Prompt library Civil servants, Intermediate, Across government, Summarising
Turn updates into a progress report
Get a structured report of what is done, in progress, delayed and at risk, using only the updates you provide.
Last reviewed: . Reviewer: Muhammad Asadullah.
Before you paste anything: replace names, CNIC numbers and other personal details with placeholders and never use classified material. Use only AI tools your department allows.
When to use it
You collect weekly or monthly updates from teams or field offices and need to report upwards. This prompt turns scattered updates into one consistent report without adding claims that nobody made.
The prompt
Turn the updates below into a progress report for [project or programme name] in a government office in Pakistan.
Reporting period: [start date] to [end date]
Report goes to: [designation of the reader]
Planned activities or milestones for this period (if available):
[Paste the work plan or list]
Updates received:
[Paste the updates, with the team or office each one came from]
Write the report in [English / Urdu] with these sections:
1. Summary: three to five sentences on overall progress
2. Done: activities completed in the period
3. In progress: activities started, with the stage reached if stated
4. Delayed: each delayed activity, the reason given in the updates and the new date if one is given
5. Risks and issues: problems raised in the updates that could affect future work
6. Next steps: what the updates say will happen in the next period
Use only the updates given. Do not invent percentages, figures, dates or reasons. If an update does not say why something is delayed, write "reason not given [CHECK]". If a planned activity is not mentioned in any update, list it as MISSING under a final heading "No update received".How to fill it in
- Include the work plan if you have it. It lets the AI spot activities nobody reported on.
- Label each update with its source so the report can show which team is responsible.
- Remove staff personal matters, such as reasons for leave, before pasting.
Before you use the result
- Check every figure and date against the original updates. Progress reports are often copied into higher-level summaries.
- Follow up each [CHECK] and MISSING item with the team concerned.
- Read the summary for tone. It should not sound more positive or more negative than the updates.
Related guide: How to summarise long files.