Project documentation has several purposes such as project planning<\/a>, cost management or risk management. In addition, there are certain project documents that must be created at a specific project phase as they set the stage for the next step. For example, the project management plan must be created before the project execution<\/a> phase can begin.<\/p>\n Project management software can help you organize and share information that is crucial to the success of your project. ProjectManager<\/a> is project management software with advanced planning, tracking and reporting that has unlimited file storage and makes it easy to share product documentation with your team and stakeholders. All of its multiple project views share one source of information to keep everyone on the same page. Get started for free.<\/p>\n Let\u2019s take a look at which project documents should be created at each project management<\/a> phase.<\/p>\n Projects vary in size and complexity and some require more comprehensive project documentation than others. Here\u2019s an overview of some of the project documents that are usually created throughout the project life cycle<\/a>.<\/p>\n Now that you have an idea of the right project documentation for each phase of your project life cycle, let\u2019s dive into some critical project management documents.<\/p>\n Here\u2019s a brief description of the important project documents and a corresponding project management template for each of them. Don\u2019t forget to check our library of free project management templates<\/a>,\u00a0where you\u2019ll find dozens of templates to build your project documentation.<\/p>\n The project plan is the most comprehensive of all project management documents because it compiles the project documents that are created during the project planning phase<\/a>. For example, your project plan should include your project budget and your project schedule.<\/p>\n The project charter<\/a> is written during the project initiation phase and it sets the stage for the project plan. Project managers use project charters to provide a quick overview of the project to stakeholders, sponsors and clients.<\/p>\n Just like the project charter, a business case<\/a> is a document that\u2019s created during the initiation phase to convince project stakeholders of the project’s value by explaining the potential benefits it could have for their organization.<\/p>\n At a basic level, the project schedule defines the timeline for the execution of all project tasks. It can also include more details such as the resources needed for each task, who\u2019s responsible for it, the float or slack<\/a> your project has and the critical path. ProjectManager\u2019s Gantt chart<\/a> is the perfect tool for creating a detailed project schedule.<\/p>\n ProjectManager offers four kinds of dependencies, baseline tracking and real-time resource availability when assigning work. You can break down you project into subtasks and track costs for each phase to ensure you stay on track. Get started with ProjectManager for free and build a better project schedule.<\/a><\/p>\n A work breakdown structure (WBS)<\/a> is a fundamental example of project documentation. It breaks down the project\u2019s scope into smaller, more manageable components. At the top is the overall project goal that is progressively broken down into smaller pieces. This tool helps organize complex projects and ensures they stay on track.<\/p>\n RACI stands for responsible, accountable, consulted and informed. A RACI chart<\/a>, also known as a RACI matrix, helps define roles and responsibilities for different tasks and deliverables within a project or process. It aims to eliminate confusion about who is responsible for what and improve communication. This is a valuable tool for projects of all sizes, especially those with multiple stakeholders and complex workflows.<\/p>\n This document allows you to register all potential project risks and includes a brief description of their potential impact and likelihood. A risk register<\/a> is an important project document as it provides important information for your risk management plan that contains all risk management documents, strategies and guidelines.<\/p>\n A scope statement defines the activities that will be executed to complete a project. It\u2019s used by project managers to let stakeholders know what will be done and what won\u2019t be done so that expectations are clear from the beginning. It\u2019s part of the scope management plan<\/a>, a comprehensive document that explains the procedures and guidelines related to the project scope.<\/p>\n The project budget<\/a> is a critical project management document. To create one, you\u2019ll need to estimate your project costs, which include labor, materials, equipment and anything that\u2019s needed to execute the project.<\/p>\n A communication plan<\/a> sets all the guidelines for communication among team members and project stakeholders. It defines the communication channels to be used, the communication schedule and roles and responsibilities among other details to streamline the communication process throughout the project life cycle.<\/p>\n A project execution plan (PEP) lays out exactly how a project will be delivered, including the tasks, timeline, resources and budget needed to move from plan to reality. This Excel template brings all execution\u2011phase details together: scope definitions, task lists, start and end dates, assigned team members, resource needs (labor, materials, equipment) and cost estimates.<\/a><\/p>\n Project status reports<\/a> are a must-have project management tool because they allow you to check the health of your project at any point in time and share data with stakeholders to keep them updated. Status reports are brief and include the most relevant information only.<\/p>\n A statement of work (SOW) is a formal document that defines the full scope, deliverables, timeline and responsibilities for a project before any work begins. This template provides a structured format to capture all essential project details, including the project background, objectives, scope, deliverables, schedule and assigned responsibilities.<\/p>\n It\u2019s always necessary to create project documentation at the end of the project closure phase<\/a>. That\u2019s because project managers need to close contracts, create a “lessons learned” document and get formal approval from stakeholders, among other important tasks. All of this must be documented so that nothing falls through the cracks.<\/p>\n A project proposal<\/a> is a project management document that provides a quick overview of the key areas of a project. Its main purpose is to convince potential stakeholders of the value of the project during the initiation phase. It should be a persuasive document that highlights the main benefits, goals and requirements.<\/p>\n A procurement plan is a detailed roadmap for acquiring goods and services that a project will depend on. This free template defines what must be procured, when and how purchases will be made, what contract types and vendor\u2011selection criteria will be used and how supplier relationships and deliveries will be managed.<\/p>\n Project plans are undoubtedly important, and sometimes, teams prefer to work in a familiar Excel format. This template ensures everyone involved knows what must be done, when and by whom, setting expectations clearly and aligning the team around a shared structure. With a solid project plan, you reduce risks of confusion, scope creep or missed deadlines and give your project the best chance of finishing on time and within budget.<\/p>\n An issue log<\/a> is an example of project documentation that helps manage problems or obstacles that come up during a project. It\u2019s a list or spreadsheet that\u2019s used to document, monitor and resolve issues that could potentially impact the project\u2019s schedule, budget, scope or quality. An issue log helps establish responsibility for resolving issues and creates a historical record for future reference.<\/p>\n A change request form<\/a> is a standardized project document that formally proposes, evaluates and approves alterations to a project\u2019s original plan. It helps manage modifications to scope, budget, schedule or other project aspects in a controlled manner. This form helps mitigate the negative impact of uncontrolled changes and keeps the project on track with its overall goals.<\/p>\n A project brief<\/a> is a summarized version of your project plan, geared towards an audience such as cross-functional teams or stakeholders who don\u2019t need to dive into all the details of a project management plan but still need to have an understanding of the project goals, budget, roles & responsibilities, among other key aspects.<\/p>\n Project requirements<\/a> are the goals and specifications that are expected from a project to make sure all stakeholders are satisfied. Our free requirements gathering template will help you document all your project requirements.<\/p>\n A project charter is the foundational document that formally kicks off a project. It defines the project\u2019s purpose, high\u2011level objectives, scope, key stakeholders, roles and responsibilities and initial constraints or assumptions. The Excel template provides a clear framework to document all essential project initiation details, including project name, sponsor, objectives, scope, deliverables, stakeholders and high-level schedule and budget estimates.<\/p>\n A project overview is a 1-page document that outlines the most critical aspects of a project, such as its timeline<\/a>, milestones, budget, status and the team members\u2019 roles & responsibilities.<\/p>\n A team charter<\/a> is a project management document that shows the roles, responsibilities, deliverables and resources of a project team. It helps project managers understand the workload and objectives of each team member for better resource planning.<\/p>\n Stakeholder analysis helps identify individuals with a vested interest in a project. A stakeholder analysis template<\/a> is the ideal type of project documentation to use before the project\u2019s execution phase. It analyzes the stakeholders who can be impacted by a project, decision or initiative. Use this template to better understand stakeholder needs, expectations and influence to develop effective communication and engagement strategies.<\/p>\n No matter your organization’s structure, the ability to record and document all aspects of a project is\u00a0vital to being a successful project manager. Multiple reports, charts<\/a>, graphs, documents, change requests and status updates need to be maintained throughout the project life cycle, and documentation works to stitch the disparate pieces of a project together and bring it to a successful finish.<\/p>\n However, your time is limited, and so is patience in most organizations for tedious paperwork. How can you maintain efficiency and effectively document the project? Consider the following to determine what’s worth documenting:<\/p>\n So what are the best strategies you should use to keep your documentation effective, efficient and timely? To align your documentation according to best practices, you should:<\/p>\n![\"Project](\"\/wp-content\/uploads\/2024\/04\/Light-mode-portfolio-dashboard-CTA.png\")
<\/a>Project Documentation by Project Phase<\/h2>\n
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Top 25 Project Documents to Include in Your Project Documentation<\/h2>\n
1. Project Plan Document for Word<\/a><\/h3>\n
![\"Project](\"\/wp-content\/uploads\/2020\/09\/Project-Plan-Screenshot.jpg\")
<\/a>2. Project Charter Document<\/a><\/h3>\n
![\"Project](\"\/wp-content\/uploads\/2021\/09\/Project-Charter-Screenshot.jpg\")
<\/a>3. Business Case Document<\/a><\/h3>\n
![\"Business](\"\/wp-content\/uploads\/2022\/07\/Business-case-template-word-projectmanager.jpg\")
<\/a>4. Project Schedule<\/h3>\n
![\"Project](\"\/wp-content\/uploads\/2024\/09\/Gantt-chart-in-project-management-construction-project.png\")
<\/a>5. Work Breakdown Structure (WBS)<\/a><\/h3>\n
![\"Work](\"\/wp-content\/uploads\/2020\/09\/WES-Screenshot.jpg\")
<\/a>6. RACI Chart Document<\/a><\/h3>\n
![\"RACI](\"\/wp-content\/uploads\/2020\/05\/RACI-Matrix-Screenshot.jpg\")
<\/a>7. Risk Register Document<\/a><\/h3>\n
![\"Risk](\"\/wp-content\/uploads\/2020\/09\/Risk-Tracking-Screenshot.jpg\"){kind=tracking}
<\/a>8. Scope Statement Document<\/a><\/h3>\n
![\"Scope](\"\/wp-content\/uploads\/2021\/08\/Project-Scope-Screenshot.jpg\")
<\/a>9. Project Budget Document<\/a><\/h3>\n
![\"ProjectManager's](\"\/wp-content\/uploads\/2020\/09\/Project-Budget-Screenshot.jpg\")
<\/a>10. Project Communication Plan<\/a><\/h3>\n
![\"Communication](\"\/wp-content\/uploads\/2020\/10\/Communication-Plan-Screenshot.jpg\")
<\/a>11. Project Execution Plan<\/a><\/h3>\n
![\"project](\"\/wp-content\/uploads\/2025\/05\/project-execution-plan-template.png\")
<\/a>12. Project Status Report Document<\/a><\/h3>\n
![\"Status](\"\/wp-content\/uploads\/2022\/04\/Screen-Shot-2022-08-05-at-2.17.22-PM.png\")
<\/a>13. Statement of Work Document<\/a><\/h3>\n
![\"Statement](\"\/wp-content\/uploads\/2020\/09\/Statement-of-Work-Screenshot-600x473.jpg\")
<\/a>14. Project Closure Document<\/a><\/h3>\n
![\"Project](\"\/wp-content\/uploads\/2020\/10\/Project-Closure-Screenshot.jpg\")
<\/a>15. Project Proposal Document<\/a><\/h3>\n
![\"Project](\"\/wp-content\/uploads\/2021\/08\/Project-Proposal-Screenshot.jpg\")
<\/a>16. Procurement Plan Document<\/a><\/h3>\n
![\"Project](\"\/wp-content\/uploads\/2025\/04\/procurement-plan-template.png\")
<\/a>17. Project Plan Document for Excel<\/a><\/h3>\n
![\"project](\"\/wp-content\/uploads\/2025\/04\/project-plan-template-for-excel.png\")
<\/a>18. Issue Log Document<\/a><\/h3>\n
![\"Issue](\"\/wp-content\/uploads\/2016\/06\/issue-tracking-template-zoomed-in.jpg\"){kind=tracking}
<\/a>19. Change Request Form<\/a><\/h3>\n
![\"Change](\"\/wp-content\/uploads\/2020\/10\/Change-Request-Screenshot-600x514.jpg\")
<\/a>20. Project Brief Document<\/a><\/h3>\n
![\"Project](\"\/wp-content\/uploads\/2021\/03\/Project-Brief-Screenshot.jpg\")
<\/a>21. Project Requirements Document<\/a><\/h3>\n
![\"Requirements](\"\/wp-content\/uploads\/2019\/08\/Requirements-Gathering-Screenshot.jpg\")
<\/a>22. Project Charter Document<\/a><\/h3>\n
![\"Project](\"\/wp-content\/uploads\/2025\/06\/Project-charter-template-for-Excel.png\")
<\/a>23. Project Overview Document<\/a><\/h3>\n
![\"Project](\"\/wp-content\/uploads\/2021\/03\/Project-Overview-Screenshot.jpg\")
<\/a>24. Team Charter Document<\/a><\/h3>\n
![\"Team](\"\/wp-content\/uploads\/2021\/03\/Team-Charter-Screenshot.jpg\")
<\/a>25. Stakeholder Analysis Document<\/a><\/h3>\n
![\"Stakeholder](\"\/wp-content\/uploads\/2021\/09\/Stakeholder-Analysis-Screenshot.jpg\")
<\/a>What’s Worth Documenting for a Project?<\/h2>\n
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![\"PM](\"\/wp-content\/uploads\/2025\/02\/PM-101-eBook-banner-ad.jpg\")
<\/a>\nProject Documentation Best Practices<\/h2>\n