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How to Send a Report in an Email With 10 Samples From Experts

Roberto Martinez

Last updated November 29, 2023

You’ve spent hours, maybe even days; you did the research, you crafted the report, and you packed it with valuable insights. But when it comes to actually emailing it, there’s that sudden wave of uncertainty. You wonder:

Is it too big to send? 

Should I just send the link? 

Will they even read it if it’s an attachment?  

What if they can’t open it?

Been there!

But how do you send that report via email in a way that ensures it’s opened, read, and acted upon? We can say for a fact that a poorly sent report can go unnoticed or even end up in the dreaded spam folder.

In this article, we will discuss sending reports through email and guide you on how to do it right. Plus, we’ve prepared 10 sample emails for sending reports to help you learn and create your own emails easily. 

Let’s get started. 

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How to write a report email: key elements to include in a report email and how to format them

A report email delivers a specific set of information, often derived from research or data analysis, to an intended audience through the medium of email. The report email may contain attachments, visuals, or links to more extensive data repositories.

Now, when it comes to writing a report email, you must understand it’s not just about relaying information; it’s about ensuring your hard work receives the attention and action it deserves. Because of this, you need to consider the information you put inside the email and how you format it. 

Let’s discuss the information you need to include in your email for sending reports.

What to include in an email when sending a report

Below are the main elements you should include in the email to ensure your report doesn’t just end up gathering digital dust:

Overview of the report (and why it matters): The email should always start by introducing your report. Clearly state its purpose and significance. For example, “The attached report details our Q3 financial growth and pinpoints areas that contributed to our 20% profit increase.”

Dates, times, and information covered in the report : Provide a timeframe for your report. This helps readers place the data in context. Specify the period the report covers, like “This report covers the performance metrics from January 1 to March 31, 2023.”

A brief detail of the main points (aka précis): A précis is a concise summary of the report’s main points. Offer a brief snapshot that highlights the most critical takeaways, giving readers a quick overview.

Unusual data trends (any problems, irregularities, hurdles, or wins): Identify and explain any unexpected data or trends, whether they are challenges faced or unprecedented successes. This section adds depth and understanding to the data provided.

The next steps: After presenting the information, guide your readers on what should come next. This could be a call to action, recommendations for improvements, or the indication of a follow-up meeting .

Report email format: sending a report in an email

As you probably figured, sending a report via email is a nuanced task that involves more than just attaching a file and hitting “Send”. It requires thoughtful presentation, a structured format, and pointed content to ensure your hard work garners the attention it deserves. 

So now that you’ve got your key components sorted, let’s format them into a cohesive email for sending a report. The process can be broken down into three main sections, as seen with most business emails :

The subject line

The email body

The email ending

Now, let’s discuss how to write each section so that your report email stands out.  

How to write a report email subject line

The subject line is the first thing your recipient sees and determines whether your email gets opened at all. You need to make it concise and informative. That means it should be direct, relevant, and prompt curiosity or urgency to compel the recipient to open. 

Here are some examples of email subject lines you can use when sending a report in an email:

“Q3 financial report & key takeaways”

“Marketing analysis (Jan-Mar 2023): insights & recommendations”

“Monthly health & safety audit results”

“Project alpha: Post-implementation review & findings”

“Client feedback survey results & insights”

How to write a report email body

This is where the magic happens and basically where you include all the key elements we’ve discussed earlier in your email. The tone you use here will depend on the relationship between you and the receiving party. 

But as a general rule, we recommend that you keep your emails in a professional or formal tone . That said, here is how you write the body of a report email. 

Greeting: Always start with a professional greeting , such as “Dear [recipient’s name]” or “Hello team,”.

Introduction: Briefly explain the purpose of the email and the attached report.

Main content: Here, you can include your précis, mention any anomalies or challenges, and provide the report’s key details. Basically, outline the components mentioned in the "What to Include" section. Also, if your report is attached, mention the attachment clearly. 

Call to action or next steps: Clearly state what you expect from the reader or what they should do next.

How to end a report email

Wrap up your email by summarizing the key takeaways and next steps. Finish with a formal sign-off , your name, and any post-script notes if needed. Here are the key elements you need to include in your report email ending:

Thankfulness: Express gratitude for the reader’s time and consideration.

Open for questions: Offer to clarify any points or answer questions related to the report.

Signature: End with a professional signature that includes your name, title, company, and any contact details.

Here is an example: 

“Thank you for taking the time to review these insights. Should you have any questions or need further clarification, please don't hesitate to reach out.

Best regards,

[your name]

[your signature] P.S. The full report is attached as a PDF.”

10 email samples for sending reports

Report email sample 1: routine monthly report .

A routine monthly report email is a staple in many organizations. It offers a snapshot of the month’s activities, metrics, achievements, and setbacks. Clarity and relevance are the two cornerstones for writing this email well. 

Start by framing the time period you’re referencing. Then, outline the central themes of the report, ensuring that any substantial achievements or challenges are foregrounded. Finally, encourage feedback or questions to foster engagement and discussion.

Here is a sample you can learn from:

Subject line: Monthly operations report - August 2023

Hello team,

I’m pleased to share the operations report for August 2023. You’ll find the report attached to this email. 

Inside, you’ll find a detailed account of our monthly activities, notable accomplishments, and areas of improvement.

Please take a moment to review and let me know if you have any questions or insights.

[your signature]

Report email sample 2: Urgent incident reports 

As you write this report email, your goal is to get immediate attention and action. That’s why the email needs to be direct. 

So, start by clearly stating the incident at the beginning. Let them know what happened and how severe it is. Was personal or financial information leaked? Are you getting phishing attacks? Whatever it is, detail it.

Follow it with a brief detail on its implications and immediate next steps or recommendations. Given the urgency, it’s also essential to set the tone right - ensuring it conveys the gravity of the situation without inciting undue panic. Here is a sample email for this:

Subject line: URGENT: Incident report - System outage

Dear [recipient’s name],

I’m writing to inform you about an unexpected system outage that occurred on 29th August. The attached report provides a detailed analysis of the incident, its impact, and the measures taken to resolve it.

Immediate action is required to prevent recurrence. I urge you to review the report and join the emergency meeting scheduled for tomorrow.

Report email sample 3: Financial annual report 

Financial annual report emails provide a year-long overview of your business’s financial health, challenges, and achievements. So, always start your email by contextualizing the period in review. Highlight any overarching themes or significant financial milestones, and then prompt stakeholders for feedback. Here is an email sample you can emulate here:

Subject line: Financial Annual Report 2023

Dear Stakeholders,

I’m delighted to present the Financial Annual Report for 2023. This report encapsulates our fiscal journey, showcasing our achievements, challenges, and growth trajectories over the past year.

Your insights and feedback are invaluable. After reviewing, please share your thoughts ahead of our annual financial review meeting.

Warm regards,

Report email sample 4: Research findings report 

Research findings report emails convey the culmination of intensive study or investigation. The creativity needed to write this email is to articulate the key discoveries and their implications in a comprehensive yet succinct way. 

Provide a brief about the research’s objective. Next, summarize the key findings and hint at their potential impact. Then, encourage the recipients to delve into the details and consider the implications for the broader organizational strategy. 

Here is a sample email for this:

Subject line: Research findings: customer behavior study 2023

Hello Team,

The research on customer behavior throughout 2023 is complete. The attached report unravels our seminal discoveries, each echoing potential reverberations across our marketing and product development sectors. 

I urge each member to immerse themselves in these findings, for they promise to be instrumental in sculpting our forward trajectory.

I encourage everyone to review these insights as they’ll be foundational for our upcoming marketing initiatives.

Report email sample 5: Project completion report 

A project completion report email signifies the end of a journey. Your report should narrate the challenges surmounted, the goals achieved, and the lessons learned. 

So, for this email, recount the project’s objectives at the outset. Celebrate the milestones achieved and candidly address any hurdles faced. Close by inviting them to provide feedback and emphasize the collective effort that saw the project to its conclusion.

Subject line: Project Delta: Completion Report

I’m excited to announce the successful completion of Project Delta. The attached report provides a comprehensive overview of our journey, outlining our achievements, obstacles overcome, and the final results.

Your feedback is essential for future endeavors. I look forward to your thoughts.

Thank you for your continued support.

Report email sample 6: Feedback or survey report 

When writing an email for such a report, the focus should be on acknowledging the effort behind gathering feedback and highlighting the key insights.

Your email should express gratitude for the participants of the survey or feedback process. Provide a précis of the main content of the report, then conclude by emphasizing the importance of this feedback for future decisions. Here is an example you can learn from:

Subject line: Customer Feedback Report - July 2023

We’ve successfully collated the feedback from our customers in July. The insights we’ve derived from this process are integral to understanding our product’s market performance and pinpointing areas for enhancement. 

I encourage everyone to thoroughly review the attached report and be prepared to integrate these insights into our future strategies.

Best wishes,

Report email sample 7: Initial draft report for review 

Generally, your goal here is to request feedback. So, you want to set clear expectations about the response timeline and the areas requiring specific attention. Here is an example for this: 

Subject line: Initial Draft: Marketing Strategy 2023 for Review

I’m sharing the initial draft of our Marketing Strategy for 2023. Your expertise and feedback will be crucial in refining this document.

Kindly review and share your comments by the end of the week.

Report email sample 8: Confidential or sensitive report 

Confidential reports demand discretion due to the sensitive nature of their content. Your email should state the confidential nature of the report prominently. 

Mention the reasons for the report’s confidential status and the consequences of unauthorized sharing. Reiterate the importance of discretion in handling the report. Here is an example:

Subject line: CONFIDENTIAL: Executive Compensation Report 2023

I’m entrusting you with the Executive Compensation Report for 2023. Due to the proprietary data and personal information contained within, this document has been classified as confidential. 

It is imperative that it remains within our circle and is not disseminated without explicit approval. Your understanding and discretion are paramount and much appreciated.

Report email sample 9: Updated version of a previous report 

Circumstances change, and occasionally, reports need updating. When writing an updated report, clarity regarding the nature and reasons for the updates is essential.

In your email, reference the original report and its date of issuance. Describe the reasons prompting an update, specifying the sections or data points that have been revised. Request a review of the updated sections and encourage feedback. Here is a sample you can use:

Subject line: UPDATED: Sales Forecast Report - Q4 2023

I’m sharing the updated version of our Sales Forecast for Q4. Changes have been made based on the latest market trends and feedback from the sales team.

Please review the revised projections and strategies in this version.

Report email sample 10: Error correction in a previously sent report

Your report email here needs to be clear about the error’s nature, its implications, and the steps taken to rectify it. So, start by acknowledging the oversight openly. Provide information about the corrected data. End by expressing gratitude for understanding and patience.

Here is an email sample for this:

Subject line: CORRECTION: Financial Report - June 2023

We identified an error in our previously sent Financial Report for June. Attached is the corrected version. The discrepancies were found in the profit calculations, and we’ve rectified them in this update.

Apologies for the oversight, and thank you for your understanding.

Key takeaways

Your email subject line is the first thing recipients see, and it heavily influences whether your email is opened. Always shoot for a clear and context-rich subject line. 

The email body should provide the reader with all necessary context and expectations: what the report is about, why it matters, and what actions are expected upon review.

If your report is an updated version or a correction of a previously sent document, be upfront about it. Clearly mention what has changed, why the update or correction was necessary, and how the recipient should approach the new document.

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Phishing Reporting in new Outlook App

When right-clicking on an (unread) phishing email to report it, the new Outlook app automatically opens the message and displays the included images, potentially sending an indirect confirmation to the phishing source.

I believe it would be better to disable this behavior by default to prevent unintentional confirmation and enhance the overall security of the reporting process. Users might unknowingly contribute to phishing processes due to this automatic opening.

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Hi NicolaBorghi Greetings! Thank you for posting on Microsoft Community. I will be happy to help. I am a user just like you and only trying to advice/ assist in the best possible way to resolve your issue. I understand your concern and agree that automatically opening messages while reporting phishing could pose a security risk. Here are some points to consider: Current Outlook functionality: I suggests using the Report Message add-in instead, which doesn't open the message. Opening messages, including images, can help in certain phishing investigations, but the security risk should be weighed against the benefit. Possible solutions: Use the Report Message add-in: This add-in allows reporting without opening the message and is recommended for general phishing reporting. Disable automatic image loading: Some email clients allow disabling automatic image loading, which can prevent images from downloading when opening emails, including phishing attempts. "Report the issue to Microsoft and drop a feed back by following the guides in this Microsoft support article ( https://support.microsoft.com/office/how-do-i-give-feedback-on-microsoft-365-2b102d44-b43f-4dd2-9ff4-23cf144cfb11#platform=macOS ) Microsoft continuously improves their security features, and letting them know about this concern could help them address it in future updates" Remember, even with these solutions, vigilance is key. By combining proper user awareness with additional security measures, you can minimize the risk of phishing attacks. Hope this helps and answer your question. Give back to the Community. Help the next person who has this issue by indicating if this reply solved your problem. Click Yes or No below. Kind Regards -Adedayo

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Top 7 Email Report Templates with Samples and Examples

Umang Malhotra

Emails are one of the most used and prominently efficient tools to send across marketing campaigns, formal conversations, and email reports. Email reports entail essential information about the company’s performance, strategies, and monetary details about how the company aims to move forward.

These email reports are primarily sent to investors, stakeholders, and partners of a company. Imagine making a blunder in structuring the email report or giving the task to an amateur who doesn’t cross-check the structure. That is a heavy price for something that seems basic yet very important for the company.

Worry not; our email report templates come into the picture here. Our email report templates are well-structured, minimal graphic templates that only require one to download and edit the same with essential information. And voila! Your company is all set to impress partners and stakeholders via mail. Additionally, email report templates can also come in handy to clarify specific issues, quote investment particulars, and highlight accomplishments without sending multiple emails and creating unnecessary confusion.

One of the generally made rookie mistakes is to create long paragraphs with massive details when curating an email report, and Slide Team’s templates help diminish such errors. Essentially, an email report template must comprise the following:

• The report’s subject matter and summary of what it aims to discuss.
• Time, date, and other informative particulars.
• Point-wise breakdown of key aspects.
• Highlighting issues, if any, be it challenges or lack of resources. 
• Probable strategies to use.

With Slide Team’s email report templates, one can easily edit the information as required without having to undergo the hassle of designing an engaging template or looking up an easy to understand structure.

So, without any second thought, just stroll through our Top 7 Email Report Templates and pick one perfect for your campaign or requirement!

Template 1: Email Marketing Report with Digital Platforms

Companies want an all-in-one tool for reporting on the performance of their email marketing initiatives when handling them for customers. They would rather have one combined report than spend hours providing separate reports to every client. Our email marketing reporting template offers a comprehensive analysis of email campaign performances to understand how to optimize the return on investment and supervise the complete efficacy of your campaign. Use this slide to focus and analyze the session, pages, average session duration, percentage of new sessions, bounce rate, and goal completions. All team members and clients associated with this email campaign can quickly assess and work on various factors simultaneously.

Download Now!

Template 2: Annual Email Marketing Campaign Review Report

Launching a brand and waiting, hoping for its success without any action, would be silly. Encouraging word-of-mouth and fostering client loyalty require that you interact with your clientele at every point of the buying process. Email marketing campaigns provide the best ways to interact with your buyers by sending elegantly designed emails for various marketing efforts. You can also share annual reports to review the email campaign performance. Use this annual email marketing review report template to analyze the total number of subscribers, emails delivered, open rate, click-through rate, and bounce rate. Get this right away and take a step forward to encourage customer interaction.

Template 3: Email Marketing Quarterly Project Report

Use this PPT Template to develop a quarterly email marketing dashboard that captures the essentials of your project report. Deploying this template can help you effectively monitor the efficacy of your marketing campaign by closely analyzing the growth and email campaign performances, open rate, customer engagement, automation, and mobile emails. This will help you obtain valuable insights into spending trends and pinpoint opportunities for resource reallocation or cost reduction. Get it right away!

Template 4: Monthly Report of Email Marketing Campaign Results

Email marketing has proved to be one of the most effective ways to lend successful marketing campaigns for mega brands. But you need to report and assess any campaign's outcomes to determine the opportunities you can grab and the threats you need to conquer to make your brand a big success. Use this slide to compare and evaluate the campaign's open rate, click-through rate, conversion rate, bounce rate, and number of unsubscribes. The template will help you summarize key insights. This essential analysis will help to formulate a successful email marketing campaign to guarantee a constant brand voice, encourage consumer interaction, prompt desired actions from your customers, and cultivate enduring relationships with them. Download now!

Template 5: Email Marketing Analytics Report PPT

Email marketing is a very effective way to turn leads into clients. Use this PowerPoint Presentation to monitor your email analytics to report on intended KPIs and identify areas for improvement. This email analytics report template will help you quickly obtain valuable insights such as total emails sent, open rate, campaign clicks rate, hard bounce rate, soft bounce rate, and other email campaign performance statistics regarding your emails. The graphical presentation of your campaign's conversion funnel, email marketing analytics report, and users is a perfect tool to present vital analysis to your team and clients in one go and grab all the significant opportunities. Get this right away!

Template 6: Email Marketing Worksheet Report Summary Template

Introducing another professionally-curated email marketing worksheet template that would help you cover all the statistics associated with the campaign. You can quickly evaluate the most useful performance metrics, such as conversion rate, click-through rate, list growth, and return on investment. All the effective email marketing tactics, such as personalization, automated campaigns, responsive designs, and optimization, including key challenges, number of employees, and email marketing strategy statistics, can be easily assessed by deploying this template. Download now and gather all the vital data in a single worksheet.

Template 7: One-Page Email Marketing Status Report Template

Monitoring the return on investment of your tirelessly constructed email marketing initiatives is crucial. Use this one-page marketing status report template to swiftly review all the essential email marketing KPIs, from the summary to campaign performance and statistical reports. It will make assessing email campaign reports easy, regardless of the type! Download it immediately, and record and report important email marketing metrics like never before!

The Bottom Line!

Not tracking or emailing progress and strategy-related emails can result in a considerable loss and failure to show a company’s efficacy to its partners and stakeholders. Moreover, email reports are more efficient and attention-oriented than WhatsApp or other messaging platforms.

Slide Team’s email report templates offer “good to know” and “essential to know” information with seamlessly understandable graphics and content hierarchy. Our templates make it easy for businesses to download and edit relevant data. Use these PPT Templates to give your partners and stakeholders a clear understanding regarding the resources and funds utilized, progress, and what needs to be done to maximize the company’s reach. This will reduce confusion and make it easy to keep track of such email reports as downloading them.

What are you waiting for? Impress your investors and stakeholders with our easy-to-understand and editable email report templates.

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Email Report Writing: The Way to Go and the One to Avoid

Email report has become a critical method of tracking both intra- and inter-organisational communications. It is a welcome development as because of it, companies do not have to ship physical paper reports back and forth any longer. Hence, considering the multitude of daily business communications, email reports are not only more environmentally friendly (huge win here, environmentalists!), but are also faster and more easily retrievable.

Thus, if you will be in the corporate world, you need to learn how to write effective email reports. You will not only be communicating with your workmates but also senior colleagues and executives both within your company and outside of it.  Hence, a good grasp of email report writing can help create an impression of competence on those individuals who can correspondingly contribute to your career growth.

So, what is the way to go to write standard email reports that will create this effect? And what is the way not to go, the way that won’t? Here, you will find out. However, as a refresher, you should first check our related post here .

Email Report Writing: The Way to Go

Introduction.

The way to go when writing email reports? The simple and easy way. And the following is an outline of this:

First and most important, start with the subject line . As you know already, the subject line is arguably the most crucial part of email reports.  A well-crafted subject line will make your email report stand out. As a result, it will determine whether it will be opened or not. Hence, spend enough time on it.

Begin your report proper with an appropriate salutation depending on the individual to which it is to be addressed or your company’s corporate culture. Also, while at it, do not forget to include the title and date. For comprehensive information on this, you should follow our guide here.

The body is where you are to discuss your report’s message itself. You should make it as brief, intelligible and straightforward as possible. Focus on the key points. Understandably, you can be tempted to go on rambling as much as the space permits and your thought allows, but you need to bear in mind that the receiver of your email report will not be not interested in all the details as they are. Instead, they will be more likely interested in the most critical decisions and details. So, strictly keep yourself to them.

Hence, you should ensure that the body of your email report is centred around its core message. Is the email report intended to ask for a salary raise, for example? Do you want to congratulate someone? Or do you want to appreciate your teammates via email? Doing this is where sticking to the key points is important again. For this purpose, you might also want to use attachments. Attachments are especially useful for information categorisation and document and image sharing.

The Conclusion

So, how do you write the conclusions of your email report and how not to? Perhaps, the trickiest part of an email report is the conclusion. Here, you want to round off everything you have discussed in your report. You can even do more: you can still add a touch of persuasion at this point.  However, what is essential, as you have with every other segment of your report until now, is to have a clear objective.

On that note, there are four ways by which you can end your email report. You can predict the future. Considering your discussion or the decision made in it, what do you think will most likely happen? Predict . But note: the problem with predictions is that because they have to be speculative, you might find it impossible to be persuasive. That is, combining prediction and persuasion is challenging, if not impossible.

Next, you can use a quote . Doing this is easy. All you need do is to look for one that is pithy and related to the core message of your email report itself. Consequently, you should strive for a balance in your choice: ensure the quote is neither over-flowery nor bland. In your choice, instead, focus on power. Focus on effectiveness.

The third strategy for writing the conclusion of an email report is to reinforce your theme by repeating it. This method should, however, be exploited in such a way that you do not sound as banally pestering your reader(s). As a result, while you want to reinforce the email report’s theme through this, you want to do it gently. The method of concluding email reports by repeating their core messages is particularly effective when you want your reader(s) to walk away with those messages so that they can act on them.

The final method is to summarise . While doing this, however, do not go overboard. The secret is to be brief. Thus, you do not need to mention each of the points earlier discussed. Instead, you just need to mention the main ones. Whenever, at the end of an email report, you find yourself at a loss about which way to go, first consider its exact objective. Then, consider your options: predict, quote, repeat, or summarise . A creative way to go is even to combine two or three of those.

Email Report Writing: The Way to Avoid

By now, you have known the way to go when writing email reports. However, there are ways you need to know that are also important: the ways to avoid.

• Not Using a Subject

A terrible mistake a lot of people commonly make is not including subjects in their email report. Sometimes, it is not intentional; instead, it is just because email reports’ considerably longer length than regular emails can be pretty overwhelming for the memory. So, there is the tendency to forget the subject – arguably the most critical part of the email report itself.

So, the way never to go? Not including the subject line.

• Not Structuring

The next of the ways not to go? Not structuring your email report. As earlier discussed, your email report should be structured to include the three principal parts: introduction, body, and conclusion. Reports without those three will be haphazard and poorly organised. Most importantly, structuring helps to improve readability and coherence. So, not structuring? That is undoubtedly a way not to go.

• Not Proofreading

Make it a personal rule of thumb that you would never send out your email report unless it has been proofread. Check your spelling, punctuation, and concord. Those are the three main critical areas where most grammatical and mechanical accuracy mistakes tend to be made. Before sending that email report out, do not forget to cross your t’s and dot your i’s.

If you will be working in the business world or you already are, then you need to learn how to write email reports. From time to time, it is a responsibility you will be saddled with and which you will have to live up to. Even at that, just writing an email report isn’t enough: you have to know the way that works and which to go and the ways that do not and which to avoid. Whether it is professional email requests you want to write or emails for B2B email marketing , hopefully, here, you have learned the way that works and the ways that don’t.

About The Author

Abiodun Ogunniyi

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How to Build a Customizable Email Reporting Template

If you’re using email strategy as part of your marketing efforts, then this blog post is for you. That’s because reporting on what you’re sending is a crucial step in a successful email marketing strategy. If you’re not already building email reports, you could be missing out on opportunities for the optimization of your campaigns.

With that said, the first step you’ll have to take is to build a template for your email reports. These email reporting templates should be based on your marketing goals—whether that be clicks, opens, forwards, etc. And while there aren’t one-size-fits-all reporting templates for email campaigns, there are ways to templatize email reports to create efficiencies.

When building email reporting templates for our clients, what we look for in reviewing email campaign performance varies based on campaign goals. When campaign objectives change, so should the information you report on to determine its effectiveness. For example, KPIs for a newsletter would be engagement-based (open %, click %, CTR, CTV rate, top links clicked, time on site, etc.) to monitor how subscribers are interacting with the articles and information shared, while an offer email would have additional KPIs that are more transaction-based (conversion rate, site traffic, revenue generated, etc.). You also may not need the same level of detail on every report – particularly if a performance snapshot is all that’s requested.

How to Build an Email Reporting Template

Since it’s helpful to have a starting point, we typically use both a document and a spreadsheet, depending on the clients’ reporting needs:

• The Email Reporting Template ( download an example here ) gives an overview of important KPIs to keep an eye on when evaluating the performance of a single email campaign. It also poses questions to help you articulate reporting summaries.
• The spreadsheet is helpful for summarizing and comparing how multiple campaigns performed, including all monthly email campaigns or individual segments of a single campaign (i.e. segments for an A/B split test), against benchmark data. You will want to insert your own historical and/or industry benchmark data as well as current metrics.

Need a place to start? Download our email reporting template here.

You may also find it helpful to include a preview of the actual email(s) on your report. We recommend including that as well with your reporting for additional context. If heavy personalization was used, include previews of a few variations.

Topics to Include in your Email Report

If you’re starting from scratch, we recommend including the following items in your report:

Campaign Results

• Unique and Total Open Rate
• Unique and Total Clickthrough Rate
• Clicks-to-Views Rate
• Bounce Rate
• Unsubscribe Rate
• Complaint Rate

Observations/Highlights

• How does the open, click and clicks-to-views rate compare to historical and/or industry averages?
• Was the bounce, unsubscribe or complaint rate higher than usual?
• Were any deliverability issues detected?
• How many conversions and associated revenue can be attributed to this email campaign?
• Overall, what was successful in this campaign? What are the takeaways to improve future campaigns?

Link Reporting

• Which links received the most clicks?

Device Reporting

• What is the percentage of clicks and opens on desktop vs. mobile devices?
• What was the most popular email client used to engage with the email?

Domain Reporting

• How does subscriber engagement vary by domain?
• Compared to other domains and/or historical performance: does any domain stand out as having a significantly low open rate (an indication that the message was sent to Junk or went missing) or high soft bounce rate (which could tell you you’re getting blocked by spam filters)?

Deliverability

• What was the overall inbox placement rate? How does that compare to previous sends?
• If there are any known deliverability issues, what steps can be taken to improve inbox placement?

Website Traffic Behavior

• How many website visits were generated from this campaign?
• Can any revenue be attributed to this campaign?
• How did email traffic perform against other traffic source and medium combinations in terms of driving conversions and engagement?

For questions on these templates, or to review your email reporting with an emfluence expert, email us or call us at 816-472-4455.

2 COMMENTS:

Hi – I was just looking at the reporting tab today with a quest of trying to see domains of my email addresses. I couldn’t find it – can you tell me how to get to that information? Thanks!

You’ll actually find this in the Message Summary. To navigate there in the emfluence Marketing Platform, you’ll click on Messages in the top navigation menu, then the title of your sent email. On the Message Summary, toggle over to the Reports tab and you’ll see that the Domains report is the default option selected in the “Summary Report by” drop-down menu.

If you’d like any additional help, feel free to reach out to our support team ([email protected]). They would love to help you!

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How to Write a Report (2023 Guide & Free Templates)

You have a report due in a few days, but you’re still procrastinating like a pro.

Sounds familiar?

If you’ve been staring at a blank page, wondering how to write a report the best way possible, you’re not alone. For many, writing a report, especially for the first time, can feel like rolling a giant boulder uphill.

The good news is that from a first draft to creating reports that people love to read is a skill you can develop and polish over time.

Whether you’re a student, a professional, or someone who wants to up their report-writing game, keep reading for a 2023 guide and step-by-step instructions on how to write a report. Plus, learn about the basic report format.

You’ll also get access to report templates that you can edit and customize immediately and learn about a tool to make reports online (no need to download software!). You can also jump right into customizing templates by creating a free account .

What is report writing?

Report writing is a way of communicating information, data, insight, or analysis. It’s an essential skill that will come in handy in various settings, from academic research or diving into historical events to business meetings.

But creating a report can be a bit intimidating at first.

In its simplest form, report writing starts with researching and gathering all the information, analyzing your findings, and presenting it in a way that’s easy for your audience to understand.

Sounds easy enough, right? 

Well, there’s a bit more to it than that. We’ll guide you through every step of the process to write an entire report from a rough draft and data in the next section. 

But first, let’s get to know the different types of reports.

Types of reports

Reports come in all shapes and sizes, and the type of report you write will depend on your specific goals and audience. Each type of report has its unique purpose, format, and style.

The most common types of reports are: 

• Academic report – These include school reports, book reports, thesis reports, or analytical reports between two opposing ideas.
• Business report – Business reports range from annual reports to SWOT analyses . The goal of business reports is to communicate ideas, information, or insights in a business setting.
• Research report –  Research reports are often more scientific or methodological in nature. They can take the form of case studies or research papers. 

Learn more : 20 Types of Reports and When to Use Them (Plus Templates)

How to write a report without feeling overwhelmed

Breaking down the report writing process into three stages can make it much more manageable for you, especially if it’s your first time to create one. 

These three stages are: 

• Pre-writing stage
• Writing stage
• Post-writing stage

Let’s take a look at the steps for each stage and how to write a good report in 2023 that you can be proud of.

Stage 1: Pre-writing 

The pre-writing stage is all about preparation. Take some time to gather your thoughts and organize your main idea. Write a summary first.

Here are important steps to help you deal with the overwhelm of creating an insightful report. 

Understand the purpose of your report

Knowing your purpose will help you focus and stay on track throughout the process. Dig into the why of your report through these questions:

• Who is your intended reader? Are you familiar with your audience’s language and how they think?
• What are you trying to achieve with your report? Are you trying to inform, persuade, or recommend a course of action to the reader? 

Research your topic

It’s time to gather as much information as you can about your topic. This might involve reading books, articles, and other reports. You might also need to conduct interviews with subject matter experts.

Pro tip on how to write a report : Pick reputable sources like research papers, recently-published books, and case studies by trustworthy authors. 

Make a report outline

An outline is a roadmap for your report. It covers your title, introduction, thesis statement, main points, and conclusion. Organizing your thoughts this way will help you keep focus and ensure you cover all the necessary information.

While you can create a report without creating an outline, you could write a better report with an outline. An outline helps you organize your facts and important points on paper. 

Stage 2: Writing

Once you have completed the pre-writing stage, it’s time to write your report. 

Follow the proper report writing format

You will feel a lot of resistance at this point because this is where most of the tedious work of report writing happens. However, the process can be a breeze if you follow a proper structure and report writing format.

The structure of your report can vary depending on the type of report you’re creating, but the report writing format below can serve as a guide for anyone.

• Title page. This is the first page of your report and should include the report’s title, the author’s name, the date of presentation or submission, and any other relevant information, such as your name or the organization’s name.
• Table of Contents (TOC ). This section contains subsections of your report and their corresponding page numbering.  A well-written TOC will help readers navigate your report easily and find the information they need.
• Brief summary . This part provides an overview of the report’s particular purpose, subject, methodology, key findings, and recommendations. This section is often called the executive summary in corporate reports.
• Introduction . The introduction should provide background information about the topic and explain why the report was written. It should also state the aims and objectives of your report and give an overview of the methodology used to gather and analyze the data. Make sure you include a powerful topic sentence.
• Main body. The main body of the report should be divided into subsections, each dealing with a specific aspect of the topic. These sections should be clearly labeled and organized in a logical order. In most reports, this is also the part where you explain and present your findings, analysis, and recommendations.
• Conclusion. Summarize the main points of your report and provide a final summary, thought, or suggestions. Review your thesis statement. The conclusion also includes any limitations of the study and areas for further research or future action.
• References . This section should include a list of all the sources cited in the report, like books, journal articles, websites, and any other sources used to gather information on your subject.
• Appendices . In the appendices section, you should include any additional information relevant to the report but not in the article’s main body. This might consist of raw data, event details, graphs, charts, or tables.

With all these key report elements, your readers can look forward to an informative, well-organized, and easy-to-read report.

Pro tips: Remember to use clear and concise language in your essay. It is also required to follow a specific type of formatting set by your organization or instructor.

Plus, use the active voice when you can because it helps improve clarity. To write a report essay in a passive voice makes it sound less concise.

Reports should usually be written in the third person.

Edit and proofread the article

Once you have completed your first essay draft, take some time to edit and proofread your work. Look for spelling mistakes and grammar errors, as well as any areas where the flow of your article could be improved. Review your topic sentence.

If hiring a professional editor isn’t possible, have a colleague or someone else read your rough draft and provide feedback. You can also use tools like Grammarly and the Hemingway App . 

Stage 3: Post-writing

You’re almost there! This stage is about finalizing your report and ensuring it is ready to be shared. 

Format your report

Ensure your report is formatted correctly, with clear and easy-to-read fonts, headings, and subheadings.

Incorporate visuals

Adding visuals to your report article is another great way to help your audience understand complex information more easily.

From charts to illustrations, the right visual can help highlight and explain key points, events, trends, and patterns in your data, making it easier for the reader to interpret the information.

Want to check out more templates? Get access to the template gallery today .

However, it’s important to use visuals sparingly and ensure they are relevant and effectively support the texts. You will learn more about effectively incorporating visuals into your report as you scroll down below to the next sections. 

Share your report

Once your report is complete, share it with your audience. This might involve submitting it to your boss, presenting it to a group, or sharing it online.

A final note for this section: Remember to take your time, stay organized, and most importantly, have fun! Writing a report can be a rewarding experience, especially if you get positive feedback when you present.

How to add visuals to your report

Adding visuals to your report is more than just putting a graph or chart for every piece of information.

There are no hard and fast rules but use the pointers below as guidelines:

• Each visual in your report should have a purpose. Don’t just add a pie chart or bar graph for the sake of adding one. Your visual of choice should offer clarity to readers that’s impossible to achieve with words alone. Piktochart’s report maker lets you search for free stock images and illustrations to add to any page with drag and drop.
• Add captions, legends, or arrows to your visuals when possible. For more technical reports, graphics are either Tables or Figures. Number them in order of appearance (Figure 1, Figure 2, Table 1, etc.) and give each a descriptive title.
• Place the visual close to the relevant text on the page.
• Document the source of the visual, citing it in both the caption and references section if necessary.
• Make the graphic stand out with colors, borders, boxes, spacing, and frames.

Learn more : How to Improve Your Data Visualization Design in 6 Steps 

Write reports like a pro with Piktochart’s easy-to-edit report templates

Creating reports from scratch can be time-consuming. The great news is you don’t have to make reports from scratch like how it used to be in the 90s and early 2000s. Organizations of all shapes and sizes now understand that you can also create the perfect report with the help of templates.

For example, Piktochart offers a variety of fully customizable templates, allowing you to easily add your branding, colors, and text within the online editor. You can visualize your thesis statement and first draft in less than an hour. It’s also possible to start writing directly in the tool, adding graphics page by page.

These templates range from reports for school presentations to sales reports. By editing them, you can create professional-looking reports without the hassle of formatting and design.

Here are some examples of Piktochart’s professionally-designed templates. If you can’t pick one that matches your report writing format and needs, create a free Piktochart account to get access to more templates. 

Survey report template 

This survey report template includes clear visualizations, making your report findings easier to understand. From customer surveys to employee satisfaction reports, this template is quite versatile. 

Research report template 

This research report template is perfect for anyone looking to create a thorough and professional research report. The template includes all the necessary sections to help you easily organize your research and present your findings in a concise document.

Corporate report template 

Looking for a corporate report template example with an editable table of contents and foreword? This template is the perfect fit!

Whether you’re presenting to investors or sharing information with your team, this corporate report template will help you create a polished and informative executive summary for any corporate organization.

Case study report template

Whether you’re conducting a business case study or an academic case study, this case study report template can help you earn your readers’ trust. This template is specifically designed with fashion as its main theme, but you can edit the photos and details to make it more on-brand with your niche.

Marketing report template

Use this template to create comprehensive marketing reports. The template includes editable sections for social media, data from search engines, email marketing, and paid ads. 

Financial report template 

With this customizable finance report template, you don’t need to make a financial report from scratch. Once you’ve written your content, save your report in PDF or PNG formats.

Annual report template 

This annual report template is the right template for creating a professional and informative executive summary of your organization’s performance over the past year. This template was designed for HR annual reports, but you can also repurpose it for other types of yearly reports. 

See more report templates by creating a free Piktochart account . 

Quick checklist for better report writing

Before you submit or present your report, use the quick checklist below to help ensure that your report is well-structured, accurate, clear, and properly cited. Most of all, you must ensure that your report meets your audience’s expectations and has all the information and details they need. 

Purpose and audience

• Does the report address its purpose and meet the needs of the intended audience?

Structure and organization

• Is the material appropriately arranged in sections?
• Have irrelevant details been removed?

Accuracy and analysis

• Has all the material been checked for accuracy?
• Are graphs and tables clearly labeled? Check the page numbers too.
• Is the data in graphs or tables analyzed and explained in words?
• Does the discussion or conclusion show how the results relate to the objectives mentioned in the introduction?
• Have the results been compared with existing research from the literature survey?

Writing style and clarity

• Is the report written in a tone that’s indicated in the brand style guide (for corporate reports)? Does it avoid colloquialisms or contractions? 
• Does it follow the organization’s specific guidelines for writing style? 
• Is it jargon-free and clearly written? Have you translated technical terms into simpler words?
• Use the active voice when you can because it helps improve clarity. A written report in a passive voice may make it sound less concise. 

Acknowledgment and citation

• Have all ideas and event data taken from or inspired by someone else’s work been acknowledged with a reference?
• Have all illustrations and figures taken from someone else’s work been cited correctly?

Proofreading

• Has the report been carefully proofread for typos, spelling errors, and grammatical mistakes?

Make engaging and effective reports quickly with Piktochart

Writing a report is a must-have skill for anyone looking to communicate more effectively in their personal and professional lives. 

With the steps we’ve provided in this guide, anyone can learn how to write a report that is informative, engaging, and comprehensive.

Plus, the free templates we highlighted are valuable for individuals looking to create reports quickly and efficiently. They can also be used to transform a longer report filled with texts into something more engaging and easy to digest.

Sign up for a free Piktochart account today, and look forward to writing reports with its library of modern, customizable report templates. 

Piktochart offers professionally designed templates for all your visual communication needs. It is your one-stop shop for presentations , posters , logos , email signatures , infographics , and more. Customize all templates according to your brand assets in seconds. Get started for free today.

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How to Write a Short Report (Over Email)

Although we all want to streamline our work and cut down on the amount of business communication we send and receive, the business world cannot function efficiently without short reports.

Short business reports communicate when work is being completed, if schedules are being met, how costs are being contained, if sales projections are being met, how clients are being served, and when unexpected problems come up.

As a businessperson, you may routinely write short reports on the activities of your department. You also may be asked to submit a short report in response to a specific and/or timely circumstance. The most common short reports are periodic reports, sales reports, progress reports, travel reports, test reports and incident reports.

Periodic Reports provide readers with information at regular intervals, including daily, weekly, monthly, quarterly, and annually. Business managers rely on periodic reports to make budgets, create schedules, order materials, hire personnel, and determine other business needs.

Sales Reports give records of accounts, purchases, and profits and losses over a specified time. These reports help managers see where changes need to be made, and how to plan for the future.

Progress Reports inform readers about ongoing projects. They offer details on scheduling, budgeting, equipment, work assignments, and job completion. Progress reports help mangers coordinate one project with another one going on at the same time. They should include information on past work, current work, and future work.

Travel Reports include documentation on field trips, site inspections, conferences, home health, or social work visits. Mangers use them to budget for future trips and to evaluate their effectiveness from a profit and loss basis.

Test Reports are documents based on research conducted in the field, or in a lab. They offer objective details on how a test was performed, what outcomes were identified, and what recommendations should be followed.

Incident Reports are used to describe accidents, breakdowns, delays, and cost overruns. These reports may be used as evidence in court, so they must be concise, accurate, and complete.

Here are some basic guidelines for short reports:

1. Know your purpose. Who is your audience? What do they know? What do they need to know?

Your audience for a short report may include someone from outside your firm, or someone who works within your company. Remember that regardless of your audience, no bottom line speaks louder than money to a company or client. Anticipate the needs of the audience members and how they will use the information in your report.

2. Do your homework . Most reports, short or long, require some research. Perform the interviews, inspect the equipment, or read the studies necessary to gain the information you need.

You may obtain data internally, such as sales figures from your company's sales department. Or you may have to conduct research on your own for the report.

3. Be objective. Leave your preconceptions behind. Base your conclusions and recommendations on complete data and thorough research, not guesswork.

4. Choose a reader-friendly format. Use a clear subject line. Avoid big blocks of text. Make use of subheadings, bullet points, bold print, and graphics to make your report clear and easy to read. Be flexible on format according to the nature of your report.

5. Use graphs or tables to summarize data. A visual image is usually easier to understand than numbers. Don't go overboard with colors or graphics. Too many bells and whistles can look unprofessional, or worse -- look as if you don't have much to say in your report.

6. Write in a concise format. Avoid long, complicated sentences in favor of short, clear sentences. Allow for careful proofreading and revisions.

7. Be careful with jargon and avoid using either too informal or too technical language.

9. Organize your short report . A long, formal business report is divided into 10 sections. A short business report, however, typically has only four main sections.

The Terms of Reference section gives readers any necessary background information on the report, and why the report is needed. Include only the information that is needed for recipients to put the report in proper perspective.

Next is the Procedure section. This section (sometimes called "Scope") details the specific steps taken and methods used for the report. If there are certain constraints that limit the study, explain what they are here.

If your findings are based on a questionnaire or survey, outline the steps you took. If your report has a scientific emphasis, include an explanation of the technical processes used in your research.

The third main area of a business report is the Findings section. The findings section details information that is discovered, or made clear, during the course of the report.

Your findings section can be subdivided with numbered or bulleted headings. Order your observations in a logical way. You can arrange them by category or topic, in chronological or spatial order, or by order of importance.

The final area of a business report includes Conclusions and Recommendations based upon the findings.

The writer of a business report should try to remain as objective as possible. While conclusions and recommendations do reflect opinions, these statements should be based upon the facts, as revealed in the findings section of the report.

Place your top recommendations or conclusions first. Any recommendation should include clear, measurable actions. Numbering your ideas may make them easier to refer to during a later in-person or e-mail discussion.

e-mail body:

Hello (Name of recipient);

At the June board meeting, Allison Campden requested that I survey employees on their satisfaction with our employee benefits. I completed the project last week and have included my findings for your review in the attached report.

I will be happy to answer any questions you have. I also plan to present my report at Friday's HR meeting.

Your position

Your contact information

Attachment: Employee Benefits Satisfaction Report

Terms of Reference

As the monthly board meeting on June 11, Allison Campden, director of Human Resources (HR), requested this report on employee benefits satisfaction.

A representative selection of 20 percent of all employees was interviewed in person and by phone in the period between July 1 and July 15 concerning:

• their overall satisfaction with our current company benefits package
• any problems they encountered when dealing with HR
• any suggestions they have for improved communication policies
• any difficulties they encountered when dealing with our HMO

Our survey showed that our employees are generally satisfied with the company's current benefits package.

Some employees mentioned long approval waiting periods for vacation times.

Our older employees (45+) frequently mentioned difficulties with HMO prescription drugs procedures. Employees under age 45 reported fewer problems with HMO.

Many employees cited lack of dental insurance in our benefits package as a concern.

Dental coverage was also cited most frequently as an area for improvement.

Conclusions

Our older employees are having problems with the HMO's prescription drug program.

Our HR response time, particularly in regard to vacation time, needs to be improved.

Recommendations

Meet with HMO representatives to discuss prescription drug benefit complaints for employees age 45 and up.

Give priority to vacation request response times so employees may plan their vacations.

Memo format

Another way to organize a short report e-mail is with the memo format.

Use standard headings, such as To, From, Subject, Date, in this way:

To: Marketing team members

From: Andy Bayless

Subject: Annual Sales Report

Date: Jan. 4, 2016

Then make a brief introductory statement that gives the reader an overview of the problem, or the context of the report.

Now you can include the four sections for a short report:

Conclusions and recommendations

Proofread your report several times. Misspellings, typos, or basic grammatical errors will give your readers the impression that you did not put a great deal of effort into the report.

Consider asking someone else in your department to read it, checking for accuracy. Be open to this feedback and consider any comments carefully.

Presenting a report

Many companies ask a report writer to present a report at a meeting. If you have this opportunity, look at it as a way to emphasize the key findings of the report, rather than simply read it your audience. Use your charts or graphs as visuals, and as a springboard to discuss your findings

Anticipate questions, and plan to leave a large portion of your presentation for questions and answers from the audience.

A business report requires you to analyze a situation, and to apply business theories to offer suggestions for improvement.

It allows you to demonstrate your reasoning and evaluation skills, and to provide recommendations for future action. With most business reports, there is no single correct solution, but several solutions. The writer must weigh the costs and benefits of each possibility to an organization. It is these costs and benefits that you need to identify and weigh in your report.

Effective business reports reveal the objectivity and the concise and clear communication skills of their writers. These skills are so important in today's competitive business environment, that a growing number of business owners are reporting that business communication skills are at the top of their lists when they interview and hire new employees.

Some hiring managers even ask applicants to write a sample business report as a way of screening applicants.

According to a study by Grammarly that was published in the Harvard Business Review (HBR), more than two-thirds of salaried jobs in America require a large amount of written communication. The study revealed that major companies spend more than of $3 billion each year training their employees in writing skills.

One CEO, Kyle Wiens of iFixit, wrote in a HBR blog post that he will not hire people who use poor grammar. Wiens claims that good grammar is a telltale sign of professionalism, attention to detail, credibility, and the ability to learn new things.

Think of how you will stand out in an interview, or on the job, if your writing skills are already above average.

Many fans of social media have been hitting the death knell for e-mail for years. Despite this, e-mail is here to stay. People check their smart phones up to 150 times a day, according to the Kleiner Perkins Internet research firm. And checking e-mail is the number one activity people do on their phones.

As a paraphrase of a familiar Mark Twain quote might read, "The reports of e-mail's death have been greatly exaggerated."

Good business communication means good business. Bad business communication can mean wasted time and effort and the possibility of lost business and revenues.

When you use good business practices in composing and sending professional e-mails, you further your career and the success of your company.

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Evaluate Your Email Performance with an Email Reporting Template

• Email Marketing Performance

Every ending—like a project or a year—is a time for reflection. However, reviewing something as significant as your marketing program can be daunting. What should you include, how do you present it, and what do you want to say?

To make it easier for you, we’ve created an email reporting template that you can use to collect your thoughts and impress your stakeholders.

Handle year-end reporting like a pro.

Shine a light on your email marketing successes with this fully customizable reporting template.

What is an email reporting template?

An email reporting template provides an outline and place to share your email marketing status, recent wins, and lessons. It’s common to use an email report at the end of your fiscal or calendar year to give a status report to stakeholders and leadership. Of course, you can also create a report after a big email campaign, before a budgeting or investment pitch, or when you aren’t sure why you aren’t hitting your email marketing goals .

An email report template gives you space to share:

• Email marketing volume and performance
• Recent projects
• Lessons learned
• What you’ll continue using
• What you’d like to try next

What is the importance of an email marketing performance report?

After you’ve spent countless hours in the weeds of an email marketing initiative, you might want to forget it and move on. However, taking time to reflect benefits you, your team, and your organization.

Decide what’s worth your time

You’re probably working with time, budget, tech, or team constraints and need to spend your resources wisely. Filling out an email marketing report, even if you never share it with anyone, gives you a structured way to check in with yourself.

Are you spending time on the most impactful strategies? What are your highest priorities for improvement? Regularly reviewing your input and its impact lets you adjust your focus accordingly.

For example, if one of your goals this year was to increase read rates , but your old email design has stagnated engagement, you should prioritize a new responsive email template next year.

Champion for more resources for your team

You know how hard your team works and how vital everyone’s efforts are, but the rest of your organization might not. A polished and impactful email report is a bargaining chip the next time you want to advocate for investment or grow your team .

Align your email efforts with your company

A car with each wheel spinning in a different direction will go nowhere fast. Similarly, work progress is slow if each team goes its own way. Sharing your email goals,  priorities, and insights with your is a great way to get everyone on the same page. You can also use your email marketing report to open discussions across departments and learn from other teams. Ultimately, you have to use these discussions to align your work with company-wide goals.

For example, suppose your company wants to increase customer retention. In that case, your report would have email marketing analytics that signal an engaged audience, like subscriber lifetime value and revenue per subscriber .

What is covered in Litmus’ email reporting template?

Litmus’ email report has more than 30 Google template slides ready to fill out. After entering your email team’s information, you’ll have a beautiful presentation ready to send and share with others.

Here’s what you’ll find in the template .

Email team overview

If you present to a non-email audience, they might need to learn the ins and outs of your daily work. The first step in your email reporting presentation is introducing your team members and giving an overview of how you help your brand achieve a goal, like increasing sales or creating an engaged community.

Email campaign’s reach

Your stakeholders don’t watch your subscriber count like you do, so share your audience size, emails sent this year, number of campaigns, and clicks generated. Revealing how many people you have a direct communication line with begins to show the impact of email.

Email program’s health and data

Once you establish the foundation of your email reach, take a moment to review the health of your program through metrics. Sharing your performance against industry averages and your past results proves you have subscriber quality, not just quantity.

An overview of key metrics is all you’ll need for an email health summary for a general audience. If you’re presenting to a team or client with a particular focus, you could include screenshots of your email analytics dashboard or Google Analytics report for extra detail.

Our email reporting template has space to share critical email analytics like:

• Deliverability rate
• Click-through rate (CTR)
• Email quality score
• Unsubscribe rate
• Bounce rate

Be sure to add any company-specific email reporting benchmarks, too. For example, tracking how often subscribers printed your emails is as useful of an engagement indicator as website visits if you regularly send in-store coupons, booking confirmations, or event tickets.

Business impact of email marketing campaigns

Only some stakeholders inherently understand the value of an active email list. Everyone understands dollar signs, however. Including your conversion rate, revenue generated, and return on investment (ROI) translates your work to benchmarks that stakeholders value.

Recap key email goals

After describing the high-level results of email marketing this year, it’s time to share how you drove results. Start by listing your top goals and priorities for the past year. Leading with your goals gives context to your decision-making process and sets up your presentation to compare expectations vs. results.

Highlight considerable program successes

Go ahead—share your highlight reel. Pull out specific designs, email campaigns, messaging, or ideas that really worked this year. Explain what went well, what you learned, and how you can apply those lessons in the future. You can also share non-email-specific success, like an organized workflow or team morale.

Share important developments

A lot can change in a year (or, let’s be honest, in a week). Take a moment to share staffing updates, new tools or vendors, regulation updates, and other macro trends that affected your industry or customers. These insights influence your limitations and priorities.

Identify the biggest email opportunities for improvement

There are always new goals on the horizon, but you can impress your stakeholders with a plan. Be upfront about your team’s challenges and present your ideas for addressing them.

The opportunities section of the email reporting template is also your chance to pitch email marketing’s impact on your organization and ideas for cross-team collaboration.

For example, you can propose sharing successful emails with the social media team to repurpose for other channels. Your engaged community of subscribers is an ideal place to learn about your target audience and share what you’ve learned across the organization.

Set goals for next year and uncover opportunities

After recapping the past year, it’s time to look ahead. The final segment of your email report should address next year’s goals and what support you need to hit the mark. You could also add an overview of your current and projected budget.

Recap the success of your email marketing efforts today!

Nobody knows your email team’s efforts quite like you, but that doesn’t mean they can’t learn. Articulating your work helps you advocate for your team, show leadership the power of email, and prepare for the year ahead. Plus, looking back on successes you may have forgotten about feels good. Who doesn’t want a little year-end boost?

Claim your free year-end email reporting template now for a beautiful deck that’s easy to customize, along with helpful notes and tips to help you brainstorm content and guide your presentation.

This blog post was originally published on November 10, 2022. It has been updated for clarity and with new information on October 4, 2023.

Steph Knapp

Steph Knapp is a Freelance Content Writer for SaaS and B2B companies

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4 Use Cases for Email Report: How to Present Analytics & Data

• August 28, 2023

Ever felt like drafting an email report was akin to trying to cook a gourmet meal with just a toaster?

Oh, the agony of burnt toast and bland data.

But fret not, because you’re about to embark on a journey that will turn that mundane task into a Michelin-star worthy masterpiece.

Grab a metaphorical apron, and let’s dive into the world of email reporting.

Buckle up; it’s going to be a wild, informative, and surprisingly delightful ride !

The Basics of Email Reporting

The moment you dive into the world of email reporting, you’ll uncover its vast potential. Imagine sending a daily report, seamlessly packaged in an email report template, making it both clear and engaging .

Whether you’re looking to send a daily report to your boss using a daily activity report sample or even a monthly report email template for those broader updates, mastering the art of email reports is pivotal.

These reports aren’t just words and numbers; they’re insights , stories , and narratives . With the right report format examples or even a simple report email sample, you can convey these stories effectively.

And don’t get me started on incident report email samples; they’re a lifesaver when things go south! So, when you think about sending reports or drafting that daily end of day report email sample, remember – it’s all about the narrative and clarity . Happy reporting!

Use Case 1: Daily Reports to Management

Alright, let’s dive into the world of Daily Reports to Management. When you’re gearing up to send a daily report , having a daily end of day report email sample in your toolkit can be a game-changer.

Picture this: you streamline your findings, perhaps using a daily activity report sample, and then voilà! – your insights are ready for your boss’s desk, or in this case, their inbox. Remember, the key to making a mark is in the presentation.

A daily reporting format paired with the perfect report email template can transform your data into a compelling story . And with the right daily report template, you ensure every critical detail shines.

So, the next time you’re set to send daily reports in email, embrace the process and let your hard work be seen. Cheers to making an impression, one daily report at a time!

Use Case 2: Monthly Reports to Stakeholders

Diving into Monthly Reports to Stakeholders, you’re not just sending data; you’re crafting a narrative of an entire month’s work . Start with a monthly report email template. It’s your secret weapon to turn raw data into an insightful journey.

You might even decide to drop a month end closing email sample to give a snapshot before the big reveal. With the right monthly report templates at your fingertips, you’re more equipped than ever to highlight achievements, flag challenges, and set the stage for upcoming projects .

Consider throwing in a monthly report format or a monthly report template word, and you’ve got a presentation that’s both visually appealing and packed with insights . So, next time you’re set to send that monthly report, ensure it’s not just a report – make it a story that resonates with every stakeholder. Happy narrating!

Use Case 3: Incident Reporting

Navigating the realm of Incident Reporting can be daunting, but armed with the right tools, you’ll tackle it like a pro. An incident report email template can be your guiding light, ensuring every crucial detail gets its moment.

It’s not merely about highlighting the hiccup; it’s about creating a clear narrative with an incident reporting email sample. And when things get a tad more complex, an explanation on how to write an incident report letter sample can make all the difference.

Incorporate an incident email template, and you’ve got a framework that ensures clarity and comprehension . So, whether it’s a minor mishap or a significant event, with the right incident report email in place, you can convey the details effectively and efficiently. 

Here’s to turning incidents into insights and challenges into opportunities!

Use Case 4: Sales and Marketing Analytics

Stepping into the dynamic world of Sales and Marketing Analytics, you’ll quickly discover the power of data in storytelling . Imagine harnessing that sales report format, turning cold numbers into compelling tales of success , or maybe opportunities for growth.

And, when it’s time to break down your email campaigns, an email marketing report template becomes your best friend, painting a vivid picture of your audience’s engagement. Don’t forget to sprinkle in some insights from a sales report example, and you’ll have stakeholders hanging on to your every word.

With a robust email marketing reporting template in tow, it’s all about showcasing your brand’s journey and its interactions with the world. So, when you dive deep into those analytics, remember: it’s not just numbers and graphs; it’s a story waiting to be told. Make it count!

Key Elements of an Effective Email Report

Let’s talk about crafting that stellar email report. You know, the kind where every detail in your email report grabs attention , making your daily end of day report email sample or even your monthly report email template shine.

It’s all about the ingredients you mix into that report. Curious? Here are the must-haves for a top-notch report:

Catchy Subject Line

The first impression always counts , and in the world of email, your subject line is the front door. It determines whether your email gets opened or overlooked. A captivating subject line for an email report should be a blend of clarity and intrigue .

It’s not just about stating “monthly report” but maybe “June’s Surprising Trends: Monthly Analysis.”

Logical Structure

A well-structured report is like a well-written story—it flows. Start with a concise introduction or executive summary , giving a sneak peek into the report’s contents. Follow this up with detailed data, explanations, and insights.

And, finally, conclude by summarizing the key takeaways , ensuring the reader leaves with a clear understanding.

Visual Aids

Visual aids are the supporting actors that elevate your email report’s narrative. Infographics, charts, and images can simplify complex data, making it digestible and engaging.

They break the monotony of text and make your email report example visually appealing. Always ensure they’re relevant and enhance, rather than clutter, the content.

Precise Data Points

In the realm of reporting, accuracy is non-negotiable. Whether you’re sharing stats in an end of day report example or a monthly overview, the data must be spot-on . Use trusted sources, double-check figures, and ensure your report remains an authoritative and reliable document.

Clear Call to Action

A report shouldn’t just end—it should lead somewhere. Whether you’re seeking feedback, wanting readers to check out an attached document, or any other action, make it clear. A defined call to action guides the reader on what steps should follow after consuming your report .

Engaging Content

Dry, drab content can make even the most critical data seem boring. Spice up your report email template by using a conversational tone , relatable examples, and maybe even a dash of humor . The goal? Keep your reader engaged, from the first word to the last.

Accessibility

In today’s fast-paced world, people read emails on subways, during coffee breaks, or while waiting in line. Your reports formats should be responsive , ensuring they look good on mobile devices and desktops . A report that’s a chore to read on a smartphone will likely be skipped or deleted.

Effective Templates for Reporting

In the bustling corridors of today’s corporate world, effective communication is key . Whether it’s detailing daily activities, summarizing monthly achievements, or addressing unexpected incidents, presenting information clearly and cohesively becomes paramount.

This is where specialized reporting templates come into play, streamlining the process and ensuring every piece of data finds its rightful place. Here’s a curated list of templates designed to elevate your reporting , making every update an insightful narrative.

Streamlined Daily Updates

In today’s dynamic corporate landscape, the value of immediate , accurate , and concise communication cannot be overstated. The daily report template word emerges as an instrumental asset in this endeavor.

Every such report isn’t just a routine update; it becomes an encapsulation of a day’s worth of endeavors, progress, and potential roadblocks. Each draft should be approached as an opportunity to articulate with both clarity and precision, ensuring the day’s narrative is captured effectively and efficiently.

Here’s an email template:

Subject: [Your Department] – Daily Report for [Date]

Hello [Recipient Name],

I hope this finds you well. Here’s a succinct breakdown of today’s activities:

Task Completed: Brief description. Progress on Ongoing Tasks: Brief update. Challenges Encountered: Brief detail. Upcoming Priorities: Brief list.

Thank you for your continuous support and guidance.

Warm regards, [Your Name]

Monthly Overviews

A month in any organization encapsulates myriad activities, from the completion of projects to the onset of new initiatives. The monthly report template serves as your trusted aide in collating , categorizing , and communicating these occurrences.

Its structured format ensures that no stone is left unturned, every notable milestone receives its due mention, and all pivotal highlights are laid out in a manner that satiates stakeholders’ quest for information. It’s not merely an overview; it’s a strategic document reflecting past performances and potential trajectories.

Subject: [Your Department] – Monthly Report for [Month-Year]

Dear [Recipient Name],

I trust you’re doing well. As we bid adieu to [Month], here’s a comprehensive overview:

Major Achievements: List with brief descriptions. Ongoing Projects: Status and updates. Highlights: Notable events or milestones. Areas of Improvement: Brief detail. Plans for Next Month: Brief list.

Looking forward to a productive [next month].

Best wishes, [Your Name]

Incidents Made Clear

In the unpredictable ebb and flow of corporate operations, not every day is smooth sailing. When unexpected events or incidents occur , they can unsettle the rhythm of work.

The incident email template, in such scenarios, emerges as a beacon of clarity . This template isn’t just a reactionary tool; it’s a proactive measure that guides users in breaking down the incident, analyzing its impact, detailing corrective measures, and ensuring transparency .

It aims at delivering a comprehensive account, ensuring every stakeholder is kept in the loop, and ambiguities are dispelled.

Subject: Incident Report – [Brief Description of Incident] on [Date]

I regret to inform you about an incident that took place today:

Incident Description: Detailed breakdown. Immediate Actions Taken: Steps undertaken post-incident. Impact Analysis: Brief detail. Corrective Measures: Steps to prevent recurrence. Additional Notes: Any other relevant information.

We’re ensuring all measures to prevent a recurrence. Your insights would be valuable.

Regards, [Your Name]

Sales & Marketing Highlights

Sales and marketing are the lifeblood of many organizations, where numbers and narratives intertwine . With the sales report format, you’re not just recording figures; you’re chronicling your team’s journey, its victories, learnings, and areas of growth.

However, in today’s digital age, it’s not just about sales on the ground but also engagements in the virtual world . Pairing this with an email marketing reporting template allows you to dive deep into digital campaigns, conversion rates, and audience engagement metrics.

It’s a holistic view, from the first pitch to the final sale, from the initial click to lasting customer relationships.

Subject: Sales & Marketing Report – [Month-Year]

I’m delighted to share the sales and marketing highlights for [Month]:

Total Sales: Number and brief description. Key Marketing Campaigns: Success metrics. Challenges Faced: Brief detail. Customer Feedback: Highlighted comments. Plans for Upcoming Month: Brief list.

Here’s to greater success in [next month].

Cheers, [Your Name]

Best Practices for Sending Reports

Navigating the maze of sending reports can feel daunting, but with the right strategies, it’s smoother than you’d imagine .

Here’s the low-down: when you draft that sample email to send daily report or even send monthly reports in email, there are some golden rules to follow.

And yes, whether it’s a daily activity report or an elaborate month end closing email, these best practices ensure your reports land perfectly .

• Consistency is King : Always send your reports at the same time. This builds expectation and trust.
• Clear Subject Lines : A subject like "end of day report email sample" might sound redundant. Be precise and straightforward.
• Use Templates : Leverage that report email template or email reporting template for uniformity and professionalism.
• Be Concise : Remember, an end of day report example shouldn't read like a novel. Get to the point.
• Include Visuals : Charts and graphs can breathe life into your email report sample.
• Feedback Loop : Encourage feedback on your reports. It's a way to continuously improve.

There you have it! With these best practices in your arsenal, your reports won’t just inform—they’ll impress. Happy sending!

Frequently Asked Questions on Writing Email Reports

Navigating the art of email reporting? I bet you’ve stumbled upon some common questions that many folks grapple with. Let’s unravel a few of those nagging inquiries that you might have, ensuring your email report game is top-notch.

How long should my email report be?

Ah, the age-old debate of length vs. content. Your email report should be as concise as possible while ensuring all vital information is conveyed. Remember, the attention span of readers, especially in a corporate setting, can be limited.

Aim for clarity and brevity. If the data can be summarized into a visual representation or a few bullet points, even better. However, don’t cut down essential details just for the sake of brevity. Striking the right balance is key !

Should I attach the report or embed it in the email?

It’s a dilemma, right? Both methods have their merits . Attaching the report (say, as a PDF) ensures the formatting remains consistent, irrespective of the device or email client.

However, it requires the recipient to download and open it, an extra step that might hinder quick consumption. Embedding the report directly into the email ensures instant visibility , especially beneficial for short updates or when you’re targeting mobile users.

A hybrid approach can work too: provide a brief summary or key insights in the email body and attach a detailed report for those who wish to dive deeper.

How frequently should I send email reports?

The frequency really hinges on the nature of your report and the expectations of your audience . Daily reports are great for tracking real-time projects or urgent updates. Weekly or monthly reports might suit analytical reviews, summaries, or broader insights.

It’s essential to gauge the recipients’ preferences, ensuring they are updated without feeling spammed . Consistency is essential, but so is respect for your reader’s inbox. Make each report valuable, so it’s anticipated, not dreaded.

Key Takeaways on Writing Email Reports

As we’ve journeyed through the ins and outs of email reporting, it’s evident how pivotal a role these reports play in everyday business communications .

They’re not just dry, data-filled memos, but powerful tools to convey information, build transparency, and ensure everyone’s on the same page .

Whether you’re giving daily updates or presenting a month’s worth of analytics, the essence lies in clarity, conciseness, and relevance . We’ve dived deep into templates tailor-made for various scenarios – from the hustle and bustle of daily updates to the crucial incident reports.

But remember, the backbone of every great email report lies in its structure and the elements you choose to highlight. With a myriad of templates, practices, and key components discussed, it’s now over to you.

The next time you draft that report, think of it not as a mundane task but an opportunity to tell a compelling story. Here’s to making every report count and leaving your readers informed and impressed. Cheers to your email reporting adventures!

To achieve the best results with email outreach, we recommend using a professional email automation software

13 best cold email platforms rated and compared

Edgar Abong

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How to Use Outlook's New 'Report Message' Feature

Posted by Dave Dec  /  May 17, 2021  /  Outlook , Microsoft 365   —   1 Comments ↓

Microsoft Outlook does a great job at detecting potentially harmful email messages. Messages such as SPAM, Phishing, and what Microsoft calls false-positive e-mail.

Spammers and Phishers continue their efforts to send you these email messages undetected by existing Outlook filters. Microsoft now provides you, the end-user, the ability to make these filters even stronger so that it does not miss these messages.

'Report Message' Add-in

As part of Microsoft 365 , Outlook provides you with a feature that allows you to report – a.k.a. send a message – to Microsoft when you find that you received a fraudulent message such as SPAM or Phishing. The 'Report Message' Add-in is that tool.

How the 'Report Message' Add-in Works

From your inbox, select an email message you know is suspect and you want to report it to Microsoft.

Then, from the Outlook Home ribbon, select the Report Message dropdown arrow to see your options:

The first thing you will want to do is select Options … This will allow you to set how your messages will be handled when selecting to mark an item Junk , Phishing , or Not Junk . When you select Options … the action options are displayed:

Select how you wish reporting to be handled. Whatever you select will be the default. If you wish to change it on a per-message basis, you will have to select the options, make the change, then select whether you want this marked as Junk or Phishing.

Use the Not Junk feature if Microsoft automatically marked something as Junk but, you know it is not. Go to your Junk folder in Outlook, select the item you want to be marked as Not Junk, and that item will be moved back to your Inbox.

Add the Report Message Add-in to your Outlook

From your Outlook desktop application, go backstage by selecting the File tab in the upper left-hand corner:

Because this is a feature of Microsoft 365, you will be directed to sign in to your account. Once you sign in successfully, your computer will display the Add-ins for Outlook. You can search or scroll to find the 'Report Message' Add-in shown here:

You will receive a pop-up message to indicate your agreement to the license terms and privacy policy. If you agree, select the Continue button:

Another pop-up appears to confirm you have added the Report Message Add-in to your Outlook. Select the Dismiss button:

You are now ready to use Outlook's 'Report Message' feature.

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Use the Report Message add-in

The Report Message add-in works with Outlook to allow you to report suspicious messages to Microsoft as well as manage how your Microsoft 365 email account treats these messages. 

Messages that your Microsoft 365 email account marks as junk are automatically moved to your Junk Email folder. However, spammers and phishing attempts are continually evolving. If you receive a junk email in your inbox, you can use the Report Message add-in to send the message to Microsoft to help us improve our spam filters. If you find an email in your Junk Email folder that's not spam, you can use the Report Message add-in to mark it as a legitimate email, move the message to your Inbox, and report the false positive to help Microsoft improve our spam filters. 

Report a message 

If you choose the Report Message button on the ribbon, you'll see several different options. 

If you choose Junk, Phishing, or Not Junk, you'll have the option to send a copy of the message to Microsoft, along with your classification of the message. This is optional. To turn off the option to send a copy of the message to Microsoft, choose Options and then follow the steps listed below. 

What's Junk email?

Junk email messages are typically referred to as spam. These are messages that you don't want to receive that may be advertising products you don't use or find offensive. If you choose the Junk option, a copy of the message may be sent to Microsoft to help update our spam filters, and the message will be moved from your Inbox to your Junk Email folder. 

What's phishing?

Phishing is the practice of luring you into disclosing personal information, such as bank account numbers and passwords. Often phishing messages look legitimate, but have deceptive links that actually open fake websites. If you select Phishing , a copy of your message may be sent to Microsoft to help update our filters, and the message will be moved from your Inbox to your Junk Email folder. 

What's a legitimate email?

If you know the sender and you're expecting the message, or if you receive a message that's mistakenly marked as junk, you can use the Report Message add-in to mark the message as Not Junk . This will move the message from the Junk Email folder back to your Inbox. 

Add the Report Message add-in

You can add the Report Message add-in from the Outlook Add-ins store:

For Get add-ins , scroll to the Report Message add-in, select it, and then select  Add to install it.

For All Apps , select  Add Apps , scroll to the Report Message add-in, select it, and then select  Add to install it.

Report Message add-in options

Choosing Options from the Report Message button allows you to choose whether messages are automatically sent to Microsoft when they're reported as junk or phishing attempts. 

Change your Report Message options

Choose Options from the Report Message button on the Ribbon.

Select one of the following options:

Always send a copy of the message to Microsoft

Never send a copy of the message to Microsoft

Ask before sending a copy of the message to Microsoft

Once you've made your selection, choose Save . You'll see the following message in the InfoBar in the message header confirming your changes were saved successfully. 

Options settings are cached with the message, so in order to see your updated setting, you'll need to select a new message first.

If your version of Outlook doesn't support the Options setting, you'll see a notification message that directs you to  https://aka.ms/ReportMessageOptions .

Remove the Report Message add-in

You can remove the Report Message add-in from the Outlook Add-ins store:

For Get add-ins , scroll to the Report Message add-in, select it, and then select  Remove to uninstall it.

For All Apps , select  Add Apps , then right-click (or long-press) the Report Message add-in, and select  Uninstall to remove it.

Your feedback is important to us

We'd like to know what you think about the Report Message add-in. Choose  Yes or No  at the bottom of the page to let us know if the Report Message add-in was helpful, and leave us a comment about what you liked and how we can improve. 

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Send a tip to CNN

How to share confidential story tips and material with our journalists.

Published Dec. 2, 2019 at 12:00 p.m. ET

Updated March 18, 2022 at 9:00 a.m. ET

Do you have a tip or sensitive material to share with CNN? We offer several ways to reach our journalists.

We regularly review submissions, but because we receive a large number, we cannot respond to or investigate every tip.

Anatomy of a good tip

Tips should be newsworthy, meaning they concern systemic problems of timely and broad public interest. The most compelling tips are those that can be corroborated with documentation or evidence.

These channels are not for press releases. To share feedback about something you saw on CNN or CNN.com, use our feedback form .

Before reaching out

Remember that no method is completely secure and what measures you should take depend on how much anonymity you need. Before using any of these apps or tools, consider taking a few extra security precautions, including: considering whether the network you use can be used to identify you or your activity; using a secure web browser or operating system ; disabling features that back data up to cloud services; and avoiding using accounts or devices linked to your name, email or phone number.

The Freedom of the Press Foundation (FPF) offers more detailed guides aimed at maintaining privacy and anonymity.

Regular email is convenient but not secure. Do not use it if your information is sensitive or if you are concerned about someone knowing that you are a source.

For more sensitive tips, you can send email encrypted with Pretty Good Privacy (PGP). Be aware that while the content of PGP-encrypted emails is secure, metadata — such as information about the sender or recipient, time stamps and the subject — is not. Keep in mind that many email providers retain your messages unless you direct otherwise.

Several browser extensions, such as Mailvelope , Enigmail and FlowCrypt , make it easy to use PGP with existing email providers, such as Gmail. You can also use ProtonMail , an email provider that supports PGP.

For additional anonymity, set up a dedicated email address to communicate with us.

Email address: [email protected]

ProtonMail address: [email protected]

Public key: B4BC 1138 6DD7 BB01 801A 2594 0486 46F7 1E7B 788C

Get ProtonMail Learn more FPF guide

Signal is a free app that allows users to make and send encrypted calls and self-destructing text messages, images and videos. The Signal Protocol is end-to-end encrypted, which means only the sender and recipient can access the conversations. Signal does save some information about you, including your phone number, when you signed up and when you were last active, but stores no metadata about your communications. By default, Signal saves your messages on your device unless you configure them to self-destruct.

For additional anonymity, consider setting up a dedicated phone number to use with Signal. You can do this through several services, such as Google Voice , Skype or Twilio , or you can purchase a prepaid SIM card.

Number: +1 (646) 397-6705

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WhatsApp is a free app that secures phone calls and text messages using end-to-end encryption and allows you to delete messages even after they’ve been read. The app is owned by Meta , which also owns Facebook and Instagram, and retains a significant amount of metadata about conversations. However, WhatsApp claims neither it, nor third parties, can see users’ private conversations.

For additional anonymity, consider setting up a dedicated phone number to use with WhatsApp. You can do this through several services, such as Google Voice , Skype or Twilio , or you can purchase a prepaid SIM card.

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Oct 20, 2022

Asking for feedback email with 20 samples and templates

Here's how to ask for feedback in an email, with 20 feedback request email samples

Lawrie Jones

Table of contents

Great feedback is fundamental to helping us achieve our career potential. But why is feedback so hard to get, then?

Well, everyone is busy doing their own work and, with the rise of remote working, we have less casual discussions with our colleagues and bosses. In order to receive meaningful feedback, you have to be proactive in asking for it.

Understanding how to politely ask for feedback in email – and having the confidence to send the message – is critical to gaining insights that can help you improve.

We show you how to ask for feedback in an email, with 20 feedback request email samples. We unpack the feedback request email structure, showing you how you can build better messages.

By the end of this article, you’ll find it easy to create feedback request emails that get replies.

How to write a feedback request email

First, let’s look at what feedback is and why it’s critical.

In the working world, feedback is an essential mechanism that helps us all to improve. During the feedback process, a person (or group of people) will highlight the positives and negatives from their perspective. 

You may get feedback as part of a formal performance review , but that’s not the only opportunity to request feedback. In fact, you can request feedback at any time.

Some of the reasons you may want to request feedback include:

• Asking for feedback on a project
• Feedback on a report
• Feedback on a presentation
• Feedback on a job application
• Feedback after being rejected for a job

(Don’t worry if yours isn’t on the list, we’ve included 20 feedback email templates below.)

The key is to be proactive and ask for it!

Before we provide our feedback email example, here are some basics of writing better request emails to get better feedback:

1. Be clear and concise

Nobody has the time to read lengthy emails, so keep it short and straight to the point. Clear and concise emails aren’t rude; they just get right to the point as soon as possible.

2. Be specific

Being specific with your feedback requests makes it easier for people to understand what you’re asking and to respond.

Let’s see how this works in an example. Not getting a job can be a real blow to our confidence, but understanding why enables us to get better. 

If you want to ask for feedback on an application, feel free to use bullet points. It not only makes your request clearer, but it’s also easier for people to answer!

• Can you list one or more things (if any) that made my application stand out to you in a positive and/or negative way?
• Can you list one or more things that other applicants did better than I?
• Can you list one or more things that my application was missing and/or I should remove?

3. Provide a call-to-action

While many of us are happy to provide feedback, it’s unlikely to be a priority in our busy lives. Including a CTA provides a prompt to the recipient and can increase the likelihood of a response. 

When writing your CTAs, ask yourself at least the following questions:

• Do you have a deadline for the feedback?
• In which form do you want the feedback (i.e., a meeting, anonymous survey or is a reply email enough)?
• Do you want continuous feedback (i.e., should you set a recurring meeting)?

4 tips for better feedback

Feedback is all the same, right? Wrong!

Structured and focused feedback can help you improve in the areas you need, so ensure that’s what you get by following our 4 tips for better feedback.

1. Set a goal

If you’re not clear on what you want from feedback, how can the person you’re asking?

Before writing an email feedback request, be clear on what you want to improve and how feedback will help you.

This process is critical for identifying the questions you want to be answered. 

Ambiguous questions lead to ambiguous answers, so be as clear as possible. 

2. Make it actionable

The value of feedback is in the details. Avoid asking yes/no questions. Instead, make it clear what information you’re asking for. 

Don’t be afraid to use bullet points, and be precise in your requests. Here are a couple of examples of how this can work:

• Did you like my resume? → Can you name 1-3 things that made my resume stand out?
• Could my presentation be improved? → Can you name 1-3 things I could improve in my presentation?

3. Be specific rather than ambiguous

Following on from the advice above, making your request super-specific makes it as easy as possible for people to respond.

For example, instead of asking for feedback on the whole presentation, project or last quarter’s performance, can you break it down into smaller bits?

What about asking for feedback on your body language while presenting, documentation or a project or how well you did last week?

Try to improve one thing at a time, to not overwhelm yourself or the person you’re asking for feedback.

4. Make it a process, not one-off event

Feedback is best when it’s continuous and put into practice.

When you receive feedback, you’ll want to reflect on it, but you should also think about how you can use it.

If you’re asking for feedback from a boss or mentor, for example, why not set up a recurring meeting where you can reflect on feedback and track progress?

Doing so makes you more accountable and also ensures that you “action” the feedback  – as you’ll have to explain what you’ve done in the following meetings. 

Feedback request email format

Feedback request emails follow a pretty standard format. There’s a subject line, intro, email body, CTA, and sign-off. Let’s see how this breaks down:

1. Email subject for asking feedback

Your email subject should clearly state what’s inside. Here are some examples that could work for you:

• Feedback request: can you help?
• Can you provide some feedback? 
• Could you spare 5 minutes to provide some feedback?

These work as they clearly state what you want and how little you’re asking them to do. 

A great subject line created interest. Try some out and see what works best.

2. Feedback request email body

Don’t beat around the bush here. Instead, be clear that you want feedback. We’ve provided 20 feedback email examples below, where we illustrate what we’re talking about, but here’s a standard feedback email request:

3. How to end a feedback request email

Each email should have a CTA – detailing what you want, when and why. The example above (and the 20 below) all include a CTA. In this case, it’s this:

You’re asking for feedback but giving the person the choice of how to respond. Two options mean they’re twice as likely to respond. (That’s the theory, anyway). 

Sometimes, you may also need to provide contact information such as a phone number or another email address. Finally, you'll want to give a sign-off, such as “thanks”, “kind regards,” or whatever else you choose to use.

If you need some email engine inspiration, check out our article containing 40 email endings . 

How to ask for feedback in email samples and templates

By this point, you’re ready for some examples, and we’re happy to oblige!

Here you can find 20 email feedback templates that can be adapted for all situations and circumstances. Before copying and pasting these, make sure to understand what they are and edit them so they’re suitable for the individuals involved. 

Sound good? Then let’s get started!

20 Feedback request email samples

1. requesting interview feedback email sample.

One of the most common feedback request emails follows an unsuccessful interview. You can accept the news, but you want to know why.

This simple sample email can be used to request post-interview feedback. We hope you never have to use it, but if you do, you’ll get the answers you need.

2. How to ask for feedback after rejection email sample

Bad news are always hard to take, but you should always request feedback after a rejection. It’s the best way of ensuring it doesn’t happen again.

Here’s how to ask for feedback after you’ve been rejected.

3. Sample email requesting feedback from colleagues

Feedback from colleagues can help you improve professionally and personally, so always ask for it when appropriate. Here’s a suitable sample email requesting feedback from colleagues.

4. Sample email requesting feedback from manager

If you’ve got a good relationship with your boss (and who doesn’t?), they can provide valuable feedback too. Here’s a suitable sample email requesting feedback from your manager.

5. Sample email requesting 360º feedback from colleagues

360º feedback is a fantastic way to get a true perspective on your performance. Check out our sample email requesting 360º feedback from your manager, team, and colleagues.

6. Asking for feedback from clients email sample

Clients demand the highest standards, so be sure you’re achieving them by asking for feedback. Here’s our sample email requesting feedback from clients.

7. Sample email requesting feedback from customer

Staying in touch with customers who have bought your product or service is essential at ensuring you deliver the highest quality service. Here’s a simple sample email requesting feedback from any customer . 

For more customer service templates, visit our archive here. 

8. Performance feedback request email sample

Performance feedback is critical in helping you to improve. While it may be challenging to listen to criticism, it’s critical to improving performance. Here’s a suitable performance feedback request email sample.

9. Asking for employee feedback email sample

Employee feedback provides a valuable source of information on team successes and failures.

This sample is suitable for asking for employee feedback from teams of any size.

10. Sample email asking for resume feedback

Your resume is an essential document that’s often the first thing a new employer learns about you, so you’ll have to get it right.

Requesting resume feedback is important, as someone could spot an error in your previously perfect document.

Here’s a sample email asking for resume feedback to use with friends, family, and colleagues.

11. Asking for feedback at work email sample

Your colleagues can provide clear feedback that you won’t receive elsewhere. This asking for feedback at work email samples is simple and can be used in all situations.

12. Sample email asking for feedback after training

If you’re delivering or organizing a training course, you’ll want to know you’re getting it right – so ask attendees. This sample email asking for feedback after training can be sent to everyone participating in a course.

See how we thank them upfront and make them feel special before asking for what we want.

13. Product feedback request email sample

You love your new product, but how do your customers feel? Use this product feedback request email sample to find out.

14. Email asking for feedback on presentation sample

Does anyone really like public speaking? Practice makes perfect, but feedback can accelerate progress, so ask for it using email asking for feedback on the presentation. 

15. Follow-up email asking for feedback sample

A follow-up email is a good way to say thank you for the feedback you have received and show how you have put the feedback into practice.

16. Sample email asking for review and feedback

17. sample email asking for feedback on project.

Asking for feedback is the last step in any post-project wrap-up. This sample email asking for feedback on a project can be easily amended and used when you need it. 

18. Sample email to recruiter asking for feedback

Recruiters are experts at delivering feedback, helping you to shape applications and improve your CV.

Here’s a sample email to a recruiter asking for feedback that’s (almost) guaranteed to work. Be sure to say thanks when they respond .

19. How to ask for feedback in email from stakeholders sample

Stakeholders play a crucial role in the success of any business, so asking for feedback is essential.

This email may appear more formal than the others (because it is), but it needs to be. This is how to ask for feedback in an email to stakeholders.

20. Sample year end feedback request email

The end of the (financial) year is a time for reflection, planning, and feedback. This sample year end feedback request email will ensure you can plan and prioritize for the forthcoming year. 

Professional feedback request email template

The samples we’ve provided should give you everything you need, but if you want to create your own, use our professional feedback request email template.

Feedback request email template with Flowrite

If you find yourself requesting for feedback regularly, you use Flowrite to make the process faster:

Flowrite is the most reliable email assistant to help you write any email faster, with perfect grammar and format.

And when you have received the feedback you were after, Flowrite is there to help you write thank you emails, like this:

We hope we’ve shown you that asking for feedback in an email is easy!

Remember, the best feedback request emails are brief and follow the same basic outline.

If English isn’t your first language, we know it’s difficult to politely ask for feedback in email, so use our feedback request email samples to make it as simple as possible.

If you’re looking for more learning on writing the best business emails, check out the Flowrite blog.

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• Unwanted or suspicious emails

Avoid and report phishing emails

Learn how to spot deceptive requests online and take recommended steps to help protect your Gmail and Google Account. 

What phishing is

Phishing is an attempt to steal personal information or break in to online accounts using deceptive emails, messages, ads, or sites that look similar to sites you already use. For example, a phishing email might look like it's from your bank and request private information about your bank account.

Phishing messages or content may: 

• Ask for your personal or financial information.
• Ask you to click links or download software.
• Impersonate a reputable organization, like your bank, a social media site you use, or your workplace. 
• Impersonate someone you know, like a family member, friend, or coworker.
• Look exactly like a message from an organization or person you trust.

Avoid phishing messages & content

To help you avoid deceptive messages and requests, follow these tips.

1. Pay attention to warnings from Google

2. never respond to requests for private info.

Don’t respond to requests for your private info over email, text message, or phone call. 

Always protect your personal and financial info, including your:

• Usernames and passwords, including password changes
• Social Security or government identification numbers
• Bank account numbers
• PINs (Personal Identification Numbers)
• Credit card numbers
• Other private information, like your mother’s maiden name

3. Don’t enter your password after clicking a link in a message

If you’re signed in to an account, emails from Google won’t ask you to enter the password for that account.

If you click a link and are asked to enter the password for your Gmail, your Google Account, or another service, don’t enter your information, go directly to the website you want to use. 

4. Beware of messages that sound urgent or too good to be true

Scammers use emotion to try to get you to act without thinking. 

Beware of urgent-sounding messages

For example, beware of urgent-sounding messages that appear to come from: 

• People you trust, like a friend, family member, or person from work. Scammers often use social media and publicly available information to make their messages more realistic and convincing. To find out if the message is authentic, contact your friend, family member, or colleague directly. Use the contact info you normally use to communicate with them.
• Authority figures, like tax collectors, banks, law enforcement, or health officials. Scammers often pose as authority figures to request payment or sensitive personal information. To find out if the message is authentic, contact the relevant authority directly.

Tip : Beware of scams related to COVID-19, which are increasingly common. Learn more about tips to  avoid COVID-19 scams .

Beware of messages that seem too good to be true

Beware of messages or requests that seem too good to be true. For example, don’t be scammed by:

• Get rich quick scams . Never send money or personal information to strangers.
• Romance scams . Never send money or personal info to someone you met online.
• Prize winner scams . Never send money or personal info to someone who claims you won a prize or sweepstakes.

5. Stop & think before you click

 use tools to help protect against phishing, 1. use gmail to help you identify phishing emails.

Gmail is designed to help protect your account by automatically identifying phishing emails. Look out for warnings about potentially harmful emails and attachments.

Note : Gmail won’t ever ask you for personal information, like your password, over email.

When you get an email that looks suspicious, here are a few things to check for:

• Check that the email address and the sender name match.
• Check if the email is authenticated .
• See if the email address and the sender name match.
• On a computer, you can hover over any links before you click on them. If the URL of the link doesn't match the description of the link, it might be leading you to a phishing site.
• Check the message headers to make sure the "from" header isn't showing an incorrect name.

2. Use Safe Browsing in Chrome

To get alerts about malware, risky extensions, phishing or sites on Google’s list of potentially unsafe sites, use Safe Browsing in Chrome . 

In your Safe Browsing settings, choose Enhanced Protection for additional protections and to help improve Safe Browsing and overall web security.

3. Check for unsafe saved passwords

4. help protect your google account password, 5. learn about 2-step verification, report phishing emails.

When we identify that an email may be phishing or suspicious, we might show a warning or move the email to Spam. If an email wasn't marked correctly, follow the steps below to mark or unmark it as phishing.

Important:  When you manually move an email into your Spam folder, Google receives a copy of the email and any attachments. Google may analyze these emails and attachments to help protect our users from spam and abuse.

Report an email as phishing

• On a computer, go to  Gmail .
• Open the message.

• Click Report phishing .

Report an email incorrectly marked as phishing

• Click Report not phishing .

Need more help?

Try these next steps:.

China denies Philippine report of "artificial island" in disputed waters

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Additional reporting by Liz Lee in Beijing; Editing by John Mair, Stephen Coates and Kevin Liffey

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UK's Labour pledges 'ironclad' commitment to Ukraine during Kyiv visit

Britain's opposition Labour Party affirmed its "ironclad" commitment to Ukraine during a visit to Kyiv on Monday by the party's foreign and defence chiefs.

OpenAI's new product could include sarcasm detection, report says

• OpenAI may unveil a new multimodal AI assistant on Monday, The Information reported.
• This technology could, in theory, help automated customer service agents detect sarcasm.
• The new model could also be integrated into OpenAI's chatbot ChatGPT.

Wannabe stand-up comedians and frustrated customers, beware: The robot phone operators may not find your deadpan insults amusing in the future.

The Information reported that machine learning company OpenAI could unveil a voice assistant with both audio and visual capabilities that could, in theory, detect sarcasm.

According to one person with knowledge of the new tech who spoke with The Information, the mystery assistant could improve on the automated customer service agent technology the company already offers.

Related stories

The AI assistant — which can talk to users and recognize objects and images — could have many other features, of course, the outlet reported, citing two people who have seen it themselves. These features include "a better understanding of image and audio" and "better logical reasoning," per the report.

The technology could be revealed as soon as Monday during OpenAI's planned livestream announcing updates on their GPT technology.

"The assistant could theoretically do a range of things not possible today, such as acting as a tutor for a student working on a paper or on math problems, or giving people information about their surroundings when they ask for it, like translating signs or explaining how to fix car troubles ," the report said.

The new multimodal model is still prone to AI hallucinations — a phenomenon where models spit out answers that have no basis in reality — a person familiar with it told The Information.

This new tech could eventually be integrated into the publicly available and free version of OpenAI's popular chatbot ChatGPT .

The Information reports the tech will move CEO Sam Altman one step closer to creating a more useful AI assistant similar to the virtual Samantha, played by Scarlett Johansson in the movie "Her" — though hopefully, no one falls in love with it. (That was not sarcasm.) Representatives for OpenAI did not immediately respond to a request for comment.

Axel Springer, Business Insider's parent company, has a global deal to allow OpenAI to train its models on its media brands' reporting.

Watch: What is ChatGPT, and should we be afraid of AI chatbots?

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Why you should buy stocks ahead of this week's inflation report

Investors should buy stocks ahead of this week's release of the April CPI report, according to Fundstrat's Tom Lee.

• He said the setup appears favorable for higher stock prices as disinflation makes progress.
• An in-line CPI report or better would increase the chances of three interest rate cuts this year, Lee said.

Lee said in a recent note that the "buy in May" trade is still in full force after the S&P 500 jumped nearly 4% so far this month.

Lee expects those gains to continue with the upcoming April CPI report likely to show disinflation progress, which would push stocks higher as investors shift to pricing in more than two interest rate cuts from the Federal Reserve this year.

"We think an 'in-line' April CPI will cause the number of Fed cuts to rise from ~1.8 (by year-end 2024) towards 2.5 cuts or more," Lee said. "The rationale, in our view, is that this April CPI will highlight the possibility that auto insurance's disproportionate impact on CPI is ebbing."

Economists expect the April Consumer Price Index, set to be released Wednesday morning, to be up 0.31%. 

Lee said his bullish short-term outlook is corroborated by ongoing declines in the volatility index, the US dollar, and long-term interest rates. It also doesn't hurt that other central banks are beginning to cut interest rates.

Sweden's Riskbank cut interest rates for the first time since 2016 on Wednesday, and the Bank of England signaled that interest rate cuts are imminent. 

"Bottom line, we are still 'buy in May.' The fact that stocks rose this week is a positive signal. And next week, we expect incoming data to show overall softening of the key components of inflation," Lee said. 

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