20 Free Project Status Report Template (Word / Excel)

free project status report template 1

You should make a project status report template if you will assign the task to lead a project in the organization as a project manager. Status report is an effective way to keep your clients and other key people updated about the status of a project. This report makes every involved parties able to have open and continuous communication.

Benefits of making a project status report template:

Let us discuss below the benefits of making such a report;

To increase the focus on the project

The report can be a very useful tool if you are working on a large project that is supported by various stakeholders. You can use this report to bring everyone’s attention each and every week. You can explain the tasks for the benefit of the stakeholders to keep them aware.

To give clarity on the project

Any type of project will include several different things. The status report clarifies these things and brings them forward. In your report, you can include any concerns like delays or issues in terms of the project budget. You can also specify milestones and accomplishments. Moreover, you should also make everything clear to the stakeholders that the project is going well.

To document everything regarding the project

You will have to keep track of the project regularly in order to check the progress and make decisions regarding the project. You have knowledge of everything that has happened throughout the project. Making a daily report on it will help you to do this. You may also see Multiple Project Tracking Templates.

To see the bigger picture

On the status of your project, making regular reports will enable you to see the bigger picture more effectively. You will become able to see all the progress and what requires to be done. People will make better decisions for the success of the whole project by seeing the bigger picture.

On project participants, facilitate communication

It is very important to keep everyone updated on the status of your project. In addition to this, it is also essential to inform everyone how well the project is progressing.

For the analysis of the project’s performance, establish a good rhythm

Creating a regular report indicates that the project manager is performing a daily analysis of the project’s performance. All the aspects of the project are identified that indicates all actions have to be implemented are done.

To encourage you and the project participants

Lastly, the report will act as encourage for you and everyone involved. Seeing your project is progressing provides you a good feeling. Also, you will definitely feel more motivated when you are able to see the milestones and accomplishments.

How to write a project status report template?

Here are some pointers to write an effective project status report;

Keep asking questions

This is a first and very important step. You will have to understand your audience in order to have a report that will give great impact. You should ask questions so that you know what their priorities are. Doing this will provide you better idea on what you should include in your report.

You can start writing your report after asking all questions and gathering all relevant information. Furthermore, it is suggested to begin with the most general points then move on to more specific and detailed ones.

Pay more attention to results rather than the activities

Don’t focus on the past while writing your report. Instead of this, you should pay more attention to the results of your report and ultimately, your project. Don’t look back on everything that you have done.

Adding past activities in your report are considered irrelevant information. To you, past activities may seem relevant but the readers aren’t interested in details. However, there are more essential things to include in your report such as the results and objectives. Readers are usually interested in these details. You have to do a lot of deep thinking to write down the results.

Mention all the key elements in your report

On the basis of your company, there may be different formats for making project status report templates. Include all the following key elements;

  • The status for measuring
  • The overall status of the project
  • The status of the milestones
  • Any issues, risks, and concerns
  • The major objectives and action items
  • The major decisions

Try being visual

You should use visual content in order to communicate the status of your project. Try to use the following;

  • The traffic light method
  • Percentages and statistics
  • Use a Gantt chart
  • Use an issues chart

Keep your report brief

If your company has its own specific template, then you should follow it. If you have to write a lengthier report, to do so. In case, there are no such rules then keep it as brief as possible. When writing such a report, you should try to put yourself in the shoes of your readers. As a reader, you will surely appreciate a brief but direct report as compared to a long document which contains information that is actually irrelevant.

Definitely, if you are creating a precise report then you must make sure to include everything in it. For the readers, it is better to understand the overall status of your project, as seen in a brief report.

Have the answers

When you finish the report, you should have all the answers that you ask in the first step. In your report, if there are any unclear points, you must address them correctly. You can also come up with extra documents and materials that will assist you in answering any relevant questions. These reports generally contains a meeting or a discussion about the project. You should also check Project Budget Templates.


In conclusion, a project status report is a beneficial document used by a project manager in order to keep track of the project so that everybody can be updated. The project is kept on track and all those involved are productive when the status of a project is daily reported.

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