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Email Marketing Report Template: Your Easy Guide To Smarter Email Campaigns
June 19, 2025
6 mins
If you’ve been looking into ways to up your email marketing game, you’ve just landed on the right page. Here you’ll discover how having a strong email marketing report template can help you improve your campaigns and track what’s really working - and what’s not.
These reports gather in one place crucial email KPIs, including open rates, click rates, and conversions, to help you strategize more effectively. In this post, you’ll find out what goes into an excellent report, the essential marketing email metrics to include, how to build one, and share a free downloadable template to get you started.
An email marketing report is, at its essence, a summary of your campaign’s performance. In simple terms, it refers to how it progressed over a given time, how many emails were sent, and whether it was worth it.
You can track key metrics, such as open rates, click-through rates, and conversions, and get vital email campaign insights into how well your content engages your audience.
But why does it matter? Without data, you’re just guessing. You can spend a tremendous amount of time crafting beautiful, meaningful emails, and still miss some crucial details that impact the outcome. A well-structured email marketing report template, on the other hand, helps you find your strengths and weaknesses, optimize your content, refine your campaign timing etc.
Are you wondering how to improve your campaign flow? Don’t leave this article before checking out our marketing funnel template.
Let’s now dive a bit deeper and break down into pieces the key email campaign performance metrics you should include in your report:
The open rate indicates the percentage of recipients who opened your email of the total number of its recipients. As you can understand, the higher your open rate, the more successful your subject line and send time were.
This metric shows the percentage of people who opened your email and clicked on any link in it. CTR, in reality, reflects how engaging your content and call-to-action are, and how they intrigue recipients to respond to them.
Besides the email open and click rates, you should also include another vital email KPI: the Bounce Rate. This one tracks the emails that couldn’t be delivered. While soft bounces are temporary, hard bounces are permanent issues (like invalid addresses), so you know what you have to refine in your customer database.
You may not like it, especially if it’s high, but it tells a story about your campaign. The unsubscribe rate indicates how many people opted out after receiving your email. Some percentage will always unsubscribe - that’s normal. However, when the numbers are higher than usual, it might indicate that recipients are less emotionally connected to your brand, or that you’re simply spamming them. Use it to flag content that may have fallen short of the mark.
This one offers valuable insight, particularly in terms of your return on investment (ROI). Out of the people who clicked, it shows you how many of them actually completed a goal (such as making a purchase, signing up, booking a free consultation, etc.).
One of the most neglected yet crucial email KPIs (key performance indicators) is the Most Clicked Link. It identifies what content or CTA attracted the most clicks, and it offers great help for optimizing your email’s layout and content strategy.
Not everyone opens their emails via the same device. Some use only their smartphones while others prefer their desktops or laptops. The device breakdown informs you exactly about that - if your readers are on mobile, desktop, or tablet. With this piece of information, you can optimize your campaign’s design to meet your recipients' needs.
Finally, the last on our list of email KPIs shows the winner between subject lines, design variations, or send times. Don’t be fooled by its listing number. It’s super crucial for campaign learning and improving your email campaign performance.
Want to learn more? Here’s how to skyrocket your email marketing success.
So now that you know the importance of an email marketing report and what it should contain, let’s proceed to the next step: how to build one.
To begin with, you must understand that creating a consistent email marketing reporting template is easier than you think. Just follow these steps and you’ll see for yourself:
Well begun is half done, as the saying goes. So start by pulling campaign data from your Email Service Provider or email marketing analytics tools. Indicatively, look for the total number of opens, clicks, bounces, and conversions.
Use a spreadsheet or dashboard to sort your numbers. Focus on the most relevant marketing email metrics that align with your campaign goal.
What has improved? What didn’t? Are your email open and click rates higher at certain times? Is one segment more engaged than others? Contemplate the trends a bit. They reveal what works and what doesn't.
Here is where you transform numbers into visual information. Use graphs, charts, or heatmaps to tell the story. A clean email report dashboard makes it easier to spot patterns. And it’s less tiring for your eyes.
This is the point at which you utilize all the prior steps to strategize. Otherwise, why all the fuss, right? Just wrap up the results with clear takeaways: what you need to repeat, what to test, and what to fix in the next campaign.
Once everything is gathered and evaluated, you can pass all your findings into a neat document. Divide it into sections and create an eye-catching layout, because it always helps. Review it twice to ensure your data and results are accurate and you’re ready to discuss them further with your partners or present them.
The final step, although not always necessary, is recommended—a second or third opinion is advisable. You can ask for feedback from other readers. Who knows? They may have something important to share or an idea to improve things in the future. Don’t waste that chance.
Here are some email marketing analytics tools that we love to use:
Want more insight into what your competitors are doing? Learn how to do competitor analysis in email marketing.
Let’s now see how a typical email marketing report example looks like, so you can model yours after:
Campaign Name: June Summer Promo
Date Sent: June 3, 2025
Audience Segment: Women 25–45, previous buyers
Subject Line: “Sunshine Deals Just For You ☀️”
Key Takeaways:
You can create your own email marketing report template, but you don’t have to. We have your back.
Want a ready-to-use email marketing reporting template? Leave it to us. Promodo’s free version has everything you need to track performance, analyze trends, and plan better campaigns.
This email marketing report template is designed to save you time and give you instant clarity on how your campaigns are performing. With a simple, structured layout, all you need to do is enter your campaign details in the calendar tab — and the dashboard takes care of the rest. It automatically pulls in the data, calculates essential metrics like open rates, click-through rates, conversion rates, and even spam complaints, and color-codes your performance based on the current industry benchmarks. No manual number crunching, no confusion. You can focus on analyzing the numbers and spotting trends in your data that could strengthen your future campaigns.
Download the Free Email Marketing Report Template Now
At Promodo, we understand the value of building the connection with your customers. We design amazing campaigns, use gamification to engage the audience, set up triggered emails and analyze your email base so that you can segment and personalize your offerings in the most effective way possible. Just take a look at our email marketing case studies and see the results for yourself.
Do you aim for higher conversions and long-lasting customer relationships? Tell us about your goals and let’s take the first steps towards them.
[[FAQ-START]]
Consider email marketing analytics tools such as Mailchimp, Klaviyo, HubSpot, and Google Looker Studio. They are all great for building custom reports. You can also explore preprocessors to automate your data collection and save precious time.
Not always. Each time you want to evaluate your campaign, choose the metrics that align with the specific goals of your campaign.
Of course! You can download Promodo’s free email marketing reporting template. Just check the link right above. And you’re ready to go!
[[FAQ-END]]
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