Project Status Report Template Free Downloads : 13 Samples

What is a project status report?

A project status report is a formal document used for communicating the current state or station of a given project for the period being reported (weekly, fortnightly or monthly).

Normally, a project status report will contain a brief update summary, Key Performance Indicators of the project, details about what was achieved last week and what is the plan for next week, risks and issues faced. Now we review in detail what information should be contained within the project status report.

The project status report is sent weekly, fortnightly or monthly basis to the key stakeholders of the project including project sponsor and senior management.


Project Status Timeline
Project Status Timeline

After all, the key to making good business decisions is having the right information. And comprehensive project status reporting gives you just that: clear, actionable figures to inform future decisions.

This in-depth guide will take you through how to craft a quality project status report, some of the essential KPIs involved, and we’ll also include a few tips and free templates to help you out along the way.

What should a Project Status Report contain?

Comprehensive project status reporting is crucial to a project’s overall success – that much is clear. But how are you supposed to deliver such information? 

What elements should you include to ensure full understanding? How should a project status report be structured? Should the information be granular or more of an overview? 

The answers to all of these questions will depend on the overarching goals, individual stakeholders, and specific details of your individual project. But more often than not, following this simple outline of which elements to include will more than suffice in most situations.

Project Update Summary

  • Begin your project status report with a short executive summary that provides a high-level explanation of the information contained in the report. 
  • It should include a quick rundown of the KPIs, change requests, delays, external factors, and resourcing issues as well as any recent achievements or missed milestones. 
  • This section is included specifically for upper-level management and executives and, for many, is as far they’ll get in the report. It’s meant to help them decide if they already have the information they need or if they should keep reading the full report for further details. 
  • Generally, people will read the summary to make a decision if they need to continue reading rest of the status update.
  • The update should mention any new change requests, delays, external factors or resourcing issues that affect the project.
  • Providing information on recently achievements milestones or missed milestones can also be included. 

Reporting Project KPI

  • While the summary provides a quick overview of the progress of the project, a detailed look at the KPIs is the meat of the project status report. 
  • These aspects are instrumental in determining if the project is developing as expected or if actions need to be taken to get it back on course.
  • A status report should cover Schedule, Budget, Risks, Issues and Benefits among other KPI.
  • Any easy and effective way of covering KPIs is to use traffic lights for reporting.
  • A KPI which is Green indicates that everything is on track for that aspect of the project.
  • Amber indicates that there is a potential that tasks could get delayed.
  • Red means the task is delayed and with impacts on the project timeline.
  • When anything is amber or red it is best to have a explanation as to what was done or will be done to overcome the issue.
  • Senior management always like to know what effort was put in by the project manager to either avoid the situation or resolve it.
  • Typically all the project KPI are reported together so that the management can get quick view of how the project is tracking.

Project Schedule  

  • Even though project schedule is part of the Project KPI it needs a separate mention as everyone is interested in the key dates of the projects.
  • The project schedule should contain the high level phases of the project. Typically, it would be 4 -5 phases max.
  • For each phase within the project we should have start date, end date, progress(%) and status.
  • The status should be Red, Green or Amber and should follow the same rules mentioned in the KPI section.
  • It is advisable to have the key milestones in the schedule so that people will know the key dates for milestones. 

Project Status KPI
Project KPI

Budget Information

  • Like project schedule budget is also a KPI but because of its importance should be reported separately.
  • For project budget the following values are reported – Forecast and Actual.
  • Forecast is the project cost that was estimated at the beginning of the project.
  • Actual cost is the total money already spent on the project so far.
  • In some case break up on the costs are also reported for instances Resource Costs, Software Costs, Other Costs etc. 

Work plan or WBS

  • Project status report should have information on what tasks were completed and what are planned for next week.
  • The information about task details should be part of Work Break Down Structure within  your WBS Plan.
  • The tasks information can be reported in 3 categories for the reported period – Tasks Planned, Tasks Completed and Tasks Not Completed.
  • It is also important to clearly highlight tasks which were not completed on time. This information is particularly important to managers and leaders who want to know how their staff is performing. 

Risks, Assumptions, Issues and Dependencies

  • Highlighting the key risks, assumptions, issues and dependencies is also one of the main purpose of the status reporting.
  • It is recommended that only top 2 -3 RAID items be included so that the status report does not have too much information.
  • Each of the RAID items should have owner, severity and status.
  • The owner is the person who owns the item, severity tells us the impact the item has on project and status can be WIP, Closed or Open.

Fundamental KPIs That Deserve Their Own Reporting

While you’ll typically want to include each of the above metrics in your project status report, it’s also a good idea to spend a bit more time on two of these KPIs in particular: budget and schedule

Why is it almost always a good idea to single out these two factors? Because they are oftentimes the most indicative of future success. 

When key stakeholders need to make a decision on whether to pour more resources into a project, let it continue as is, or scrap it entirely, two of the first aspects they look at are if it’s meeting the original timeline and if it’s using an appropriate amount of capital. 

As such, effective project status reporting depends on your ability to communicate these two trends in particular, both clearly and efficiently. 

The schedule reporting should be broken down into 4 to 5 phases maximum and should each include a start date, end date, completion progress (%), and overall status. It may also be beneficial to include individual milestones within each.

The budget section should, at its most basic, include at least the forecasted budget and the actual expenditures. More detailed reporting might give a percentage (or dollar value) variance between the two or break down costs into separate categories (i.e. resource costs, software costs, etc.).

Tips for Impactful Project Status Reporting
Tips for Impactful Project Status Reporting

3 Tips for Impactful Project Status Reporting

While you now have everything you need to create a comprehensive project status report, there are a few more strategies to take into consideration before you finalize your report. 

Though not as quantifiable as the components above, keeping these tips in mind will help ensure the information you’re delivering is both understood and appreciated.

Communicating Visually

Project status reporting is meant to be clean and informative. But that doesn’t mean it has to lack visual appeal. In fact, adding color and (some) creativity can actually help communicate ideas more effectively. 

Using, for instance, a “stoplight status system” to highlight problems in red, risks in yellow, and successes in green can turn a block of hard-to-decipher data into an easy-to-skim update.

Knowing Your Audience

One of the most important aspects of impactful project status reporting is that it is relevant to the stakeholder it’s presented to. 

If, for instance, it’s meant for very high-level executives and CEOs, you’ll likely want to keep the information general with more of an overview of the project rather than the granular data you might pass onto a direct supervisor. 

Packing your report with too much information may actually confuse your audience and muddle the true impact of the data you’re presenting. 

Catering Your Report to the Goal at Hand

And lastly, be sure choose the specific KPIs and additional data that best communicate the specific goal your audience is interested in. 

A resource manager, for example, will likely be less concerned with the “quality” of the development than whether the project is on track with the budget.

Finding the Best Free Project Status Report Template

Now that you know what it takes to create an impactful status report that not only communicates all the necessary information but also does so in as efficient a manner as possible, it’s time to find the templates to match.  

The project status report templates from Techno-PM are the smartest and easiest way to standardize your project management workflow. These free templates include project status reports specifically designed for Excel, Word, and PowerPoint. They also cater specifically to certain management goals and styles like team status reporting and agile project status reporting.


Note : Please click on the link below the images to go to download page.

Project Status Report Templates

Project Status Report Template Word
One Page Project Status Report

Weekly Status Report Template
Weekly Status Report

Excel Status Report
Excel Status Report

Status Report PPT Template
Status Report PPT

Status Template Monthly
Comprehensive Multiple Slide Project Status Report

One Page MS Project Report
One Page MS Project Status Report

Project Dashboard Excel Template
Project Management Dashboard

Project Management PowerPoint Dashboard
Project Management PowerPoint Dashboard


Team Status Report PPT Template
Team Status Report Template PPT


Multiple Project Report Template
Multiple Project Status Report Template


Word Status Report
Word Status Report


Agile Project Status Report Template
Agile Project Status Report Template



If you are looking at using email for project status update then it is recommended to see our Project Status Updates using Email. If you are looking for a daily status update excel or word template then have a look at Daily Status Update Excel Template.

2 comments:

  1. Excel status report landscape version is a circular reference and so unable to download template. Can you fix it, please?

    ReplyDelete