Weekly Client Report
For every back office specialist who reports to a client. After reading you will be able to write a weekly report in under 30 minutes that shows outcomes in numbers, surfaces decisions and risks, and proves the value of the work.
Track: Back Office & Admin · Role: All back office roles · Time to complete: 20 min
Why the weekly report matters
Daily reports (start of day and end of day, see the Reporting Standard in Narqix Standards) keep the client informed. The weekly report does something different: it shows the pattern. What got done, what improved, what is at risk, and what the client needs to decide. It is also the main way a client sees the value of Narqix beyond "hours worked".
A client who reads a good weekly report every Friday rarely asks "What does my VA actually do?"
When and how
- When: last working day of the client's week, before the end of their day, in their time zone.
- Where: the channel the client prefers (email or team channel), with the full numbers in a shared sheet if needed.
- Length: one screen. The client should read it in two minutes.
- Time to write: under 30 minutes if your daily reports are good, because you collect the numbers from them.
The structure: six blocks
| Block | Answers | Rule |
|---|---|---|
| 1. Headline | What is the one thing to know this week? | One sentence |
| 2. Numbers | How much, how fast, how accurate? | Compare with last week and target |
| 3. Wins | What improved or got finished? | Outcomes, not effort |
| 4. Issues and risks | What went wrong or might? | Each with what you did and what is next |
| 5. Decisions needed | What do you need from the client? | Each with your recommendation |
| 6. Next week | Top three priorities | Specific and dated |
A full example
The example below is the report exactly as the client receives it.
Weekly report, (CLIENT NAME), week ending (DATE)
Headline: Invoice backlog is cleared, and supplier payments are now entered within 1 business day.
Numbers
| Measure | This week | Last week | Target |
|---|---|---|---|
| Emails processed | 412 | 389 | All |
| Inbox unprocessed at end of each sweep (average) | 4 | 9 | 10 or fewer |
| Meetings booked and confirmed | 23 | 19 | All confirmed |
| Invoices entered (double entry) | 64 | 41 | All received |
| Data accuracy, QA sample | 100% money, 99.7% contact | 100%, 99.4% | 100%, 99.5% |
| CRM duplicates merged | 37 | 52 | Falling |
Wins
- Backlog of 38 old invoices cleared; all control totals match.
- New vendor onboarding checklist created; first two vendors onboarded in 2 days instead of 6.
Issues and risks
- Website form is creating duplicate CRM records (29 of 37 this week). Fix proposed below.
- (VENDOR NAME) has not sent their insurance certificate after 3 reminders. Their job starts (DATE).
Decisions needed
- Turn on email matching in the website form so it updates existing records. My suggestion: yes. It stops most duplicates.
- (VENDOR NAME) certificate: pause their start until it arrives? My suggestion: yes, as your policy requires it.
Next week
- Quarterly CRM tag audit, proposal by Wednesday.
- Travel for the (CITY) conference held and ready for approval by Tuesday.
- Hiring: 6 interviews scheduled for the dispatcher role.
Writing rules
- Numbers over adjectives. Not "lots of emails", but "412 emails".
- Compare. A number alone means little. Show last week and the target.
- Outcomes over activity. Not "worked on invoices", but "cleared 38 old invoices".
- Bad news early and plainly. Every issue has what you did and what happens next.
- Every decision has a recommendation so the client can reply "yes to both".
- No surprises. Nothing in the weekly report should be the first time the client hears about a serious problem. Urgent issues go through the Escalation Ladder the day they happen.
- Honest numbers only. Never round up, never estimate without saying so. If a number is missing, write "not measured this week" and why.
Coach's note: keep a running "report notes" document during the week. Every time something good, bad or decision-worthy happens, add one line. On Friday, the report almost writes itself, and you never forget the win from Monday.
Never do this: never invent, guess or "improve" a number in a report. A report with one made-up number makes every other number worthless. This is a serious conduct issue at Narqix.
Before you send
- Headline is one sentence and is the most important fact
- Every number checked against its source (tracker, CRM, sheet)
- Comparison with last week and target
- Every issue has an action and a next step
- Every decision has a recommendation
- Client's spelling and date style
- Fits on one screen
Check yourself
- Name the six blocks of the weekly report.
- Rewrite this as an outcome: "Worked on CRM cleanup this week."
- A serious problem happened on Tuesday. Is Friday's report the right place to tell the client?
- Why does every number need a comparison?
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