HR reports template for all businesses to help quickly grasp the situation

Report personnel not only is the table of data about employees but also the panorama help leaders grasp the situation, trend forecasting, to take strategic decisions fast, accurate.

The article will provide three main information follows:

• Report personnel, including the content, what?
• How to set up reporting the stars for easy to understand, easy to apply?
• Sample report tool supports to save power and avoid errors.

Lac Viet Computing will help you understand concepts, standard structure of a report on personnel, provide sample reports and hints automation solutions to optimize the entire reporting process.

1. What is HR Report?

Reported staffing is material synthesis, analysis, presentation of information related to human resources of the business in a given time period (month, quarter, or year). The objective of the report is to provide accurate data to support leadership in the management, coordination, strategic planning, hr.

Role in corporate governance:

• Track fluctuations personnel: report helps to determine the number of existing employees, the number of new job openings, the number of jobs, from which assess the stability of the labor force.
• Reviews effective use of human resources: combined with data productivity, KPI, or evaluate the effectiveness of work, businesses can measure the level of contribution of each department.
• Support planning staff: Based on past data and current, businesses can forecast demand recruitment, transfer or training.

Illustrative example: A company produced garment usually have highly seasonal. If based on file reporting the monthly Excel hr can realize that in the second quarter and third quarter, the rate of the holiday increased by 20% compared with the remaining quarter. From there, leaders can actively recruit additional or deploy programs retain employees before the high season, which helps to avoid production disruptions.

2. A report template hr cover the content, what?

2.1. Overview of HR

Offers comprehensive picture of the workforce at a specific time, helps leaders understand the scale the team structure. Help to forecast human resource needs, adjust strategies to recruit and maintain a balance of personnel structure.
Content typically includes:

• Number of current staff: Charged according to the company, divided by departments, branch location.
• Personnel structure: the Proportion of gender, age, education level, seniority.
• Employment rate: Number of new hr compared with the total number of employees.
• The rate of the holiday: the Number of employees left in the period and causes of action (voluntary termination of the contract or discipline).

2.2. Effective recruitment

Evaluate the entire recruitment process, from seeking candidates to sign the contract. The optimal source of recruitment, reduce costs, shorten the time of recruitment.

Content typically includes:

• Number of candidates: Total candidates receiving candidates through the loop filter, profile, interview, get a job.
• Conversion rate: From candidate → interview → get the.
• Recruitment cost: includes the cost of posting news, free software, recruitment costs interviews and onboarding.
• Recruitment time average: the Number of days from when openings to when the candidate for a job.

2.3. Situation training

Reflects the level of investment and efficiency programs for training personnel. Help determine which program is highly effective, from which budget allocations reasonable.
Content typically includes:

• The number of training: Internal, outsourced or online.
• Number of employees involved: Classified according to the department or level.
• The rate of course completion: a comparison of registration with the finish.
• Effective training: evaluation results after the course, the ability to apply to jobs.
• Cost of training: includes free trainers, documents, software, training.
  Value management:

2.4. Fluctuations in hr

Track the changes of personnel in the period to identify trends and causes. Early warning of problems retaining personnel policy adjustments.

Content typically includes:

• The number of new employees: According to each department and location.
• Number of employee: analysis of causes left.
• Change work location: Promoted, transferred, demoted.
• Rate fluctuations personnel: the left compared to the total number of personnel on average.

2.5 degree of compliance with rules

Assess the situation abide by rules and regulations of the business. Help build a culture of compliance, awareness, discipline, work environment, professional.

Content typically includes:

• Number of violations: Come late, leave without permission, in violation of occupational safety...
• Rate of employee violations: in Comparison with the total personnel.
• Discipline: Remind, reprimand, warning, or dismissal.
• Trend violations: Increase or decrease over time.
  Value management:

2.6 personnel Costs

Summing up all the costs related to workers who support financial planning. Help balance the budget, assess the ROI of investments in personnel.

Content typically includes:

• The total cost of salary: basic Salary, allowances, overtime.
• The cost and reward: performance Bonuses, holiday bonus, bonus project.
• Cost of insurance: SOCIAL insurance, health INSURANCE, UNEMPLOYMENT insurance, supplemental insurance.
• The cost of welfare, other: travel, health, staff gifts.

3. Synthesis report template hr COMPREHENSIVE for every business

In the work of management personnel, the construction of the sample reporting standardization helps managers track the situation of workers, evaluate the operational efficiency take timely decisions. Here is the file for the month, quarter and year in which personnel often apply.

3.1. Sample file report the synthesis by week, month, year

This is the kind of reporting overview, reflecting the number of existing staff, allocated according to the department, gender, age, seniority and working situation. With the report the synthesis, leadership easily understand the general picture of resources, from which balance the production plan – business.

Content needed:

• Total number of current staff.
• Personnel structure by department, gender, age, seniority.
• The situation go to work, leave, leave without pay.
• Fluctuations in personnel (if any).

Note when doing:

• Data need regular updates, avoid delay distort the real situation.
• Should use hr software to automatically aggregate, reduce errors and crafts.

3.2. Report fluctuations in human resources (jobs, recruiting new)

This report tracking the number of personnel leaving, the new job openings in the u.s. and rate fluctuations compared to the total labor force. Here is a sample report personnel of the company are very important to assess the level of stable resources, detect risk ratio, high absenteeism or difficulties in recruitment.

Content needed:

• Number of staff off work (by department, location, reasons to stay).
• The number of personnel recruited new.
• Rate fluctuations personnel in the states.
• Analyze the causes fluctuations.

Note when doing:

• Should compare the data in each month/quarter to see the trend.
• When analyzing the causes of the holiday, there should be a survey or interview to reliable data.

3.3. Report template hr recruitment

This report recorded the number of vacancies, number of records received, the proportion of applicants meet the requirements, duration, recruitment, average cost of recruitment. Through report template recruitment hr business can evaluate the effectiveness of recruitment channels, improve processes, attract the quality of our candidates.

Content needed:

• List of vacancies, status of each location.
• Number of records received, the number of candidates interviewed, the number of applicants is reached.
• Recruitment time average.
• Recruitment cost (according to channels).
• The success rate of each channel recruitment.

Note when doing:

• Specify source candidates (internal, introduction, website, social network...) to assess the effectiveness.
• Need to compare with the target recruitment initially to determine the level is completed.

3.4. Report hr executive rules, regulations and

This type of report is often due to administrative division – personnel coordinate with management directly done, reflect status, violation of rules, late early, violation of labor safety or discipline. Report to help businesses assess the level of compliance from that policy adjustments and improve internal culture.

Content needed:

• The number of cases of violation (come late, leave without permission, in violation of regulations).
• The processed form of discipline was applied.
• The level of repeat infringers according to the individuals or departments.
• The training program, remind has deployed.

Note when doing:

• Report, to be honest, objective and avoid bias.
• Not only lists the violations that need, accompanied by solutions to prevent recurrence.

3.5. Report the wages fund personnel

This report provides detailed information about the total salary structure, pay according to the department, allowances, bonus and related costs. This is important tool to help hr in coordination with finance department to control personnel costs, ensure balanced budget.

Content needed:

• The total salary in usa.
• Structural fund salary (sticky wages, allowances, bonus, benefits).
• Fund comparisons of real wages to the plan.
• The rate of salary on revenue or profit.

Note when doing:

• Need to coordinate closely with the office of Finance and accounting to ensure accurate data.
• Should anonymous salary information, only aggregate in groups or departments.

3.6. Report template hr 6 months of the year

This report type the sum of the data in the first half of the year: number of employees, volatility, costs, payroll, result, recruitment, compliance rules. This is the basis for the board of directors evaluate the effectiveness activities in the first stage and adjust the plan for the next 6 months.

Content needed:

• Total number of employees, volatility, fund salary in 6 months.
• Results recruitment than planned.
• The situation regulations.
• Reviews complete level goals couple the first half of the year.

Note when doing:

• Should compare the data with the same period a year ago to have a comprehensive view.
• Reports should emphasize the risks of challenging the last 6 months.

3.7. Report template hr last year

Be considered file report hr monthly, but at scale, summarizing, reporting year-end integrated whole information personnel during the year: number of employees, turnover rate, the cost of the wages fund, effective recruitment and engagement of staff. This report usually presented in the conference summing up the year, to help businesses strategic planning personnel for the new year.

Content needed:

• Whole data personnel during the year (amount, structure, fluctuations).
• Total the recruitment, training, discipline and welfare.
• General fund salaries, bonuses, cost of personnel.
• Proposed plan for next year.

Note when doing:

• Reports should be presented visually (table, chart) for leaders, easy-to-follow.
• Need to have the reviews hr trends, and strategic recommendations.

The full application of the report template to help businesses not only track the exact movements of labor, but also good management costs, construction personnel policy sustainable. The file reported by the monthly or by semester (quarter, 6 months, last year), which is a tool to support leadership decisions quickly effective.

DOWNLOAD REPORT TEMPLATE HR STANDARD FOR BUSINESS

4. Structure of a report template hr professional standard

A report to the quality, not merely the aggregation of data that must be organized scientific context, analysis so that the reader can quickly grasp the situation the correct decision. This report usually HR or planning department personnel performed periodically (monthly, quarterly, or annually) to provide an overview of labor resources of the enterprise.

4.1. Title, scope report

The title should clearly reflect the content, for example: “report on the situation of human the second Quarter of 2025 – The company” or “report fluctuations on September 7/2025 – Volume Production.”

Range report should clearly indicate:

• Duration: month, quarter, year.
• Audience analysis: the company, each department or project team.

Benefits: Helps the reader to immediately identify the context data, avoid misinterpretation or compare the deflection stage.

4.2. Data source

Source collect may include:

• System attendance management, shift work.
• Personnel records on software HRM or ERP.
• File report to the monthly Excel or Google Sheets of the parts sent.

Why should clearly state data source?

• Increase the transparency and reliability of the report.
• Help check and compare when it detects the wrong number.

Practical benefits: If the application software that dashboard reporting personnel data is updated in real-time, up 60-70% of the time, synthetic versus how to make crafts (according to the Gartner report 2024).

4.3. The indicator should be in the report

A report template hr usually includes the main indicators:

• Total personnel: Help leaders visualize scale current hr.
• The rate of quitting (Attrition Rate) and the rate of new job openings: Reflection retention, attraction of the business.
• The rate of progression, internal transfer: Measurement effectively develop talent within.
• Personnel costs: includes salary, bonus, allowances, insurance and other benefits.
• The chart is intuitive: When shown on a dashboard report in hr, these indicators can be displayed as a pie chart, column or line, helping the manager analyze quickly in few minutes instead of having to read dozens of lines of data.

4.4. The review and recommendations

Review: don't just report the data, HR needs trend analysis. For example, if the report of the company shows the ratio of the holiday increased by 10% compared with the previous quarter, need to specify the cause (food policy has not compete, work pressure, lack of opportunity for advancement...).

Recommendations: Take out specific solutions, feasible, keep abreast of problems.

• Increase benefits or structural adjustment bonus.
• Organize training courses, advanced skills to retain employees.
• Revise the recruitment process to improve the quality of input.

Values bring: Variable reporting personnel from a “file” statistical tools, strategies, support leadership decision fast in the right direction.

5. Guides report staff by Excel professional standard

Although many businesses have turned to software hr management with automation features, report to the Excel is still in common use, especially in the small and medium companies. The main reason is that Excel has low cost, flexible, easy-to-customize. However, to avoid status reports take a lot of time or erroneous data, businesses need to understand the following steps:

5.1. Building structure logical data

A file Excel report the effect should be scientifically designed right from the start:

• Column basic information: name, employee Code, department, title, Day on, Day off work (if applicable), contract status, basic salary, allowances, birth Date, Gender.
• Column data analysis: seniority (calculated by formula DATEDIF), State personnel (working/retired/trial).
• Data format standard: Use the date style (Date) for the time column, type (number) for wages to avoid errors when calculating.
• Apply a table format (Table): filter, sort data quickly and link support versatile recipe.

For example: A sample report personnel of the company can be structured as follows:

5.2. Using the tool, Excel formula to increase speed analysis

A report on good personnel listed not only data, but also analysis and information visualization:

• VLOOKUP/XLOOKUP: lookup departments, titles, or contract information from the catalog.
• PivotTable: the Total number of personnel in departments, the proportion of male/female, seniority, or contract status.
• Conditional Formatting: color alert personnel about the expiration of the contract in the next 30 days, or staff rate vacation high.
• Chart: Create Dashboard reports with chart, column, pie or line chart to leadership to track trends hr

6. Automation solution report human resources with Lac Viet SureHCS HRM

In many businesses, especially the unit, medium and large scale, making reports in Excel crafts are revealed many limitations: time-consuming data entry, easy to errors and difficult to synthesize from multiple different data sources. This leads to the risk report is not timely or accurate, directly affect the quality of the decision of the leadership.

Automation solution usage report human resource management software (HRM) has integrated dashboard hr help radical remedy of this problem. When the data from the modules like attendance, payroll, records management is synchronized on a platform, a report will be created automatically in real-time.

Outstanding benefits businesses get:

• Save time by 50-70% compared with manual method to remove imported data, calculate the repeat.
• Accurate data, instant updates help leaders timely response to fluctuations in hr.
• Trend analysis hr easy: for example, the system can detect the ratio of the increase in certain parts and send alerts to HR handle soon.
• Increased ability to customize: businesses can create templates of separate reports in accordance with regulatory requirements.

In the context of business, increasingly attention is paid to the human resource management efficiency, the demand for a system of personnel management comprehensive, easy to use, has the ability to analyze data depth is becoming more urgent. Instead of losing hours and hours general file report hr monthly craft, many businesses have turned to technology solutions to help automate processes, provide dashboard reports visually support a decision quickly.

Lac Viet SureHCS software solution is human resource management is designed exclusively for Vietnamese businesses, meet the full range of services from attendance – payroll – benefits manager to report and analyze hr. Don't just stop at the store, data processing system also helps managers quickly create report template hr standard, extract reports in Excel or PDF, at the same time monitor the situation personnel of the company in real time.

CONVERT THE NUMBER OF PERSONNEL WITH COMPREHENSIVE LAC VIET SUREHCS HRM

LV SureHCS HRM is the solution in hrm comprehensive (HRM) is developed by Lac Viet from 1998, now serves more than 1,000 businesses in Vietnam with international standards such as CMMI Level 3, ISO 9001:2015 and ISO 27001:2013. Platform help of optimized every aspect from recruitment to employment, improve the experience of staff and effective management of resources.

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• Internal training & LMS integrated AI: learning anytime, anywhere, content management, multi-modal with personalization from AI 
• Dashboard BI + AI Advisor: real-time reports, suggestions leadership decisions based on data resources.

TYPICAL CUSTOMERS DEPLOYING LV SUREHCS HRM

• Coca-Cola Vietnam: System deployment LV SureHCS to digitize comprehensive human resource management group has standardized the data, the optimal operating HR according to international model.
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• Total company air Port, Vietnam (ACV): Choose to trust LV SureHCS to operate the system large-scale personnel with over 10,000 employees, 24 subdivisions, solved the problem of complex business of modeling state-owned companies.

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AI INTEGRATION ACCELERATES DIGITAL TRANSFORMATION OF HUMAN RESOURCES

Vietnam has officially launched The 3 AI assistant hr deeply integrated into the LV SureHCS including LV-AI.Docs, LV‑AI.Resume and LV‑AI.Help to automate the task administration, standardized data enhanced experience personnel

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• Comprehensive solutions from A‑Z cover the entire process of HR from recruitment, profile, attendance, payroll, benefits, training, reviews, experience staff
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• Save cost & performance enhancement help to lose 40-60% of the cost of operating personnel, retain talent, improve the work efficiency

 

CONTACT INFORMATION:

• Hotline: 0901 555 063
• Email: surehcs@lacviet.com.vn | Website: https://www.surehcs.com/
• Office address: 23 Nguyen Thi Huynh, Phu Nhuan, ho chi minh CITY.CITY

The application of hr solutions as Lac Viet SureHCS allows businesses to automate the process of reporting, ensuring accuracy, timeliness, ability to analyze deep. From file report hr monthly to dashboard hr intuitive, all information is updated real-time help managers grasp the situation and make a decision quickly. Invest in a system for reporting human resources modern is investing in the power management long term of business.