How to send a report in an email with 8 samples and a template (2024)

We all love reports, right?

Regular reporting is critical for keeping companies working hard and achieving objectives.

They're a great way to show we've accomplished something, and that's worth shouting about!

So if you've spent time collating figures and creating a report, make sure to craft a clear report email to deliver it.

A professional report email offers insights into the information, provides crucial context, and clarifies any issues that need attention. Writing report emails is a solid skill and easy for everyone to learn.

Report emails follow a standard format with a logical structure that's simple to master — and we will show you how.

In this guide to writing report emails, we outline the report message format and provide 8 samples you can use immediately.

How to write a report email

Before we explain how to send a report, here's what not to do...

Inexperienced emailers will create long messages which go into a massive amount of detail to prove they've done something. This is a rookie error that takes time and wastes effort.

Effective reports emails should provide the following (and nothing more):

  • Details of what the report is (and why it matters)
  • Dates, times, and information covered in the report
  • A breakdown of key issues (in professional terms, this is called a precis)
  • Highlight any problems, anomalies, challenges, or successes
  • Set out the next steps

This provides a simple snapshot of essential information for your boss, customer, or client.

Following this format works because you're adding value to the email, sifting through it to provide what they need.

If they want more, they can read the report, right?

But how do you deliver this information? Thankfully, there's a widely accepted format which we outline below (you're welcome!).

Report email format

The report email format provides a standard structure to introduce your report, include all the details above, offer contact details for further conversations, and include a polite and professional sign-off.

To make it as simple as possible, we can break down the report email format into three parts:

  1. Report email subject line
  2. Report email body
  3. How to end a report email

1. Report email subject lines

Keep your report email subject lines as easy to follow as possible. It's essential to outline what's included in the email. You can also add extra information, such as the dates or times covered and any actions you may require.

Here are some report email subject line examples:

  • Daily report – (Insert date)
  • May Progress Report & Project Update
  • Monthly Sales Report – Month –
  • (Time/Date) Incident Report – Action Required
  • Urgent Incident Report – PLEASE READ

2. Report email body copy

We'll assume that if you send someone a report, they'll know who you are and why you're messaging. This enables us to ignore some (but not all) pleasantries associated with professional emails.

We still start each message with a professional greeting (Hi, Hello, etc.) along with the person's name, and then hit them with the purpose of the message:

  • Attached here is my daily activity report. This covers the date (insert date).

As we've explained above, it's worth providing a short breakdown of what's included:

  • To make it easy, I've outlined some of the key things you should know here:
  • (Bullet points are a great way to list information)

3. Ending a report email

You've delivered the detail, data, and information, so your job is almost done.

At the end of each email, it's polite to offer the chance to chat about the report and its contents:

  • I'm happy to provide any additional information or answer any questions you might have about this report. You can contact me at (insert details).

Now, finish with a professional sign-off (kind regards, yours, etc.), and you're (nearly) done.


We've all rushed off an email and hit send without remembering to send the related documents. No matter how great your report messages are, they're worthless without the attachment!

8 report email examples

Understanding how to write a report email and doing it are two different things, which is why reviewing our samples is so important.

In this section, we share 8 report email samples and an explanation about each email, including what we include and why.

Check out these report email messages and learn how to put these principles into practice. We break these samples into subsections covering monthly reports, daily reports, and incident reports.

How to write a monthly report email

Monthly reports are a major headache for many of us, but at least writing emails should now be much simpler.

Our monthly report sample messages make it clear what's being included and pick out the highlights for your time-poor boss.

1. Sample email to send a monthly report

Monthly reports can include performance, sales, and attendance figures. Your boss will be expecting your monthly statement, so we highlight the essentials and leave them to read the report for more info.

Hi (Recipient's name),

I am attaching the (report name) report covering the period (insert dates).

To help you, I've highlighted some of the key highlights of this report below:

  • Insert your highlights

Please read through the report, and let me know if there are any areas you would like to discuss. You can contact me at (insert details) to arrange a call.

Kind regards,
(Your name)

2. Monthly working hours report email sample

Logging your hours is the most important email you'll send each month because it'll ensure you get paid.

Like the report email sample above, we provide a breakdown of the essential information your boss will need to know. We also push for the next steps – such as getting your salary sorted out and payment date.

Hi (Recipient's name),

I am sharing a report of the hours I have worked this month.

You can see a breakdown of the number of days/hours that I have worked. In total, I have worked (number) or days/hours.

Please can you confirm the total amount I will be paid for this month?

Please confirm when you have received this email and advise me when you have submitted it to the accounts department.

As always, feel free to message me if you have any questions, queries, or concerns about my hours worked this month.

Many thanks,
(Your name)

3. Monthly performance report email sample

Performance reports are a chance to highlight what's gone well and what could be improved. In this monthly performance report email sample, we skip over the details and keep things short and sweet.

Hi (Recipient's name),

I have attached a copy of the monthly performance report for (insert month or dates).

While I know you will read the full report, I wanted to bring a few things to your attention. (insert details).

Please get in touch with me if you have any questions about the report.

Many thanks,
(Your name)

How to write a daily report email

The daily report email format is similar to those used to send a monthly report. However, you can make some minor tweaks to ensure it's the right length. Given that you'll be sending these every day (the clue is in the name), it's worth developing a template you can use. This will provide consistency your boss will welcome and cut down massively on time spent creating them.

How do you create a template? Here are two daily report samples to get you started...

4. Sample email to send daily report

This daily report email sample focuses more on details and completed tasks. In contrast, the previous monthly report sample focuses more on the bigger picture and outcomes that were accomplished.

Hi (Recipient's name),

I hope you're having a great day! I've created my daily report and included it with this email.

Today, I have completed the following essential tasks:

  • Add your tasks...
  • ...but don't include everything

You can find details of everything I've done today in my report. If anything is unclear or you need more information, ask.

I hope you have a great evening!
(Your name)

5. Daily activity report sample email to boss

Activity reports provide a snapshot of everything you've achieved that day. It could cover calls answered, clients messaged, deliveries made, or something else. This sample provides a standard and formal way to deliver your activity report. You can cut and paste this each day; just remember to fill in the gaps.

Hi (Recipient's name),

Before I leave for the end of the day, I would like to share my activity report with you.

Today I have (insert some highlights).

You can find a complete breakdown of my activity in the report attached to this email.

Hopefully, everything is clear and easy to understand. Still, I'm happy to answer any questions or clarify anything you need me to.

I look forward to hearing from you.
(Your name)

Sample emails for submitting a report

Depending on your job, you may be required to send special reports at some time. Examples can include incident reports, inventory logs, and bug reports.

These are different from the transactional messages above but will require some context, explanation, and information about the next steps. Check out the samples below to see how this is done.

6. Incident report email sample

If you've identified a fault or experienced an outage, you'll need to provide an incident report. These reports clarify the causes of an incident, its impact, and the actions you're taking to ensure it never happens again.

Hi (Recipient's name),

As you are aware, we experienced an incident on the (insert date and time). The incident was caused by (provide details).

Thankfully, we managed to solve the problem and restore the system by (insert date and time).

We have created an incident report (attached to this email) that provides details on the causes of the outage, the actions we have taken, and the steps we're putting in place to ensure this never happens again.

Please confirm that you have received this report. We apologize for any inconvenience this has caused, and I am happy to discuss how we can ensure this situation is never replicated.

Kindest regards,
(Your name)

7. Inventory report email sample

Inventory reports provide details on the stocks and supplies you have in your business (and those that are running low!). Here's how to write an email to send an inventory report

Hi (Recipient's name),

My name is (your name), and I'm contacting you with the latest inventory report for (insert date).

You can find a complete breakdown of all inventory, but I am drawing your attention to several key items running low. Specifically, we may need to order more of:

  • Item name + quantity needed
  • Item name + quantity needed
  • Item name + quantity needed

The figures here are as accurate as possible, but the situation can change quickly, so please get in touch with me at any point if you need more information on the stock levels of any of our products.

I look forward to hearing from you.
(Your name)

8. Bug report email sample

Next time you find a pesky bug affecting software, use this sample email for a bug report. Raising awareness of bugs is great, but your customer or colleague will want to know what action you're taking to fix the problem.

Hi (Recipient's name),

It's (your name) here from (company). We've recently identified a bug in the software. You can find details of the bug in the attached report.

The bug was discovered when (provide details).

We've already started working on a solution to the problem, and here's what we plan to do to fix it. (Provide details).

Once you've had a chance to review the report, please feel free to contact me for a discussion about the next steps and potential solutions. Again, we're working as hard as we can to solve the issue.

Kind regards,
(Your name)

Report email template

If the report email samples here aren't hitting the spot, this template is what you need. This customizable report email template can be cut, pasted, edited, and updated to suit your circ*mstances.

Hi (Recipient's name),

Please find attached the latest (report name) report. This report covers the period (insert dates and times).

The report provides all the information you need, but I have picked out some of the key points:

  • List out your key points

Please confirm that you have received this email. If you have any questions about the report or need me to clarify any details, you can contact me at (insert details).

I look forward to hearing from you.

Many thanks,
(Your name)

Writing report emails using Flowrite's AI-assisted email writer is the fastest way to do your duty of sending reports. This is how it works:

Our Chrome extensions works where you work (Gmail, Outlook, WhatsApp, etc.) so you can stay efficient while working on your reports.

Final report

OK, so now we are on the same page.

While writing report emails isn't exciting, they are pretty easy, so they shouldn't take too long to create (especially if you use our samples or customizable template).

The core of an excellent report email is the same as any piece of professional correspondence: being clear, consistent, and conveying essential information as quickly as possible.

Write it, send it, and get on with the rest of your day.

How to send a report in an email with 8 samples and a template (2024)


What do you write in an email when sending a report sample? ›

Follow the steps below to write an email report:
  1. Introduce the topic of your report. ...
  2. Choose your report's structure. ...
  3. Write your report content. ...
  4. Edit and proofread the report. ...
  5. Keep your language professional. ...
  6. Pick the right email addresses. ...
  7. Save your email template.
Mar 10, 2023

How to send effective follow up emails with samples and template? ›

I'm just following up on an email I previously sent to you. I understand that you are busy, but I would appreciate it if you could review the email and respond to me as soon as you can. If I don't hear from you by the end of the week, I'll call you at your office.

How do you write an email to report something? ›

  1. Start with Dear and the person's title and name.
  2. Say what the problem is first. Then, give more details. ...
  3. Make it short and clear. Just include the most important information.
  4. Say Thank you for your understanding at the end. It shows that you hope the reader will understand your problems.

How do you write a professional email template? ›

How to write a professional email
  1. Create an informative subject line. ...
  2. Provide a polite greeting. ...
  3. Address the purpose of your email. ...
  4. Include a clear call to action. ...
  5. Close with your contact information.
Feb 3, 2023

What is the correct email format examples? ›

The most standard and recommended form of a professional email address is format. But there are some other ways in which you can create a professional email address, such as: firstnameinitial +

How do I send a document by email sample? ›

Dear , As requested by , I am sending over the following documents: I hope these documents meet 's requirements. Please, let me know if anything is missing or needs to be changed.

How do I make my email template look good? ›

  1. 40 examples of beautiful email design to inspire your own newsletter. ...
  2. Experiment with color gradients. ...
  3. Have fun with animation. ...
  4. Separate information with color blocking. ...
  5. Keep it simple. ...
  6. Let your content shine. ...
  7. Develop a strong color palette. ...
  8. Make it pop with color.

What is a good template for follow up email? ›

Hi [First name], I'm writing to follow up on my email regarding [what your last email was about]. I didn't hear back from anyone on your team. If it makes sense to talk further, let me know how your calendar looks for the next few weeks for a 5-10 minute call.

How do I send a follow up email template? ›

[Name], I'm writing to follow up on my email. I didn't hear back from anyone on the team. If it makes sense to talk, let me know what your calendar looks like.

How do you write a short report? ›

Guidelines for Writing a Short Report
  1. Choose an approach. A top-down approach is advisable for writing a short report where the stages of identifying the scope, gathering information, and refining are involved.
  2. Decide on a structure. ...
  3. Focus on what is necessary. ...
  4. Keep sentences short. ...
  5. Consider your layout.

How do you start a report letter? ›

If applicable, the first paragraph should identify who authorized the report and why the report is significant. Provide the purpose of the report in the first paragraph as well. The next paragraph should briefly identify, categorize, and describe the primary and secondary research of the report.

How do you write a report to a manager email? ›

How To Write An Email To A Manager
  1. Define the purpose of the email. ...
  2. Choose a suitable subject line. ...
  3. Start with a greeting. ...
  4. Explain why you are writing the email. ...
  5. Provide additional details. ...
  6. Ask your manager to take action. ...
  7. End with a strong closing sentence. ...
  8. Add your signature.
Sep 5, 2022

What is a professional email example? ›

I would like to take a moment to introduce myself and my company. My name is [name] and I am a [job title] at [company name]. Our company provides customers with cutting-edge technology for all their email signature needs. At [company name], there are a number of services we can offer, such as [short list of services].

What is email template format? ›

An email template is an HTML file composed of reusable code modules, making it as easy as copying and pasting your copy, links, and image URLs to create an email. Let's break that down. An email template is an HTML file. HTML—or hypertext markup language—is the code that defines the structure and content in an email.

What are the 5 steps in writing a professional email? ›

5 Steps to Writing the Perfect Email
  • Step 1: Define Your Topic. ...
  • Step 2: Think About the Recipient. ...
  • Step 3: Make Lists. ...
  • Step 4: Create Your Call-to-Action. ...
  • Step 5: Write Your Subject Line.
May 25, 2017

What are the 5 parts of an email format? ›

Emails can be broken into 5 major parts: the sender, subject line, salutations, body, and CTA. These pieces make up 99% of emails and provide an optimal format for engaging with clients and optimising conversions.

What is report format? ›

Report writing is a formal style of writing elaborately on a topic. The tone of a report and report writing format is always formal. The important section to focus on is the target audience. For example – report writing about a school event, report writing about a business case, etc.

How do you send a formal document? ›

How to write a formal letter
  1. Write your name and contact information. ...
  2. Include the date. ...
  3. Include the recipient's name and contact information. ...
  4. Write a subject line for AMS style. ...
  5. Write a salutation for block style. ...
  6. Write the body of the letter. ...
  7. Include a sign-off. ...
  8. Proofread your letter.
Feb 27, 2023

What is the best way to send documents? ›

How to Ship Important Documents Securely
  1. Use USPS Registered Mail. USPS Registered Mail service grants additional security to confidential documents and packages. ...
  2. Send Important Documents Via Certified Mail. ...
  3. Priority Mail Express. ...
  4. Priority Mail. ...
  5. First Class Mail.
May 10, 2022

What makes a good template? ›

Designer tip: A good template should have a good design hierarchy—in other words, it should use visual tools like text size and color to highlight the significance of information. The most important point should be set in the biggest and boldest type, while supporting text should be smaller.

How do email templates work? ›

An email template is an HTML file that you use to build email campaigns. A good template will let you copy and paste content directly into the file and render well on desktop, mobile and across various email service providers. You can use the same template again and again for multiple campaigns with different content.

How do I make an attractive email template in Gmail? ›

Create a branded email
  1. On your computer, go to Gmail.
  2. In the top left, click Compose .
  3. At the bottom of the window, click Layouts .
  4. If you haven't used layouts before, click Customize styling.
  5. Enter details to build your design. ...
  6. After you change your preferences, click Save & continue. ...
  7. Select a layout.
  8. Click Insert.

How do you write a polite follow up email after no response? ›

For example, you could say something like “I'll follow up again in a week, in the meantime, please don't hesitate to contact me if you have any questions”. This shows that you're still interested in the topic and willing to continue following up, without being too pushy.

How do you write a follow up letter template? ›

Here are the steps you should take to write an impactful follow-up letter:
  1. Use proper formatting and structure. ...
  2. Add contact information and the date. ...
  3. Include a salutation. ...
  4. Express appreciation. ...
  5. Express your enthusiasm. ...
  6. Complimentary close and name.
Feb 28, 2023

How do you write a status update email sample? ›

Hi (Recipient's name), I'm writing to request an update on the project (details). It's important to me that we have good communication through this project. Could you kindly update me on what's being worked on and if there are any questions I can answer?

How do you say follow up professionally? ›

You could try:
  1. “I'm following up on the below” or “Following up on this [request/question/assignment]”
  2. “I'm circling back on the below” or “Circling back on this [request/question/assignment]”
  3. “I'm checking in on the below” or “Checking in on this [request/question/assignment]”

How do you follow up professionally? ›

Here are some key things to keep in mind when you reach out to someone for the second (or third, or fourth) time.
  1. Have a compelling subject line. ...
  2. Be mindful of your tone. ...
  3. Keep it short and use simple language. ...
  4. Make a clear ask. ...
  5. Give them an out. ...
  6. Be judiciously persistent.
Jan 13, 2021

How do I answer questions in an email sample? ›

How to write a response email
  1. Respond quickly. ...
  2. Start with a greeting. ...
  3. Reply to questions or concerns in separate lines. ...
  4. Ask for confirmation of understanding. ...
  5. Include closing remarks and your signature.
Feb 28, 2023

What are the 8 steps in report writing? ›

Follow the seven steps on report writing below to take you from an idea to a completed paper.
  1. 1 Choose a topic based on the assignment. ...
  2. 2 Conduct research. ...
  3. 3 Write a thesis statement. ...
  4. 4 Prepare an outline. ...
  5. 5 Write a rough draft. ...
  6. 6 Revise and edit your report. ...
  7. 7 Proofread and check for mistakes.
Jan 11, 2023

What is a good report format? ›

Introduction: Introduce your report topic and what readers will find throughout the pages. Body: The longest section of your report — compile all of your information and use data visualization to help present it. Conclusion: Different from the summary, this concludes the report body and summarizes all of your findings.

How do you start a report sentence? ›

My findings are outlined / presented below. / I outline my findings below. The report contains the relevant details concerning the problem as you required. To begin with … / Let us start with … First(ly) … / In the first place … / First of all ... / The first aspect / thing to consider is …

What is an example of a formal report? ›

A formal report is an official report that contains detailed information, research, and data necessary to make business decisions. Some examples are annual reports, expense reports, incident reports, and even safety reports.

What do you say at the beginning of a report? ›

The first section you start writing in your report is always a summary or introduction. This should stretch across just one or two pages to give your reader a brief glimpse into what your results or findings are.

What should the beginning of a report contain? ›

Introduction. The introduction should: briefly describe the context and background to the research. describe the change, problem or issue to be reported on.

How do I write a simple report to my boss? ›

How to Write a Report to Your Supervisor
  1. Know Who You Are Writing For. It is crucial that you understand why you are writing the report or you may include incorrect information. ...
  2. Gather Your Data. The data are the centerpiece of your report. ...
  3. Lay Out the Key Sections. ...
  4. Finish With the Executive Summary. ...
  5. Final Checks.

How do you write the first email to a report manager? ›

With Regards ............. I would like to inform you I have reported to work today and have joined your organization. I'm glad to be working for this company and in this organization. I would put in my 110% effort and would do everything it takes to make this company successful.

How do you start an email request sample? ›

Dear [recipient's name], My name is [your name] and I am [job title] at [company name]. I am writing to [one to two sentences describing your request]. [One to three sentences describing your benefits or what you can offer in return].

How do you communicate through email professionally? ›

Be concise.

Avoid excessive wordiness in emails. Be concise and to the point…but still be polite (see below). Use paragraphs to separate thoughts. Use numbering or bullets/etc. to help highlight key points or when listing things.

What are the 7 C's of effective email writing? ›

According to the 7 Cs, communication needs to be:
  • Clear.
  • Concise.
  • Concrete.
  • Correct.
  • Coherent.
  • Complete.
  • Courteous.

What are the 7 C's of email etiquette? ›

Clear, concise, concrete, correct, coherent, complete and courteous: seven adjectives you need to keep in mind if you want your cold email to work. If you're not familiar with them, the popular 7 C's of effective communication provide a step-by-step program for creating the perfect communication.

What are the 4 C's of email? ›

To help me accomplish that task, I distilled the writing advice I've read and received over the years into the four Cs—clear, concise, correct, and compelling. Below are the points I keep in mind for each.

How to send a polite follow up email sample for a request status? ›

I'm following up on my previous email on [Date]. I requested [Item/Information] from you and was wondering if there is any update on this request. Please let me know if you need any further information from me. I appreciate your time and consideration.

How do you write an effective email to recruiters with a sample? ›

Here are the steps you should take to prepare an email to a recruiter that can help you begin working together on your job search:
  1. Be direct in your subject line. ...
  2. Greet them by name. ...
  3. Explain how you found their information. ...
  4. Briefly review your experience. ...
  5. Describe your next career goals. ...
  6. Ask to collaborate. ...
  7. Wait for a reply.
Feb 27, 2023

How to send a polite follow up email after no response sample? ›

I'm [Your name], reaching out to you from [Company]. This is regarding your inquiry for [product/service] yesterday. I tried calling you several times, but your number is not reachable. You can reach out to me on [Your number/email] or share your alternative mobile number.

How to write an effective follow up email after no response sample? ›

Get to the point quickly and explain why you're writing again. It might also be helpful to include a link to your online portfolio or website even if you have done so before. Don't forget to add a few contact methods so it's easy for them to get in touch. Finally, end your email message with a call to action.

How do you write a respectfully follow up email? ›

Tip: Be brief. Be polite by asking if they've looked it over rather than accuse or point out that you haven't received it yet. Add value by giving them context for the urgency if needed or urgency about the next steps. Finish with a call to action so they know what you want them to do and why it's important.

How do you politely ask someone to do something quickly in an email? ›

I apologize for the urgency, but could you please [do X, send me Y, complete Z] at your soonest possible convenience?” This politely worded question communicates the same level of urgency as “ASAP” but in a far more considerate way.

How do you give positive feedback to a recruiter example? ›

Some examples of positive interview feedback

You spoke knowledgeably about the topics we covered in the interview and demonstrated expertise in the field.” “You were confident and comfortable during the interview.” “You communicated effectively and gave clear and concise answers.”

How do you write a good recruiter review sample? ›

My recruiter was so easy to talk to and really understood where I wanted to take my career. I have never worked with a staffing company that actually cares about my needs like Suna does. “My experience with James as my recruiter was exceptional! He made each step of the recruiting process positive and FAST!

How do you send a cold email to a recruiter sample? ›

I am currently seeking a new opportunity to sharpen my skills and gain experience in [SKILL] and [SKILL]. As of right now, I work for [COMPANY NAME] as a [POSITION], however, I am interested in applying for the open position of [POSITION] at your company. I think I could offer this organization [VALUE].

How do you follow up professionally after no response? ›

How to write a follow-up email to a potential employer
  1. Send a thank you message. A thank you letter is an excellent way to show your appreciation for your potential employer. ...
  2. Give them time. ...
  3. Use a clear subject line. ...
  4. Write with a respectful and formal tone. ...
  5. Sell yourself. ...
  6. Keep your message concise.
Mar 16, 2023

How do you politely follow up for a response? ›

You could try:
  1. “I'm following up on the below” or “Following up on this [request/question/assignment]”
  2. “I'm circling back on the below” or “Circling back on this [request/question/assignment]”
  3. “I'm checking in on the below” or “Checking in on this [request/question/assignment]”

How do you politely respond to an unclear email response? ›

Thanks for your email. So that we can action your request promptly, could you please provide some more context and clarification around this? I just want to make sure that we're on the same page. If you could also provide me with some timeframes, I'll be sure to prioritise this accordingly.

How do you say I will get back to you politely? ›

15 I Will Get Back To You Phrase Examples
  1. I will get back to you soon. ...
  2. I will follow up with you. ...
  3. I will have an answer on that shortly. ...
  4. I'll investigate this and let you know what I find out. ...
  5. Let me research that and get back with you. ...
  6. Let me get back to you on that. ...
  7. I'll get back to you on that ASAP.

How do you follow up with a client without being pushy? ›

5 Steps to Following Up With Clients Without Being Annoying:
  1. Stay Positive.
  2. Send Short Reminders.
  3. Don't Give Up.
  4. Know What Time is Best.
  5. Remember the Details.
Jan 8, 2023

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