How to write and publish a scientific paper - Barbara Gastel, Robert A. Day 2022

Writing a progress report
How to prepare grant proposals and progress reports
Other topics in scientific communication

Some funding sources for grants, and some other supporters or supervisors of work in science, require progress reports at given intervals during projects that they fund or oversee. These reports help readers determine whether the work is progressing adequately, and thus whether adjustments should be made in the plans, the funding level, or both. The prospect of preparing such reports can spur those doing the work to keep up. Writing such a report can aid in assessing one’s own progress and, if advisable, adjusting one’s approach. Also, such reports can be useful for drafting presentations and scientific papers.

Basic Structure

If the intended recipient of a progress report specifies a structure to use, of course use it; if forms (for example, regarding use of funds) are required, complete them as instructed. As when preparing a grant proposal, also follow any other instructions. If you have access to relevant examples of progress reports, consult them as models.

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Commonly, progress reports contain three main sections: background information, a description of current status, and conclusions. Typically, the background section mainly summarizes the project plan. The section on current status presents achievements thus far, compares progress made with that anticipated, and describes any important problems encountered. The conclusions section can provide an overall assessment and describe and justify proposed modifications of the original plan.

Some Suggestions

Before writing a progress report, review the proposal (or other written plan) for the work. In general, structure the progress report similarly to the proposal. For example, if the proposal included sections on three subprojects, include a section on each in the progress report and use the same headings as before.

Be specific in your report. For example, include relevant numbers, names, and dates. If appropriate, include tables and figures. To guide readers, consider using headings and other typographic devices.

Strive to sound positive, competent, and confident. However, do not hide problems. If you identify problems, say how they are being addressed.

If you write a series of progress reports on a project—for example, annual reports on work supported by a five-year grant—put each one in the same basic format. In addition to making the report easier to write, a consistent structure aids readers in comparing the content of successive reports. With a word-processing program, you can easily copy your previous report and update it to yield the current one. Remember, however, to make all needed changes.

Edit your progress report carefully. Double-check it for accuracy and ensure that it is complete, clear, and concise. Your report can then both document your progress and serve as continuing evidence of your professionalism.