Free production status report template
Buyers want to know, before it is too late, whether an order will be ready on time. This sheet gives suppliers a simple weekly report per order line: materials received, quantity produced and packed, the percentage complete by formula, the planned and updated ready dates, problems and the help needed, with the inspection and booking dates that depend on them.
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What the template covers
- Supplier, buyer, report date and week number
- PO number, item, order quantity and the contract ready date per line
- Materials status: ordered, received, approved
- Quantity produced and quantity packed, with percentages by formula
- Planned and updated cargo ready date, and days late by formula
- Inspection date and booking date that depend on the ready date
- Problems, actions and help needed from the buyer
- Contact and next report date
Guides on this topic
Why ask for a production report
A late order is usually late long before the ship date: materials arrive late, a sample is approved late or a line is busy with another order. A weekly report per PO line shows these problems early, while there is still time to change the booking, move the inspection or agree a partial shipment.
What to report
For each line, report the order quantity, the materials status, the quantity produced and packed, and the planned and updated ready dates. The sheet works out the percentage produced and packed and the days of delay. Inspection companies usually inspect when production is complete and most goods are packed, so the packed percentage also tells you when to book the inspection.
Acting on delays
When the updated ready date moves, agree the next steps in writing: a new inspection and booking date, a partial shipment, air freight for part of the order at the supplier's cost, or a change to the delivery date in the purchase order. Keep the reports; they show when the delay was first known.
Common questions
What is a production status report?
A regular report from the supplier to the buyer showing the progress of each order line: materials, quantities produced and packed, and the expected ready date.
How often should suppliers report production status?
Weekly is common, and more often in the last weeks before shipment or when there is a delay.
When should I book the pre-shipment inspection?
Inspection companies commonly ask for production to be complete and at least about 80% of the goods packed, so book when the report shows the order is close to that point.
What should happen when the ready date is late?
Agree in writing on the new ready date and the consequences, such as a new booking and inspection date, a partial shipment or who pays for faster transport.
Does the report replace the purchase order dates?
No. The purchase order or contract sets the agreed dates; the report shows progress against them, and any change to the dates should be agreed separately.
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