How to Write a Report Template: A Step-by-Step Guide with an Example
A well-structured report template can save you time, ensure consistency, and streamline communication across your organisation. Whether you're writing project updates, business proposals, or performance reviews, a solid template serves as a foundation that keeps your reports clear and professional.
At Social Momentum, we understand the importance of effective communication, so we’ve outlined key steps to creating a report template. Plus, we’ve included a practical example to get you started.
1. Define the Purpose of the Report
Before creating a template, clarify the report’s goal. Are you summarising progress, providing an analysis, or recommending actions?
Why It Matters: The purpose will dictate the structure and content of your report.
Tip: Include a section at the beginning of your template for a brief purpose statement, so readers immediately understand the report's objective.
2. Outline the Key Sections
Most reports follow a standard structure. Here’s a common format to include in your template:
Title Page: Include the report title, author(s), date, and any relevant branding.
Executive Summary: Provide a concise overview of the report’s main points.
Introduction: Explain the purpose, scope, and background of the report.
Body: Present findings, data, analysis, or key updates, divided into logical sections.
Conclusion/Recommendations: Summarise insights and suggest next steps.
Appendices: Attach supplementary material like charts, graphs, or detailed data sets.
3. Standardise Formatting
Establish consistent fonts, headings, and spacing to make your report visually appealing and easy to navigate.
Tips for Consistency:
Use hierarchical headings (e.g., H1 for sections, H2 for subsections).
Set margins, line spacing, and font sizes.
Add a footer with the page number and report title for professionalism.
4. Include Placeholder Text and Prompts
Guide users by adding placeholders in your template. For example:
In the Executive Summary, include “Summarise the key findings and actions in 3–5 sentences.”
In the Body, include prompts like “Describe the data source and methodology here.”
This ensures the template is both user-friendly and informative.
5. Incorporate Visual Aids
Reports are often easier to digest with visuals like charts, tables, and infographics. Leave designated spaces for these elements in your template.
Example Placeholder: “Insert bar chart comparing quarterly sales figures here.”
6. Provide a Sample Report
Include a filled-out version of the template as a reference. This helps users understand how to format their content effectively.
Example Report Template
Title Page
Report Title: [Insert Title]
Author(s): [Insert Name(s)]
Date: [Insert Date]
Executive Summary
[Write a brief overview of the report’s purpose, key findings, and recommended actions.]
Introduction
Purpose: [Why was this report created?]
Scope: [What does this report cover?]
Background: [Provide context or history if necessary.]
Body
Section 1: Findings
[Summarise your key findings here.]Subpoint 1: [Details or examples.]
Subpoint 2: [Details or examples.]
Section 2: Analysis
[Interpret the findings and provide insights.]
Conclusion/Recommendations
[Summarise the key points and propose actions or next steps.]
Appendices
[Attach any additional material, such as charts, tables, or references.]
Final Thoughts
A well-crafted report template simplifies the writing process, ensures consistency, and enhances the professionalism of your communication. By following this guide and customising the example provided, you’ll be ready to create reports that inform, persuade, and inspire action.
Need help crafting templates for your business? Social Momentum can design bespoke templates that align with your brand and streamline your processes.
Social Momentum – Making communication effortless and impactful.