Weekly Report Format

Weekly Report Format Skill

Overview

This skill aggregates a week's worth of daily reports into a professional weekly summary designed for owner and project manager communication. The output is a polished .docx (Word) report with optional PDF export that tells the story of the previous week's progress, challenges, and upcoming work.

Each weekly report includes:

• Executive Summary — A concise 2-3 sentence overview capturing the week's narrative arc
• Schedule Status — Current phase, percent complete with week-over-week change, milestone tracking, and delay mitigation
• Work Accomplished — Narrative summary of key activities organized by trade or building area
• Crew Summary — Attendance patterns and subcontractor deployment across the week
• Upcoming Work — Forward-looking preview of next week's planned activities
• Weather Impact — Conditions overview and any schedule delays caused by weather
• Inspections & Testing — Summary of inspections conducted and results
• Materials & Deliveries — Notable material arrivals and any supply chain issues
• Active Issues & Open Items — Tracked problems with status and expected resolution dates
• Safety Summary — Incidents, near-misses, observations, and toolbox talk topics
• Site Photos — Up to 5 representative images with captions showing progress and site conditions
• Distribution & Signature — Standard footer with distribution list and signature block for superintendent

The report is written in a confident, forward-looking tone appropriate for owner-level communication. Language is professional but accessible, focused on progress and momentum with issues addressed matter-of-factly and clear mitigation plans.

Data Sources

• daily-report-data.json — All daily reports for the target week; provides raw data for aggregation (crew counts, weather, inspections, materials, safety, photos, open items)
• project-config.json — Project basics (name, code, location) and output directory paths
• schedule.json — Schedule milestones
• specs-quality.json — Contract documentation requirements, distribution list
• change-order-log.json — Change order data for weekly CO summary
• inspection-log.json — Inspection data including permit info
• meeting-log.json — Meeting records
• punch-list.json — Punch list items
• rfi-log.json — RFI status summary: new this week, closed this week, total open, aging (>14 days)
• submittal-log.json — Submittal status summary: submitted this week, approved, rejected/resubmit, critical-path items
• pay-app-log.json — Current billing status, retainage, percent complete from SOV
• labor-tracking.json — Weekly labor hours by trade, crew count trend, productivity metrics
• quality-data.json — Quality inspection results for the week, open deficiencies

Workflow

1. Determine Target Week

• Default: Most recent complete week (Monday–Friday, ending on most recent Friday)
• User-specified: Accept week-ending date in format MM/DD/YYYY, YYYY-MM-DD, or "week ending [date]"
• Validate that at least 3 daily reports exist for the requested week (incomplete weeks trigger clarification)

2. Load and Validate Data

• Retrieve all daily reports for the target week from daily-report-data.json
• Load project metadata from project-config.json, schedule data from schedule.json, specs from specs-quality.json
• Verify that required sections are present in daily reports (crew, weather, inspections, materials, safety)

3. Aggregate Daily Data

Crew & Headcount

• Extract total headcount from each day
• Calculate average headcount for the week
• Identify peak headcount day
• List all subcontractors that appeared during the week
• For each sub: count days on site, calculate average crew size when present, list primary work

Weather

• Consolidate weather conditions across all days
• Identify days with weather delays or impacts
• Sum total delay hours attributed to weather
• Note any weather-related material delivery delays

Inspections & Testing

• Extract all inspections from daily reports
• Create pass/fail/conditional summary
• Group by inspection type (building, structural, MEP, etc.)
• Note any items requiring follow-up

Materials & Deliveries

• List all material deliveries noted during the week
• Flag any items that arrived damaged, late, or incorrect
• Consolidate delivery log into narrative form

Schedule Progress

• Extract percent complete from first daily report of the week
• Extract percent complete from last daily report of the week
• Calculate week-over-week progress
• Identify milestone status changes
• Cross-reference with schedule milestones from config

Open Items & Issues

• Gather all open items and issues from all daily reports
• Classify as: new (opened during week), carried forward (pre-existing), or resolved
• Note due dates, responsible parties, and status
• Highlight any critical or overdue items

Safety

• Extract all safety notes, incidents, near-misses
• Compile list of observations and toolbox talk topics
• Flag any incidents requiring follow-up or corrective action

4. Draft Executive Summary

• Write 2–3 sentences capturing the week's narrative arc
• Lead with the most significant accomplishment or milestone
• Acknowledge any major challenges and how they're being addressed
• Maintain tone: confident, forward-looking, factual

Example language:

• "The week saw substantial progress in [major area], with [specific milestone] achieved on schedule."
• "Despite [challenge], the team [mitigation], keeping overall progress on track."
• "The focus for the coming week is [upcoming priority] as we move toward [next milestone]."

5. Draft Section Narratives

Each section should be written as a narrative paragraph (not bullet points), organized logically:

• Schedule Status — Reference current phase, percent complete with notation of week-over-week change (e.g., "up 5% from last week"). List upcoming milestones with status. Address any delays with clear mitigation.
• Work Accomplished — Organize by trade or building area (whichever is more relevant). Summarize key activities, not every single task. Reference crew size and key subcontractors involved.
• Crew Summary — Present as table, then summary narrative noting staffing trends and any planned changes.
• Upcoming Work — Brief forward-looking preview (3–5 sentences) based on schedule and current trajectory. Highlight dependencies.
• Weather Summary — Conditions overview (temperature range, precipitation, etc.), any delays, and impact on schedule.
• Inspections & Testing — Narrative summary supported by table of results.
• Materials & Deliveries — Highlight significant arrivals and any issues; reference schedule of expected deliveries for coming week.
• Active Issues & Open Items — Present as table with item, date opened, status, and expected resolution.
• Safety — Narrative summary of the week's safety posture. Include incidents (if any) with action taken. Note observations and topics. End on a forward-looking note ("Continue focus on…").

All narratives should use:

• Tense: Past tense for accomplished work, future tense for upcoming work
• Voice: Third person (e.g., "The team completed…" not "We completed…")
• Tone: Professional but not stiff. Confident, factual, never defensive or alarming.

6. Select Representative Photos

• Retrieve up to 5 photos from the week's daily reports
• Prioritize:
  1. Major work areas showing progress
  2. Recent milestones or completed phases
  3. Different building areas or trades (variety)
  4. Images that communicate progress to owner (before/after, structural elements, finishes, etc.)
• Write clear, concise captions (1 sentence, present tense) describing what is shown and its significance
• Avoid photos that are blurry, poorly lit, or lack clear work context

7. QA Check

Validate the narrative against aggregated data:

• Do percentages and counts match the underlying data?
• Are all major accomplishments mentioned?
• Are all critical issues or delays addressed?
• Is the tone professional and appropriate for owner communication?
• Do sections flow logically and support one another?
• Are there any contradictions or gaps?
• Are all table data points accurate?

8. Generate .docx (with optional PDF)

• Use the weekly-template.md specification to structure the .docx
• Generate using docx npm library (docx-js) following docx skill guidelines
• Apply visual identity (colors: Navy #1B2A4A, Blue #2E5EAA, Light Blue #EDF2F9)
• Ensure proper pagination and section breaks
• Verify all tables render correctly with proper alignment and formatting
• Check photo placement and captions
• Generate document footer with proper spacing for signature block
• After generating .docx, ask: "Also export as PDF?" If yes, convert via LibreOffice headless

9. Save Output

• Name file: {PROJECT_CODE}_Weekly_Report_{week_ending_date}.docx
  • Example: MOSC_Weekly_Report_2026-02-16.docx
• If PDF exported: {PROJECT_CODE}_Weekly_Report_{week_ending_date}.pdf
• Save to output directory specified in project-config.json folder_mapping.owner_reports (typically owner_reports folder)
• Confirm successful save with file path and file size

10. Present to User

• Display report summary (which week, file name, location)
• Remind user of distribution list from config
• Provide next report date (following Friday)
• Offer option to open report, adjust and regenerate, or send immediately

Tone Guidelines

Professional & Confident:

• Speak with authority. You are reporting factual project progress, not asking for approval.
• Avoid hedging language: "appears," "seems," "might." Use definitive statements.

Factual & Data-Driven:

• Every claim should be supported by aggregated daily data.
• Use specific numbers (headcount, percentages, delay hours, inspection results).
• Be precise: "3 days of weather delays" not "some weather issues."

Progress-Focused:

• Lead with accomplishments and milestone achievement.
• Frame challenges as problems with clear solutions.
• Emphasize forward momentum.

Owner-Level Language:

• Assume the reader is a busy executive; be concise and impactful.
• Use building trades language naturally, but avoid jargon when simpler terms work.
• Organize information in order of importance to the owner (schedule, budget implications, risk mitigation).

Never Defensive, Never Alarming:

• Do not make excuses for delays; explain mitigation.
• Do not overstate risks; present issues with planned responses.
• Maintain confidence in the team's ability to execute.

Examples of appropriate language:

• "Weather delays during Tuesday and Wednesday totaling 8 hours were mitigated by accelerated interior work."
• "The structural inspection on Friday identified one rebar spacing item requiring correction before concrete pour. This has been scheduled for Monday morning, with concrete still planned for Wednesday."
• "The team is positioned to complete [milestone] on schedule, pending timely delivery of [material] currently in transit."

Output

File Naming Convention

{PROJECT_CODE}_Weekly_Report_{week_ending_date}.docx Optional PDF: {PROJECT_CODE}_Weekly_Report_{week_ending_date}.pdf

Example: MOSC_Weekly_Report_2026-02-16.docx

Output Location

Directory specified in project-config.json under folder_mapping.weekly_reports (typically a folder named owner_reports at the project root or in reports directory).

Content Verification

• .docx is readable and all sections are present
• All tables render with proper formatting
• Photos display clearly with captions
• Footer contains signature block and distribution list
• No orphaned text or formatting errors
• File size is reasonable (typically 2–5 MB with photos)

Cross-References

• project-data skill — Used to load and validate project metadata from the multi-file data store (project-config.json, schedule.json, etc.)
• daily-report-format skill — Referenced for visual identity (colors, typography, table styles) to ensure weekly report is cohesive with daily reports
• report-qa skill — Called to validate narrative accuracy against aggregated data before .docx generation