Free Project Status Report Template
Share progress clearly with this free project status report template. It follows a proven project status report format: summary, milestones, risks, budget and next steps. Free download in Excel and PDF.
- Free download
- Excel (.xlsx)
- One-page format
Preview: milestones in the status report
The milestone table shows what is complete, on track or at risk, with a comment for each.
| Milestone | Due date | Status | % complete | Comments |
|---|---|---|---|---|
| Design approval | 14-11-2026 | Complete | 100% | Signed off by client |
| Materials ordered | 20-11-2026 | On track | 50% | 2 of 4 purchase orders raised |
| Phase 1 delivery | 15-12-2026 | At risk | 10% | Supplier delay of one week |
| Final handover | 22-12-2026 | Not started | 0% | — |
Project status report format
A good project status report format fits on one page and answers one question first: is the project on track? This template opens with the project name, reporting period, the person preparing it and an overall status of On track, At risk or Off track. A short summary follows in two or three sentences.
Below that come four blocks: milestones with due date, status, % complete and comments; budget with contract value, invoiced, still to bill, estimated cost and expected margin; risks and issues with impact, owner and action; and next steps. The same order every week makes reports quick to write and quick to read.
What to include in a project status report
Keep it factual and short. Each block answers a question your reader will ask.
- Overall status: is the project on track?
- Summary: what happened this period?
- Milestones: what is done, due or late?
- Budget: how much is billed and how much is left?
- Risks and issues: what could go wrong, and who is acting?
- Next steps: what will happen before the next report?
How often to send a project status report
Weekly works for most projects; fortnightly can be enough for long, steady projects. Send it on the same day each time so your client and management know when to expect it. If the overall status changes to At risk or Off track, do not wait for the next report: tell the people affected straight away and use the report to record the action taken.
Free download: status report template in Excel and PDF
Download the Excel version to fill in on your computer, or the PDF to print. Both are free, with no sign-up. To keep the milestone list up to date between reports, use the free project management Excel template.
Automate project status reports in Catalystk
Most of this report already exists in free project management software. Catalystk's project dashboard shows contract value, invoiced and still to bill, work done, timeline and overdue milestones for every project, and you can download the project in Excel and PDF whenever a report is due. To see estimated cost and margin as well, link a cost estimate with free project cost tracking software.
Free download in Excel and PDF, no sign-up.
Project Status Report Template: frequently asked questions
Is the project status report template free?
Yes. It is a free download in Excel and PDF, with no sign-up.
What is the best project status report format?
One page: overall status, a short summary, milestones, budget, risks and issues, and next steps, in the same order every time.
How often should I send a project status report?
Weekly for most projects, or fortnightly for long, steady ones. Report a change to At risk or Off track straight away.
Can I use it as a weekly status report template?
Yes. Set the reporting period to one week and update the milestones, budget and risks each week.
Can software create the status report for me?
Catalystk's free project dashboard shows progress, billing and overdue milestones for every project, and you can download it in Excel and PDF.
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