The Ultimate Guide to Creating a Project Report: How to write a Project Report with Templates

Writing an effective project report is a crucial skill for any project manager. A well-written report clearly communicates the status and progress of a project to key stakeholders and outlines key next steps. This comprehensive guide will teach you how to write a professional project report in 7 steps using free report templates.

A project report is a document that summarizes project data based on economic and financial analysis, progress status, risks, and results to date. It provides stakeholders with information about your project including goals, timeline, budget, resources, risks, and performance.

This guide covers different types of project reports, key components to include, and tips for writing reports efficiently. With sample project report templates, you’ll learn how to create a polished report to keep your project on track.

Why Are Project Reports Important?

Project reports are a critical part of project management. A well-written report helps project managers in the following ways:

• Communicates the current status of the project to stakeholders

• Highlights project risks, issues, scope changes

• Tracks project progress against schedule and budget 

• Identifies areas that need improvement

• Keeps the project team and stakeholders aligned

• Creates documentation for the entire project

• Demonstrates the value of the project

In short, project reports keep everyone informed about the health of a project. Reports provide the data and insights needed to make good decisions and keep the project on schedule.

What are the Different Types of Project Reports?

There are several different types of project reports, each serving a different purpose. The type of report you’re creating depends on the needs of stakeholders and phase of the project.

Here are some common types of project management reports:

Project Status Report

A project status report communicates where the project stands at a specific point in time. It compares project progress and performance to the original plan. Status reports help identify issues, risks, or changes early. Include sections like progress since last report, upcoming milestones, risk management, and issue log.

Progress/Performance Report

Similar to a status report, a progress or performance report summarizes project progress. It describes work completed in the given timeframe as well as metrics related to budget, schedule, quality, resources, and risks. Use key performance indicators to evaluate progress.

Project Summary Report

A project summary report is an overview of the entire project from inception to completion. It recaps key objectives, milestones, outputs, budget, and lessons learned. Project sponsors often request a summary report as part of project closure.

Analysis Reports

Analysis reports take a deep dive into a specific aspect of the project, like costs, risks, quality, or procurement. Examples include cost-benefit analysis, earned value, forecasting, and gap analysis. Analysis reports identify problems and recommend actions.

Project Management Reports

Project management reports focus on the performance of the project team. They track resource usage, capacity, budgets, timesheets, and project management metrics. Task tracking and burn down reports fall into this category.

Key Components of a Project Report

While the exact format changes based on report type, certain elements are common to all project reports:

Project Overview

The overview provides background on project goals, scope, timeline, deliverables, resources, and sponsors. It summarizes the purpose and objectives of the project.

Status Summary

The status summary analyzes where the project stands at the time of the report. It highlights milestones achieved, upcoming milestones, percentage of work completed, plus budget and schedule status. Charts are helpful to display status visually.

Work Completed

This section describes the activities, deliverables, and work products finished during the reporting period. Reference the project plan, timeline, and work breakdown structure.

Work Pending

Work pending lists the activities and milestones still remaining. Are any critical path items behind schedule? How will you get back on track? Explain upcoming work and priorities.

Issues and Risks

The issues and risks section calls out problems, changes, action items, and risks impacting the project. It identifies who is responsible for resolving each item and next steps. New risks should be added to the risk register.

Budget Status

Budget status compares planned budget vs. actuals spent to date. Track spending by cost center, work package, or resource. Explain any budget deficits or overruns.

Schedule Status

Compare original schedule vs. actual progress. Are milestones on track? Report schedule variance and identify activities that are ahead or behind schedule. Explain delays.

Recommendations and Next Steps

Finish the report with next steps and recommendations to get the project back on track or improve performance going forward. Present options and actions for consideration.

Appendices

Attach relevant facts, figures, and documents that support the project report as appendices. Examples include the risk register, issue log, schedule, budgets, charts, and graphics.

7 Steps to Writing a Polished Project Report

Follow these steps to produce a professional project report your stakeholders will actually want to read:

Step 1 - Determine Report Requirements

Start by defining the purpose, audience, and required contents based on the report type. Identify the questions that need answering and data that must be included. Connect with stakeholders to understand their needs.

Step 2 - Select Report Format and Structure

The format and structure can vary based on the project and organization. Follow company templates if available. Common structural elements include an executive summary, introduction, body, conclusion/recommendations, and appendices.

Step 3 - Gather Data and Content

Compile the data inputs needed for each section of the report. Sources include the project plan, schedule, risk register, budget, quality records, timesheets, and performance metrics. Leverage project management systems to pull data.

Step 4 - Analyze Data

Analyze the project data and turn it into meaningful insights. Calculate metrics like schedule and cost variance. Evaluate project risks, issues, and changes. Assess progress relative to KPIs. Identify trends.

Step 5 - Write First Draft

Following your selected outline, start writing the first draft incorporating the analysis done in step four. Use clear, concise language. Keep sentences short. Include charts and graphs to visualize data. 

Step 6 - Formatting and Style

Apply formatting like colors, fonts, page layouts, headings, and white space for visual appeal. Create an organized, scannable report. Maintain consistency in style and tone. Follow company templates and best practices.

Step 7 - Review and Finalize

Allow subject matter experts to review the draft report. Incorporate feedback and edits. Verify facts and figures. Complete final formatting and touch-ups before sharing the polished version with stakeholders.

Project Report Templates and Examples

Reinventing the wheel for each report wastes time. Start with pre-built templates then customize with your specifics. Here are free templates and samples:

• Project status report template

• Project management report templates

• Status report PowerPoint

• Progress report template

• Summary report samples

• Project closure report

Leverage templates to create well-formatted reports with pre-built sections, content examples, and design elements. Add colors, charts, and branding to match company guidelines.

Tips for Writing Better Project Reports

Follow these best practices for clear, targeted project reports:

• Focus on stakeholders - Understand stakeholders’ needs and tailor content accordingly. Include relevant facts and data points they care about.

• Be visual - Charts, graphs, images allow readers to grasp status, trends, and insights quickly.

• Use executive summaries - Condense findings into a 1-2 page executive summary with top takeaways, recommendations, and action items.

• Keep reports brief - Avoid long, dense reports. Use an appendix for supplemental data.

• Mind formatting - Well-formatted reports with ample white space, headings, and visual hierarchy are easier to digest.

• Simplify language - Write in clear, simple business language. Define acronyms. Avoid jargon that requires insider knowledge.

• Proofread thoroughly - Fix grammar and spelling mistakes that undermine credibility.

• Update templates frequently - Tweak report templates regularly to improve flow, formatting, and effectiveness.

Conclusion and Next Steps

Writing compelling project reports is a learned skill. This guide outlined a step-by-step methodology to produce polished project reports that impress stakeholders using data, templates, and best practices.

Here are some final recommendations on creating excellent project reports:

• Follow the 7 step process 

• Start with templates then customize

• Focus on visual appeal and easy scanning

• Analyze data to gain meaningful insights

• Keep sentences and sections short

• Make critical information obvious

Project reporting helps managers maintain control, alignment, and visibility. With practice and feedback, you can level up your report writing skills over time. Now it's your turn - go create some outstanding project reports!