How to Write a Project Report: [ Templates + Guide]  (2022)

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) Project Status Report: Simple Project Progress Report Template

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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) How to Write Effective Project Reports

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 Project Plan [PROJECT PLANNING STEPS THAT WORK]

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 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 a 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.

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 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 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.

What should a project report contain? ›

Project Report Components
  • Executive Summary. The first section of your report will likely include an executive summary. ...
  • Project Progress. This component includes real metrics that track your project's progress. ...
  • Risks and Risk Management. ...
  • Budget. ...
  • Timelines. ...
  • Resources. ...
  • Team Performance. ...
  • Conclusion.
Sep 7, 2022

What are the steps of writing project? ›

Steps to writing your own project proposal
  • Step 1: Define the problem.
  • Step 2: Present your solution.
  • Step 3: Define your deliverables and success criteria.
  • Step 4: State your plan or approach.
  • Step 5: Outline your project schedule and budget.
  • Step 6: Tie it all together.
  • Step 7: Edit/proofread your proposal.
May 18, 2022

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.
Aug 4, 2016

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.

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.

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.
Feb 10, 2022

How do you write a brief report? ›

For a brief research report, you will probably include the following stages:
  1. Short summary. This summarises the main points of the research. ...
  2. General background. This puts the research in the wider context by giving brief details of the subject and the state of present research.
  3. Purpose. ...
  4. Procedure. ...
  5. Results. ...
  6. Conclusions.

How is a project report prepared explain? ›

It is basically an appraisal of the technical feasibility ascertained by the entrepreneur. In this the overall appraisal of the technology and the manufacturing process, location decisions, decisions related to plant and machinery, and also the raw materials and other inputs is done.

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.
May 2, 2022

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 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, ...

What are the elements of project report? ›

Introduction - Mention the outline of the report, give context and mention the scope and methodologies used in the report. Body - This is the lengthy section of the report as it contains background details, analysis, data, and graphics. Conclusion - This section brings the entire project report together.

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.
Aug 4, 2016

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.
Jul 17, 2022

What is detailed project report how is it prepared? ›

A DPR is a final, detailed appraisal report on the project and a blue print for its execution and eventual operation. It provide details of the basic programme the roles and responsibilities, all the activities to be carried out and the resources required and possible risk with recommended measure to counter them.

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.
May 14, 2022

What is a detailed report? ›

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


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