How to Write a Project Report: [ Templates + Guide]  (2023)

Writing a project report is an essential but often overlooked contributor to your project’s health. While it can be time-consuming to collect and organize the relevant data that the project generates, this process can be optimized and automated and reward you greatly.

In this post, we’ll explore the basics of project reporting and share useful templates and tips to create dazzling project reports in less time.

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What is a project report and its types?

A project report is a document where you share details about different areas of your project. Depending on the report type, your audience, and your intention, the details you showcase might differ.

The different types of project reports could be broken down by time— daily, weekly, monthly, or quarterly— or a number of other factors like risk, budget, and project management style. Bottom line? They simplify the process of gathering and disseminating information about key information on the project. For instance, a typical report might include:

  • Resources you’ve used so far
  • How project time is being spent
  • How you’re doing against KPIs
  • Major expenses
  • Workload and team availability

What is the purpose of project reporting?

Reporting gives you, your team, and stakeholders the ability to track project progress against the original plan. The main goal of a project report is to improve decision-making, to help you make sense of your project data, and decide what your next step should be. This in turn can impact your budget, timeliness, and project success.

It also plays a vital role in your stakeholder engagement strategy, as it keeps everyone informed on the progress of projects they’re interested in. Those are just a few of the reasons why project reporting has become the most common activity among PMOs (Project Management Offices).

How to Write a Project Report: [ Templates + Guide] (1)

(Video) How to Write Effective Project Reports

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5 unique project report templates

As we stated earlier, we can split project reports into different types and categories. To contextualize this, here are five templates for project reports, each with unique structures and the freedom to customize them for your needs.

1. Project status report

Probably the most frequently used, a project status report offers a general overview of the current status of your projects. A project status report answers the question: “How likely is it that we complete this project on time without overrunning costs?”

These reports analyze whether you’re meeting project goals and key performance indicators, how much money you’ve spent so far, and the major highlights about the current period. With our single project template, creating a status report is easier than ever.

This template helps you streamline your project timeline, set exact deadlines for tasks, complete project time tracking, and monitor all the stages of your project in one place. You can also easily turn this board into a data dashboard and use it for your reporting.

2. Resource workload report

Resource workload reports help you visualize what your team’s working on, when they’re working on it, and how much work is left. These also reports help you understand how your assets are being used and make sure your actions are aligned with the overall objective.

Our resource management template helps you organize all your assets, locations, and people into one place and track every action with accuracy. You can also manage your resource allocation initiatives and make sure you don’t assign the same resource twice in multiple tasks.

(Video) How to Make a Project Status Report Template with PowerPoint - Simple Design Tutorial

How to Write a Project Report: [ Templates + Guide] (2)

3. Portfolio report

Portfolio reports take a look at all your projects and consolidate all the data into a single document. These reports take a look at high-level milestones, status, variances, progress, and major highlights of your portfolio strategy.

With our portfolio management template, you can track unlimited projects on a single board and get a quick snapshot of their health and profitability.

How to Write a Project Report: [ Templates + Guide] (3)

4. Task list/Time-tracking report

Time-tracking reports, also known as timesheets, help you measure how your team is spending their time, where they’re spending most of it, and spot potential bottlenecks before they start snowballing.

With our team task list template, you can bring in your entire organization, assign tasks to peers, and measure the project progress at a glance. By adding a time-tracking column to your board, you can also track and monitor time spent by each team member — information you can later turn into a report.

How to Write a Project Report: [ Templates + Guide] (4)

5. Expense report

Often, project expenses are a “silent killer.” At a glance, a particular project might seem healthy until everyone starts reporting expenses only at the end of the time period. Expense reports that are accessible to everyone and encouraged to update them in one central place can make a big difference, and potentially save you time and unpleasant surprises.

(Video) Project Status Report: Simple Project Progress Report Template

With our expense tracking template, you can proactively manage your cash flow regardless of your accounting skills, or lack thereof. Enjoy automations and reminders that take the work out of reminders for payments that are due.

How to Write a Project Report: [ Templates + Guide] (5)

How do you write a project report?

While your project reporting process can get as elaborate as you want, but the three-step process outlined is a great way to get started quickly sacrificing quality.

Step 1: Define your theme

Decide which of the many report types you’ll use and what’s the main theme for such reports. Consider:

  • Frequency: How often will you send this report?
  • Audience: Who’s the main reader?
  • Objective: What are you trying to accomplish?

Step 2: Find the major highlights

As we stated already, your project reports shouldn’t include all the information, data points, and events of your project. An effective project report is more like a summary — it focuses on the information that’s relevant to the reader and ignores anything else.

For instance, if you’re putting together a resource workload report aimed to inform your direct manager, including points like profitability or expenses are probably essential for them but designs and logos for a presentation may not be.

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Step 3: Add a narrative

Finally, it’s important to make sure your report isn’t just a bunch of numbers and graphs without a story. At the end of the day, your report will be read by people, so be empathetic and create something meaningful.

(Video) Project Management Status Reports [WHAT TO INCLUDE]

Contextualize the final report based on past, present, and future events as well as who you are presenting to. Explain to them:

  • What you will do
  • How you will do it
  • Your strategies and rationale

By following this simple process, you won’t only create outstanding reports, but you’ll also delight your clients, stakeholders, and leaders.

How to create insightful reports with

Did you know that nearly 40% of teams spend more than a day a month putting together reports? With the right project management software — and a bit of creativity — anyone can create dazzling reports in way less time.


How to Write a Project Report: [ Templates + Guide] (6)

First things first: isn’t just another “project management software. We offer a genuine Work OS. Instead of providing you with a “fixed” platform, we give you tons of LEGO-like building blocks so you can design a digital workspace that fits your exact needs— in fact, more than 127,000 teams trust us to manage their projects.

Some of our top features include:

  • Automations: automate up to 250,000 human actions in just a couple of clicks.
  • Data visualizations: visualize your project data with different views, including Timeline, Gantt, and Kanban.
  • Advanced reporting: create custom and beautiful reports with speed.
  • Integrations: integrate some of your favorite tools and apps and centralize your info into a single source of truth.
  • Collaboration: bring in all your teammates and collaborate in one place.

In terms of reporting, here’s a quick overview of everything you can track and report with

(Video) How to Write a Good Project Status Report | Coffee with Brett

Ready to create a project report?

Whether it’s for project stakeholders, your boss, or a client, a solid report will strengthen your relationships and keep everyone happy — or, at the very least, informed. If you’re tired of collating reports manually and want to tap into the power of automation, then might help.

To start, we suggest you try our fully customizable project tracker template — it’s the first step to creating better project reports.

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How do you write a project report template? ›

How to Write an Effective Project Report in 7 Steps
  1. Decide the Objective. Take some time to think about the purpose of the report. ...
  2. Understand Your Audience. ...
  3. Report Format and Type. ...
  4. Gather the Facts and Data. ...
  5. Structure the Report. ...
  6. Readability. ...
  7. Edit.
31 May 2022

How do you write a good project report? ›

Tips on how to write a project management report
  1. Keep it short and simple. Project stakeholders don't want to get bogged down in too much detail. ...
  2. Be concise, and avoid technical jargon. ...
  3. Make it visual. ...
  4. Be honest about progress. ...
  5. Highlight any action points.

What are the 5 steps in report writing? ›

  1. 5 Step Guide to Report Writing.
  2. Read the brief/terms of reference carefully. The brief should tell you: ...
  3. Plan each section. ...
  4. Relate findings to background research. ...
  5. Put yourself in the position of the reader. ...
  6. Edit ruthlessly and proofread.

What is the format of project report? ›

The dimension of the project report should be in A4 size. The project report should be neatly bound. The cover should be printed in black letters and the text (or font?) for printing should be identical.

How do I write a mini project report? ›

It should be drafted with Times New Roman font style, double line spacing and font size 14.
The contents should be arranged in the following sequential manner,
  1. Cover page and Title page.
  2. Bonafide Certificate.
  3. Abstract.
  4. Table of Contents.
  5. List of Tables.
  6. List of Figures.
  7. List of Symbols, Abbreviations and Nomenclature.
  8. Chapters.
4 Aug 2016

What are the contents of a project report? ›

The project report contains detailed information about Land and buildings required, Manufacturing Capacity per annum, Manufacturing Process, Machinery & equipment along with their prices and specifications, Requirements of raw materials, Requirements of Power & Water, Manpower needs, Marketing Cost of the project, ...

How do you start a project report? ›

It should begin with a clear statement of what the project is about so that the nature and scope of the project can be understood by a lay reader. It should summarise everything you set out to achieve, provide a clear summary of the project's background, relevance and main contributions.

What is project report with example? ›

A project report is simply a document that provides detail on the overall status of the project or specific aspects of the project's progress or performance. Regardless of the type of report, it is made up of project data based on economic, technical, financial, managerial or production aspects.

What is report layout? ›

A report layout controls content and format of the report, including which data fields of a report dataset appear on the report and how they're arranged, text style, images, and more. From Business Central, you can change which layout is used on a report, create new layout, or modify the existing layouts.

How do you start a report introduction? ›

The introduction should:
  1. discuss the importance or significance of the research or problem to be reported.
  2. define the purpose of the report.
  3. outline the issues to be discussed (scope)
  4. inform the reader of any limitations to the report, or any assumptions made.
10 Feb 2022

What are the steps to write a project? ›

5 project planning templates to help you write a good project plan
  • Structure your project. Looking for a general project plan template? ...
  • Plan out your resources. ...
  • Calculate your project budget. ...
  • Sketch out your project schedule. ...
  • Work out potential project risks.
17 Jul 2022

What is the order of project report? ›

The project work report starts with a number of chapters and ends with a summary & conclusion. Each section or chapter should include an exact title to reflect the contents mentioned in the chapter. A section can be separated into different sections & subsections to present the content discretely.

How is a project report formulated? ›

Stages of project report include understanding project report, gathering and selecting information, organizing material, analyzing material, etc. Stages of project formulation includes feasibility analysis, techno-economic analysis, input analysis, cost-benefit analysis, etc.

How do I write a Powerpoint for a project report? ›

There is a proper format that you must follow when creating a PPT. The first slide must include the project title and participants' names, the names of Internal and External guides, followed by information about the topic in a well-organized manner. You could also include the sources in the last slide.

What is a project format? ›

A project plan template is a document that creates a standard format for a project plan. Typically, it contains a list of the essential elements of a project, such as stakeholders, scope, timelines, estimated cost and communication methods. The project manager typically lists the information based on the assignment.

What are the characteristics of a good project report? ›

Characteristics Of A Good Report
  • Several characteristics of a good report include: Precision. ...
  • Accuracy of Facts. Information contained in a report must be based on accurate facts. ...
  • Relevancy. The facts presented in a report should be accurate and relevant. ...
  • Conciseness. ...
  • Grammatical. ...
  • Clarity. ...
  • Presentation. ...
  • Complete Information.
14 May 2022

What is a detailed report? ›

adjective [usually ADJECTIVE noun] A detailed report or plan contains a lot of details.

How do you write a summary for a project report? ›

How to write a great executive summary, with examples
  1. Start with the problem or need the project is solving. ...
  2. Outline the recommended solution, or the project's objectives. ...
  3. Explain the solution's value. ...
  4. Wrap up with a conclusion about the importance of the work.
2 May 2022

How do you write a project report executed? ›

How to Create a Good Project Report? Follow these Steps!
  1. Set the Objective. ...
  2. Understand The Reader. ...
  3. Know The Format. ...
  4. Collect All The Facts & Data. ...
  5. Structure the Report. ...
  6. Edit & Review. ...
  7. Project Health Report. ...
  8. Project Summary Report.

What are the 7 steps of the writing process? ›

The writing process, according to the EEF's ​'Improving Literacy In Key Stage 2' guidance report, can be broken down into 7 stages: Planning, Drafting, Sharing, Evaluating,Revising, Editing and Publishing.

How do you layout a report? ›

Structure and organisation
  1. Title page. The title page needs to be informative and descriptive, concisely stating the topic of the report.
  2. Abstract (or Executive Summary in business reports) ...
  3. Table of contents. ...
  4. Introduction. ...
  5. Methodology. ...
  6. Discussion. ...
  7. Conclusion/recommendations. ...
  8. Appendices.

Which things should be avoided while writing a report? ›

7 Mistakes to Avoid When Writing Reports for Senior Management
  • Don't start right with the introduction. ...
  • Writing a report without a clear structure. ...
  • Grammar & Stylistic mistakes in Recommendations. ...
  • Writing a report that is too short. ...
  • Not spending enough time on research. ...
  • Writing in a literary way.
22 Nov 2021

What is style of report writing? ›

The style of reports should be concise, giving precise detail. Flowery language should not be used. Data may be presented as charts, graphs or tables, if appropriate. Descriptions of methodology should be sufficiently clear and detailed to allow someone else to replicate them exactly.

What is a standard structure of a report? ›

Reports are formal documents which can include headings, sub-headings, numbered sections, bullet point text, and graphics such as flow charts, diagrams or graphs. All of these devices may be used to help the reader navigate the report and understand its content.

What is good reporting system? ›

A good reporting system is helpful to the management in planning and controlling, every level of management needs information relating to its activity center so that effective planning. may be undertaken and correct activities may be controlled and necessary corrective measure may also be taken in time.

What are the 10 principles of good report writing? ›

These principles are often called as qualities or requirements of a good report.
  • Selectiveness:
  • Comprehensiveness:
  • Cost Consideration:
  • Accuracy:
  • Objectivity:
  • Preciseness:
  • Simplicity:
  • Proper Language:

What are the steps in report writing PDF? ›

The following stages are involved in writing a report: ▪ planning your work; ▪ collecting your information; ▪ organising and structuring your information; ▪ writing the first draft; ▪ checking and re-drafting.

How do you end a report? ›

How to write a conclusion for your research paper
  1. Restate your research topic.
  2. Restate the thesis.
  3. Summarize the main points.
  4. State the significance or results.
  5. Conclude your thoughts.

How do you write a simple introduction before a report? ›

How to create an engaging introduction
  1. Tell your audience who you are. Introduce yourself, and then once your audience knows your name, tell them why they should listen to you. ...
  2. Share what you're presenting. ...
  3. Let them know why it's relevant. ...
  4. Tell a story. ...
  5. Make an interesting statement. ...
  6. Ask for audience participation.

How do you write a good introduction example? ›

Strong Introduction Paragraph Examples
  1. Use a Surprising Fact. You can capture the reader's attention with a surprising fact or statement. ...
  2. Pose a Question. ...
  3. Start With an Anecdote. ...
  4. Set the Stage. ...
  5. State Your Point Clearly. ...
  6. Start With Something Shocking. ...
  7. Use a Statistic. ...
  8. Get Personal.

How do you write a project in 10 simple steps? ›

10 Steps to Creating a Project Plan
  1. Step 1: Explain the project plan to key stakeholders and discuss its key components. ...
  2. Components of the Project Plan Include:
  3. Step 2: Define roles and responsibilities. ...
  4. Step 3: Hold a kickoff meeting. ...
  5. Step 4: Develop a Scope Statement. ...
  6. Step 5: Develop scope baseline.
17 May 2012

What are the 10 steps to write a good project plan? ›

10 Steps to Successful Project Planning
  • Define project objectives. ...
  • Break the project into a list of deliverables and milestone. ...
  • Define tasks for each deliverable and milestone. ...
  • Estimate the time and resources needed for completion. ...
  • Identify risks. ...
  • Identify stakeholders and obtain their input. ...
  • Identify requirements.

What are the 7 steps of project planning? ›

7 Steps To Project Planning Success For Project Managers
  • Tip 1: Establish clear goals for the project. ...
  • Tip 2: Set expectations up front. ...
  • Tip 3: Outline potential risks and how you'll manage them if hazards arise. ...
  • Tip 4: Minimize the number of meetings. ...
  • Tip 5: Plan the perfect kickoff meeting.
8 Feb 2019

What are 5 characteristics of a project? ›

  • i. Specific. The project must be specific. ...
  • ii. Measurable. A clearly defined project must be measurable in terms of its benefits and achievements. ...
  • iii. Achievable. A project will only be meaningful if it is achievable. ...
  • iv. Relevant. The project needs to bring relevant benefits to the entity concerned. ...
  • v. Time bound.

What is the first step in planning a report? ›

Process of planning includes the following steps:
  1. Setting Objectives.
  2. Developing Premises.
  3. Identifying alternative courses of action.
  4. Selecting an alternative.
  5. Evaluating alternative courses.
  6. Selecting an alternative.
  7. Implement the plan.
  8. Follow-up action.

How many steps are there in report writing? ›

How To Write a Professional Report in 7 Steps.

What is the main part of report? ›

Formal reports contain three major components. The front matter of a formal report includes a title page, cover letter, table of contents, table of illustrations, and an abstract or executive summary. The text of the report is its core and contains an introduction, discussion and recommendations, and conclusion.

What is project report with example? ›

A project report is simply a document that provides detail on the overall status of the project or specific aspects of the project's progress or performance. Regardless of the type of report, it is made up of project data based on economic, technical, financial, managerial or production aspects.

How do you write an introduction for a project report? ›

How to write a project introduction in 12 steps
  1. Write the project introduction last. ...
  2. Identify the purpose of the project. ...
  3. Discuss how you completed the project. ...
  4. Describe any challenges you faced. ...
  5. Provide background information. ...
  6. Include an outline of the project. ...
  7. Add a thesis statement, if necessary. ...
  8. Be clear and concise.
1 Jun 2021

How is a project report formulated? ›

Stages of project report include understanding project report, gathering and selecting information, organizing material, analyzing material, etc. Stages of project formulation includes feasibility analysis, techno-economic analysis, input analysis, cost-benefit analysis, etc.

What is a final project report? ›

A Project Final Report is used to document project successes, lessons learned and performance in order to signal improvement in project delivery for the future. This template outlines the content and format of final reports to be used for all information systems projects.

What is the basic structure of a report? ›

We can describe the structure of a report in a similar way to that of an essay: introduction, body, and conclusion.

How do I start my introduction? ›

How to Write a Good Introduction
  1. Keep your first sentence short.
  2. Don't repeat the title.
  3. Keep the introduction brief.
  4. Use the word “you” at least once.
  5. Dedicate 1-2 sentences to articulating what the article covers.
  6. Dedicate 1-2 sentences to explaining why the article is important.
30 Jul 2019

What are the characteristics of a project report? ›

That objective and purpose can only be achieved if a report has the following qualities and characteristics: It should be factual: Every report should be based on facts, verified information and valid proofs. Clear and Easily understandable: Explained below. Free from errors and duplication.

What are the major steps in project formulation? ›

Normally, an approach to project formulation involves various stages in the order of importance namely project idea, reasons for going in for a new project, need/demand for the project, project technology, project inputs, project location, project cost, project economics, time frame, social benefits, environmental ...

How many steps are in the project formulation process? ›

Project formulation divides the process of project development into eight distinct and sequential stages.


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2. How to Create Report Templates to Automate Reporting
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3. Build a Project Closure Report Template
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4. What Goes Into a Project Status Report Template?
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