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Templates · Requirements & analysis

Free Problem Statement Template (Google Sheets, Excel, PDF)

A problem statement template helps you describe a problem clearly before jumping to solutions: who is affected, what happens, where and when, its impact and the outcome you want.

Written byProject management editorial team
  • Published
  • Google Sheets · Excel · PDF
problem statement template

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Get the problem statement template

Pick your level and format: Google Sheets, Excel or a print-ready PDF. Spreadsheets include dropdowns, formulas and sample rows you can overwrite.

Beginner

Essential columns only, one tab. Quick to fill in.

1 tab · 3 columns

GSheetsXExcelPPDF
AdvancedMost popular

The full template with every tab, dropdowns and formulas.

1 tab · 3 columns

GSheetsXExcelPPDF
Expert

Adds instructions and revision history.

1 data tab + instructions and revision history

GSheetsXExcelPPDF

Problem Statement Template preview

Problem statement
ElementPromptYour answer
WhoWho is affected?Customers updating their account details
WhatWhat is the problem?They must call support to change details
Where / whenWhere and when does it happen?Every day, mostly at month-end billing
ImpactWhat does it cost? Quantify.3,200 calls a month; 9-minute average handling time
EvidenceData or research that shows it.Call logs Jan-Mar; customer survey
Desired outcomeWhat does good look like?Customers self-serve; calls down 30%

Sample rows are examples: replace them with your own.

What's included

  • Seven prompts and a worked example ending in a one-sentence problem statement
  • Problem statement: Element, Prompt, Your answer

How to use the problem statement template

  1. Answer who, what, where and when with facts.
  2. Quantify the impact.
  3. Add evidence and the desired outcome.
  4. Note constraints.
  5. Combine it all into one or two sentences that everyone agrees on.

Tips for getting the most from it

  • Do not include a solution in the statement.
  • Use numbers wherever possible.
  • Test it with stakeholders.
  • Use it to open your business case or BRD.

Learn more

Frequently asked questions

What is a problem statement template?

A problem statement template is a short structure for describing a problem's who, what, where, when, impact and desired outcome.

Is this problem statement template free?

Yes. The problem statement template is free in Google Sheets, Excel and PDF.

How do I write a problem statement with the problem statement template?

Answer each prompt with facts, quantify the impact, then combine the answers into one or two sentences.

What makes a good problem statement template entry?

It is specific, measurable, solution-free and agreed by stakeholders.

Should a problem statement template include the solution?

No. Keep the problem statement solution-free so you can explore options.

Where is a problem statement template used?

In business cases, project charters, requirements documents, Six Sigma projects and design thinking.

How long should a problem statement template be?

The final statement should be one or two sentences.

What is the 5W1H method in a problem statement template?

Who, what, where, when, why and how: questions that make a problem statement complete.

Can I use the problem statement template in Six Sigma?

Yes. It fits the Define phase of DMAIC; see Six Sigma.

Can I download the problem statement template as a PDF?

Yes. Use the PDF button for a printable problem statement template.

What is the difference between the beginner, advanced and expert problem statement template?

The beginner problem statement template keeps only the essential columns on one tab; the advanced version is the full template with every tab, dropdown and formula; the expert version adds instructions and revision history.