4 of April, 2025

Completing HR reports is one of the most important tasks for a Human Resources department, as it allows us to understand the current situation of our organization.

In order to create these, the department must know how to create HR reports appropriately and what types of documents can be created simply. Therefore, at Sesame HR we want to help you in this process. Do you want to learn how to proceed with HR reports? Take note of everything that is explained below!

How to create HR reports

When drafting these documents, many doubts may arise. To clear them up, we will explain here how to create HR reports in just 6 simple and principal steps.

Determine the objectives of the report

Before starting to create HR reports we must determine the purpose of such a document. In this way, we can select the appropriate information from the most accurate sources.

To obtain quality results and draw the appropriate conclusions, we must establish the contexts under which the document will be drafted. Some questions that should be answered before starting to draft are:

What is the purpose of this document?
What problems exist based on observed evidence?
Type of report and its target audience.
Decide if it will be one-time or periodic report.

If these questions are answered, you can have a clearer context and objective, reducing the time needed to create a HR report and improving the conclusions.

Select the type of HR report

The content of the report will set the conclusions that are reached. Before starting to create the HR report. Thus, the analyzes and results obtained can help find the most effective solutions.

It is necessary to define:

The necessary type of HR report.
How to create HR reports and what will be analyzed.
Why this type of report is being created.

Select the KPIs to include

Once the objectives and type of document to be prepared are known, the metrics to be used should be considered. This is a key point to keep in mind when creating HR reports, as it allows us to obtain certain data on different areas of the organization.

It is useful to know the possible metrics that are available, some general and others more specific. Here are some examples of the most important to create these documents:

Active personnel in our company.
Turnover rate.
Education level.
Labor cost per person and recruitment.
Number of hours worked.
Rate of job absenteeism.
Training cost.
Job acceptance rate.

These are just some examples, as there are multiple KPIs available. You just have to choose the ones that interest you and start to write your HR report.

Write according to the recommended structure

Although there is no specific structure that every company must use, certain parameters can be followed when writing the reports. In case of specific topics, the structure will be simpler and can include the following parts:

Introduction to the problem.
Details of the process and context.
A brief discussion of the problem.
Conclusions and steps to take (if necessary).

In the event that the problem is larger, this composition must be expanded when creating HR reports:

Executive summary.
Index or table of contents.
Sections introduction list.
Introduction to the problem.
Process and context in which it is drafted.
Findings and discussion around them.
Recommendations to be considered.
Appendices with information annexes.
Conclusions.

Show trends and develop an action plan

Once the evidences and findings have been understood, it is necessary to determine what the revealed trends are. Likewise, future problems must be anticipated, and opportunities for improvement in each department must be sought.

By creating HR reports, the development of the company’s people is boosted, thanks to the knowledge of certain patterns.

Use report tools and templates for HR

Today, there are various programs for the control and analysis of data, with which you can work in a simple and intuitive way. Among these are those for personnel management like the one from Sesame HR.

It is most recommended to search for a tool that is easy to use to create HR reports and that is very visual, allowing you to automate this process.

Types of HR reports

When determining how to create an HR report, one must plan what the objective is and what data is to be discovered. For that, it is useful to know what types of reports exist and can be of value.

Employee payroll report.
Attendance and punctuality report.
Absenteeism and absence report: includes both justified and unjustified absences.
Performance evaluation: to measure performance.
Staff rotation report.
Workplace climate report.
Recruitment report: to know the time invested in selection.
Selection cost report.
Compliance report.
Occupational health and safety report.
Equal opportunities report.

These are just some HR reports that the department creates. However, there are many more.

Advantages of creating HR reports

If you’re wondering why you should carry out these documents, it’s important to be aware of the benefits they bring. Among the benefits of creating HR reports are the following:

Allows you to optimize the management of personnel, as they provide information on different indicators. Thus, the evolution of the team can be observed.
Helps to know in what state the company is through essential metrics for it. Temporal analysis of information facilitates the detection of new trends.
Facilitates the detection of problems and trouble areas in the company, thanks to the data provided by the creation of Human Resources reports.

Now that you know how to create a HR report you just need to start the step by step process. With these, the department will be able to learn more about the company.

Do you want to know more about it? Don’t hesitate to visit the Sesame HR blog, where we have a large number of guides and articles to help you create your HR reports. We are your references in HR software, and much more!

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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iriserrador

HR Content Specialist

How to prepare HR reports step by step from the HR department