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:
- Major work areas showing progress
- Recent milestones or completed phases
- Different building areas or trades (variety)
- 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