5 Great Report Email Templates To Copy & Paste

Sending out reports via email is a great way to keep your team, clients, or stakeholders in the loop. We're diving into five different types of report email templates you can use.

Using a template gives you a solid foundation, making it faster and easier to share your data beautifully and effectively.

Tips for Writing Report Emails

• Nail the subject line. Make it searchable and informative. Include the report name and the time period it covers, like “Weekly Social Media Report: Oct 1-7.” This helps everyone find it later and know exactly what they're opening.
• Lead with the highlights. Don't make people hunt for the main points. Start with a quick summary or a few bullet points covering the most important takeaways right at the top of your email.
• Make your data easy on the eyes. A wall of numbers is a surefire way to get your email ignored. Use simple charts, graphs, or even just bolded key metrics to break up the text and make the information digestible at a glance.
• Explain the ‘why’ behind the data. Numbers are just numbers until you give them meaning. Briefly add context to your key findings. What drove that spike in traffic? Why was engagement lower this week? A sentence or two is all you need.
• Tell them what's next. End with a clear call to action. Do you need them to review the full report linked below? Come prepared to discuss the findings at a meeting? Let your reader know what the next step is.

Types of Report Email Templates We Will Cover

1. Sales Report Email Template
2. Project Status Email Template
3. Financial Summary Email Template
4. Performance Review Email Template
5. Incident Report Email Template

5 Report Email Templates

1) Sales Report Email Template

<template>

Subject: Sales Report for [*Time Period*]

Hi team,

Here is the sales report for [*Time Period*]. We've pulled together the key performance indicators to give you a clear picture of where we stand.

This past [*week/month/quarter*], our total revenue hit [*$X,XXX*], with [*Number*] new deals closed. A major highlight was the success of our [*specific campaign or initiative*], which brought in [*Number*] new qualified leads.

For a complete breakdown of the numbers, including individual performance and pipeline analysis, please see the full report attached or linked here: [*Link to Full Report*].

Let's use these insights to drive our strategy forward. Please review the data, and we'll discuss our priorities for the next [*Time Period*] during our upcoming sales meeting.

Best,

[*Your Name*]

[*Your Position*]

</template>

2) Project Status Email Template

<template>

Subject: Project Status Update: [*Project Name*] - [*Date*]

Hi team,

Here’s a quick update on the [*Project Name*] project. We are currently [*on track/slightly behind/ahead of schedule*].

This past [*week/sprint*], we successfully completed [*mention key milestone or task*]. Our main focus was on [*describe the focus area*], and we've made solid progress.

We are currently navigating a challenge with [*describe any blocker or risk*]. Our plan to address this is [*explain the plan to mitigate*]. Any input on this would be appreciated.

Our immediate focus for the upcoming [*week/sprint*] is [*outline the next immediate tasks or goals*]. You can find a more detailed view of the project timeline and tasks here: [*Link to Project Board*].

Please let me know if you have any questions.

Best,

[*Your Name*]

[*Your Position*]

</template>

3) Financial Summary Email Template

<template>

Subject: Financial Summary for [*Time Period*]

Hi team,

Here’s the financial summary for [*Time Period*], giving you a clear overview of our financial health.

During this period, our total revenue was [*$X,XXX*] against total expenses of [*$Y,YYY*], resulting in a net profit of [*$Z,ZZZ*]. A key factor this [*month/quarter*] was [*mention a significant expense or revenue driver*], which impacted our bottom line.

The full financial statements, including the balance sheet and cash flow statement, are available here: [*Link to Full Financials*].

Please review these ahead of our meeting on [*Date*] where we will discuss our financial strategy for the upcoming quarter.

Best,

[*Your Name*]

[*Your Position*]

</template>

4) Performance Review Email Template

<template>

Subject: Performance Review for [*Employee Name*] - [*Time Period*]

Hi [*Employee Name*],

This email summarizes our performance review discussion covering [*Time Period*]. It was great to connect and reflect on your progress and future goals.

We recognized your key contributions, especially your work on [*mention specific project or achievement*]. Your initiative in [*mention another key area*] has made a clear impact on the team's success.

We also identified areas for professional growth. We've set a goal to focus on developing your skills in [*mention specific skill or area for development*] over the next [*quarter/six months*]. Our first step will be [*describe a specific, measurable action*].

The complete performance review, including your detailed goals, is available for you to review here: [*Link to Full Review Document*]. Please look it over and let me know if you have any questions.

Best,

[*Your Name*]

[*Your Position*]

</template>

5) Incident Report Email Template

<template>

Subject: Incident Report: [*Brief Description of Incident*] - [*Date*]

Hi team,

This email is to inform you of a [*type of incident, e.g., system outage, data breach*] that occurred on [*Date*] at approximately [*Time*].

The incident involved [*describe the incident and its impact on users or systems*]. Our immediate response was to [*describe the initial actions taken to contain the issue*]. The service was fully restored at [*Time*], and we have been monitoring the situation closely since.

Our initial findings point to [*briefly explain the root cause, if known*] as the cause. We are conducting a full post-mortem to understand the event and implement preventative measures.

A detailed report with a complete timeline and our action plan is available here: [*Link to Full Incident Report*].

We apologize for any disruption this may have caused. Please let us know if you have any questions.

Best,

[*Your Name*]

[*Your Position*]

</template>

What About Using Flodesk?

Once you have these report email templates ready, you need a simple and effective way to send them. Flodesk offers intuitive email marketing tools for small businesses, helping you grow your email list and communicate with your audience. Without needing any coding or design experience, you can build, send, and automate emails that keep your stakeholders informed.

Flodesk provides everything you need for effective email marketing, minus the complexity. Using our email builder, powerful automations, and clean forms, both beginners and experts can send professional, high-converting emails. It’s a radically simple way to manage your email communications.

Wrapping Up

These templates provide a reliable foundation for your report emails, ensuring your key data is communicated with clarity and impact.

Flodesk is designed to help you send emails that are both effective and well-designed. Sign up to begin creating your own.