Updating your boss on your current tasks before the due date is essential. To this regard, to stand out and be an indispensable employee, you should endeavour to update your boss regularly on any given task, whilst being meticulous with other duties.
In addition, ensure that your updates and information are written or properly documented. This serves as a form of evidence against a denial that such an update was never reported. Hence, by properly documenting your update, there's evidence to substantiate your claims.
In this post, you will get tips and sample letters/email formats you can use as a template to give updates to your boss. However, bear in mind that these samples aren't to give updates to your boss only. The samples provided in this article can also be used to provide updates to your clients and customers.
Notwithstanding the samples, it is important that you take note of the dos and don'ts listed in this article.
- Give a concise description of the project, that is, when writing an email update your boss or a client on a given task, the facts should be short and straightforward as the aim is to remind your boss and not to provide a deep explanation into information they already have.
- In instances where there are quantifiable data to be presented, it’s better to represent this in a table format, chart or graph in your update to your boss. Your boss will appreciate this step as it’s easier to source data when represented in the right format.
- When writing to update your boss, avoid the use of extremely technical words and phrases except those that your boss is familiar with. As much as it is best that an email update to your boss is written professionally, the usage of words that are overly technical is not advised. Bosses are known to be busy and most times they scan through updates especially when it's not the final piece.
- In addition, when updating your boss, do not use abbreviations except it has been clearly spelt out in a previous paragraph or they're abbreviations that are common in your profession.
- In your email update to your boss, ensure that the report is fluid and each paragraph flows simultaneously. Dot your ‘I’s and cross your ‘T’s. Use Caps, sections, and subsections for easy readability where necessary.
- Give yourself enough time to prepare the update to your boss. Don’t rush it but jot down each point as you remember, then create a well-readable piece.
To learn how to write an email to your boss after fixing an appointment, read this article.
Sample 1 Letter to Update Your Boss
25th February 2018 Mrs Parkinson Olex Engineering Ltd No2. Park Avenue Dear Sir Re: Negligence of duty by staff As requested by your good self, I made a sudden visit to the branch at Miko street, took the necessary pictures and the report as per my findings is presented below. Few clients came in between the hours of 8 am to 1 pm and the customer relationship manager attended to them very well. She gave them the necessary forms to fill and registered their interest in the company. She thereafter directed them to the assistant sales manager who also carried out his duties diligently. The cleaners were in their uniform, as opposed to the report received that they were often in casual wears. The office premises was visited 6 times during my stay there and it was cleaned thoroughly, leaving the environment fresh and tidy. The Internal Control Officer was not in the office, and when asked, I was informed that he already took a leave of absence from you as his wife fell ill and was admitted to the hospital. In general, no staff at the Miko branch appeared to have neglected his duty but all worked according to their job description. Based on the above, I recommend that a CCTV Camera be installed in every room so that whenever there is a complaint of negligence, the recordings can be played to apprehend any staff flouting rules and regulations and also neglecting his duty. I hope I was able to carry out this role and present a succinct update that meets your expectation(s). The pictures taken are attached to this letter. Yours faithfully, Maya.O Junior Assistant Supply Chain Department
Sample 2 Email to Update Your Boss
Subject : Maxxam’s Job Safety and Standard Operating Procedures Dear Sir: Below is the update regarding our organizational safety and health administration procedures. It is cultural that we designate specific staff members to various plants for safety purposes and this we keep practicing. It is also customary that we utilize diagrams, charts, and which are within the reach of every member of staff. It can be found at every branch of Maxxam and with every department. As suggested, I contacted a translation services company to help translate all our manuals into different languages for ease of use, and our team is currently working on a plan to ensure all manuals are updated regularly. Hope I covered all you require? Should you require further clarification(s), please don’t hesitate to point it out in a reply email and I shall attend to it immediately. Yours faithfully, Josephine. O Health and safety personnel Health and Safety Department
Sample 3 Letter to Update Your Boss
Subject: Revised Employment Laws 25th February 2018 The Managing Director Hebron Ltd California USA Dear Sir, Subject: Revised Labour Law As requested, the summary of the employment law research can be summarised as follows: 1. There are no new employment laws but amendments to sections of the old Labour Act. 2. At Section 2 (2), maternity leave beneficiaries were amended by adding ‘mothers who for one reason or another are required to stay with infants for longer’. 3. At Section 6 (4) (a), Trade Union was amended to read ‘Trade and Labour Unions or Associations’ 4. At Section 43 (7), the minimum wage was increased by 5 cents. Apart from the above, nothing more was changed in the Labour Act. Please find the amended copy attached for ease of reference. I have also highlighted the affected sections. Yours faithfully, Maya. O Company Secretary.
Dear Sir, Subject: Summary update for the last week of February: Hebron Ltd Cleaning Project Completed: 1. East wing dusted 2. Furnishings removed from the gallery 3. Locks in the East wing were repaired 4. New window frames were replaced at the reception 5. Drinking water jacket was replaced To-Do: 1. Wax all floor areas 2. Replace worn our bricks at the entrance 3. Get new solar panels to increase energy output Issues/Comments: 1. Broken sockets in the west wing should be fixed by the electricians 2. The locker room requires more lockers for new intakes Regards Kierra. A Head, Cleaning Department
Sample 5 Email Update to Your Boss
Subject: Lessons learned between 15th January 2018 – 24th February 2018 Over the previous weeks, I have been able to learn and accomplish many tasks I never thought I would. It is has been a wonderful experience so far. Below is a summary of my achievements and question regarding the next coming weeks Task Achieved: 1. How to interview government officials 2. In-depth Web research 3. Collection of waste samples to be recycled from various locations 4. Public Library book research 5. How to write reports Concerns/Questions 1. I have been informed that I cannot get into the recycling room, please how do I view the recycling process? 2. My direct boss is on maternity leave, who do I report to henceforth? Regards Jane Doe
Sample 6 Email Update to Your Boss
Subject: Driver reshuffle update Dear Sir, Please find attached, the requested update on the driver reshuffle. Please let me know if you require any further clarifications. Regards, Campton. A Employee Relations Officer
For sample 6, the body of the letter is short and the update is to be found in a separate attachment, usually a Microsoft Word document or notepad. Don’t forget to attach a well-written update and attach it to the letter or email.
Also, for email letters such as Sample 4 and 6, you do not require an address, the email address of the recipient serves as the address it will be served. This email has all you need to send progress reports to your customer.