Monthly Report Email Templates

Copy, customize, and send these templates to your clients each month. Takes 5-10 minutes per client.

Essential Plan - Email Summary Template

Copy this template:

Subject: Your Website Performance - January 2025 Hi [Client Name], Here's your monthly website summary for January 2025: 📊 KEY METRICS • Total Visitors: 2,347 (↑ 23% from last month) • Lead Submissions: 42 forms submitted (↑ 31% from last month) • Uptime: 99.98% - your site was available 24/7 • Page Load Speed: 1.8 seconds (industry avg: 3.2s) ✅ WORK COMPLETED THIS MONTH • Routine security updates and maintenance • Site backup completed • All forms tested and functioning properly Everything is running smoothly! Your website continues to generate leads around the clock. Questions? Just reply to this email. Best regards, [Your Name] [Your Company]

Pro Tip: Get these numbers from Google Analytics. Send this by the 5th of each month.

Professional Plan - Dashboard + Summary Template

Copy this template:

Subject: 📈 Your Website Analytics Dashboard - January 2025 Hi [Client Name], Your website had a great month! Here are the highlights: 🎯 JANUARY HIGHLIGHTS ✅ 2,347 total visitors (↑ 23% growth) ✅ 42 leads generated (↑ 31% increase) ✅ 4 keywords moved into top 10 positions ✅ 99.98% uptime - zero downtime 📊 VIEW YOUR LIVE DASHBOARD Access your real-time analytics anytime: [PASTE LOOKER STUDIO DASHBOARD LINK HERE] This dashboard updates automatically 24/7 with: • Visitor traffic trends • Lead submissions • Top performing pages • SEO keyword rankings • Traffic sources breakdown ✅ WORK COMPLETED THIS MONTH (4.0 hours used) • Published 1 SEO-optimized blog post • Updated homepage images • Enhanced contact form with service selector • Routine security & maintenance 🎯 NEXT MONTH'S FOCUS • Publish another SEO blog post • Continue keyword optimization • Monitor and respond to leads promptly Questions about your dashboard or need updates? Just reply! Best regards, [Your Name] [Your Company]

Pro Tip: Send the Looker Studio dashboard link once, then clients can check it anytime. Just send a brief email summary each month.

Premium Plan - PDF Report + Strategy Call Template

Copy this template:

Subject: 📊 Your January 2025 Website Performance Report + Strategy Call Hi [Client Name], Your comprehensive monthly report is attached! Here's a quick overview: 🎯 EXECUTIVE SUMMARY • 2,347 visitors (↑ 23% growth) • 42 qualified leads generated (↑ 31%) • 4 keywords improved to top 10 rankings • 99.98% uptime - your site was always available • Average load time: 1.8s (40% faster than industry avg) 📄 FULL REPORT ATTACHED See the attached PDF for: • Detailed traffic analysis • SEO performance & keyword rankings • Lead quality breakdown • Google Business Profile insights • Device & geographic data • Competitor comparison • Work completed (4 blog posts + updates) • Recommendations for next month 📊 YOUR LIVE DASHBOARD [PASTE LOOKER STUDIO DASHBOARD LINK HERE] 📞 MONTHLY STRATEGY CALL Let's review your report together and discuss next month's strategy. Book your 30-minute call here: [PASTE CALENDLY OR SCHEDULING LINK] Or reply with your preferred time this week. 🎯 KEY RECOMMENDATIONS FOR FEBRUARY 1. Continue blog content strategy (+15% traffic impact) 2. Add testimonials page (+5% conversion boost) 3. Target 3 long-tail keywords (+100 visitors/month) I'm excited to discuss how we can build on this momentum! Best regards, [Your Name] [Your Company] P.S. Your SEO improvements are really paying off - keep those customer testimonials coming!

Pro Tip: Attach the PDF report and schedule the strategy call in advance. Use Calendly for easy scheduling.

Email Reporting Best Practices

Follow these tips to make your monthly reporting efficient and effective.

Timing & Scheduling

  • Send reports by the 5th of each month (gives clients time to review)
  • Use the same day each month for consistency
  • Schedule a recurring reminder for yourself
  • Set up email templates in Gmail/Outlook to save time

Data & Metrics

  • Always show comparison to previous month (↑ or ↓ %)
  • Focus on metrics that matter: visitors, leads, conversions
  • Use emojis sparingly but effectively (📊 🎯 ✅)
  • Highlight positive results - clients love seeing growth

Communication Style

  • Keep it concise and scannable - busy clients appreciate brevity
  • Use bullet points instead of long paragraphs
  • Start with good news/highlights
  • End with a clear call-to-action

Automation Tips

  • Create a spreadsheet tracker for all clients with report dates
  • Use Gmail templates or snippets for repeated text
  • Batch all reports on the same day to save time
  • Have your VA pull the numbers and you add the insights

Quick Reference: What to Include

Essential ($250/mo)

  • Total visitors
  • Lead count
  • Uptime %
  • Brief update

Professional ($395/mo)

  • Dashboard link
  • Key highlights
  • SEO wins
  • Work completed
  • Next month plan

Premium ($595/mo)

  • PDF report attached
  • Executive summary
  • Strategy call link
  • Recommendations
  • Dashboard access

Related Resources

View Sample PDF Report Looker Studio Guide Back to Pricing