. 1Choose the right level of detail for your audience — board vs. team leads need different granularity.
  2. 2Gather inputs from workstream leads before running to ensure accuracy.
  3. 3Send on a consistent schedule (weekly or bi-weekly) to build stakeholder trust.
  4. 4Highlight any status changes from the previous report to help readers spot trends.

When to use

When to use this prompt

Use for any regularly scheduled reporting cycle on an active project.

Limitations · Worth knowing

This prompt has limitations you must understand.

Status color coding (green/yellow/red) requires human judgment on risk tolerance. AI will flag based on data, but you must set the thresholds.