Managing projects means problems are bound to come up, but how you document and resolve them makes all the difference. An issue report template gives teams a structured way to capture critical details about problems that occur during a project. With a consistent format, everyone can quickly understand the scope of the issue, its impact on the project, and the steps needed to fix it. Download this free issue report template for Excel and help teams save time and ensure that no important information is missed.
While an issue report template is useful, it is static and requires manual updates. Project management software does more than capture issues — it connects them to schedules, resources and budgets in real time. Instead of relying on spreadsheets or documents, teams can log issues directly in their project management platform, link them to related tasks and track resolution progress alongside other project activities. This makes issue management faster, more collaborative, and easier to monitor from start to finish.
ProjectManager is the best choice for handling issue reporting because it combines flexible tools with real-time updates. Teams can log issues, assign owners and track progress on built-in RAID logs, kanban boards, task lists, calendars and Gantt charts. Live dashboards provide immediate visibility into project health, while automated alerts ensure that no issue goes unnoticed.
With everything in one platform, our software takes the value of an issue report template and elevates it into an integrated process that improves accountability, collaboration and project outcomes. Get started with ProjectManager today for free.
Why Use an Issue Report Template?
An issue report template ensures that teams capture problems consistently and clearly. Instead of scrambling to figure out what information is needed, the template guides everyone to provide details like the issue description, its impact, severity and who is responsible for resolving it. This structure keeps reporting simple, prevents important information from being overlooked, and allows managers to quickly assess the situation. It also helps establish a standard way of documenting issues across different projects, making it easier to train new team members and maintain accountability.
An issue report template is also a valuable communication tool. By having a shared format, stakeholders can easily understand what went wrong, how it affects the project and what actions are being taken to resolve it. This transparency builds trust, reduces miscommunication and ensures that everyone is aligned on the path forward. Over time, keeping consistent reports creates a library of lessons learned that can help identify patterns and prevent recurring problems in future projects.
When to Use an Issue Report Template
An issue report template should be used any time a project faces a problem that could disrupt progress, affect deliverables or increase costs. For example, when equipment fails, tasks run over schedule, or resources are unavailable, the template provides a structured way to document the situation and its potential impact. This ensures that the issue is captured in detail and not forgotten, which allows managers to make informed decisions quickly.
The template is also helpful when an issue requires collaboration or approval from multiple stakeholders. By recording all the key information in one place, the issue report template makes it easier to share updates, assign ownership and track resolution over time. Using the template in these moments creates consistency, improves accountability, and reduces delays in addressing problems that could otherwise escalate.
Who Should Use This Issue Report Template?
Anyone involved in managing or supporting a project can use an issue report template. Project managers rely on it to track problems that threaten schedules, budgets or quality, while team members can use it to record issues they encounter during their work. This ensures that even small problems are documented before they grow into bigger risks.
Stakeholders and executives also benefit from the issue report template because it provides them with visibility into the challenges the project is facing and how they are being addressed. By standardizing how issues are reported, the template helps create accountability across the team and ensures that no critical detail is missed during the reporting and resolution process.
How to Use This Issue Report Template for Excel
This issue report template helps teams log, track and resolve problems that affect a project. Each column in the Excel sheet is designed to capture the most important details so that issues can be communicated and managed. Here’s how to fill it out:
Issue ID & Issue Description
Assign a simple reference code, such as IR-001, and write a concise yet clear summary of the problem. This makes it easy to identify and discuss the issue later.
Reported By & Reported On
Enter the name of the person who discovered the issue and the date it was first reported. This keeps accountability clear and allows you to track when the problem started.
Impact Areas & Estimated Delay
Specify which aspects of the project are affected, such as schedule, cost, scope, quality or customer satisfaction. Then estimate how much time the issue could delay project work.
Estimated Cost, Severity Level & Priority Level
Provide the projected financial impact of the issue, whether it’s extra labor, penalties or equipment costs. Indicate how severe the problem is (low, medium, high) and how urgently it needs to be addressed (low, medium, high, urgent).
Issue Owner
Assign the team member responsible for managing the resolution. This ensures there is always a clear point of contact.
Mitigation Actions & Status
Record what has been done so far to control or resolve the issue. Use the status column to track whether the issue is open, in progress, blocked, resolved or closed.
Related Reporting Templates
Project management is easier when you have ready-made tools to capture risks, issues and plans. Below are some useful free templates that can help you stay organized and keep projects on track.
Risk Register Template
This template helps teams identify potential risks, assess their likelihood and impact, and create response plans. It provides a clear record to monitor risks throughout the project.
Issue Tracking Template
Use this template to log project issues, assign ownership and track progress until resolution. It standardizes issue reporting and ensures accountability across the team.
Risk Management Plan Template
This template outlines how risks will be managed during a project. It defines risk strategies, responsibilities and monitoring processes to reduce uncertainty and improve decision-making.
ProjectManager Is Better Than an Issue Report Template
An issue report template is useful for logging problems, but it’s limited in scope. It only captures static data and requires manual updates, which can quickly become outdated. ProjectManager offers a dynamic solution that not only tracks issues but connects them to schedules, tasks and resources. With automated updates, collaboration tools and cloud-based accessibility, project teams get real-time visibility into problems and their resolutions instead of chasing static spreadsheets.
Manage Resources More Effectively
ProjectManager goes beyond an issue report template by integrating resource management into the process. When an issue arises, managers can instantly see how people, equipment and budgets are allocated and make adjustments to keep work on track. The platform balances workloads across teams, prevents bottlenecks and helps ensure the right resources are available to resolve issues without causing delays elsewhere in the project.
Track Progress & Manage Risks in Real Time
Unlike a static template that must be updated manually, our software provides real-time tracking tools that show progress as it happens. Live dashboards display the current status of all issues, while reporting features highlight risks and trends before they escalate. When risks arise, use the built-in RAID logs to assign an owner, set a priority and determine the mitigation strategy. This makes it easier for teams to respond quickly, improve accountability and keep stakeholders informed.
Related Issue Management Content
An issue report template is only a part of the larger issue management process. For those who want to learn more about this topic, below are some recently published articles on tracking software, issue logs and more.
- 10 Best Issue Tracking Software for Project Management
- What Is an Issue Log? Templates & Tips
- Issue Management Process in Project Management
- The Risk Management Process in Project Management
- How to Make a Risk Management Plan (Template Included)
- Project Risk Analysis: Quantitative & Qualitative Techniques
ProjectManager is online project and portfolio management software that connects teams, whether they’re in the office or out in the field. They can share files, comment at the task level and stay updated with email and in-app notifications. Join teams at Avis, Nestle and Siemens who are using our software to deliver successful projects. Get started with ProjectManager today for free.