A stakeholder register template is a project document that captures identification, assessment, and classification information about all individuals, groups, and organizations that have an interest in or may be affected by the project. According to the Project Management Institute (PMI), the stakeholder register is the primary output of the Identify Stakeholders process in PMBOK 8 and is used as an input across the entire Stakeholders Performance Domain. An incomplete or superficial stakeholder register is one of the most common root causes of failed stakeholder engagement — you cannot manage stakeholders you have not identified.

What is a Stakeholder Register?

A stakeholder register template is a structured document where each stakeholder is profiled with their identification details, role on the project, level of influence, current engagement level, desired engagement level, and communication preferences. In PMBOK 8, the stakeholder register is first created during the Identify Stakeholders process in the initiating focus area and is continuously updated as new stakeholders are discovered, as stakeholder positions change, and as the project moves through different phases. The register underpins the stakeholder engagement plan and all communications planning activities.

What's Included in This Stakeholder Register Template?

• Stakeholder Identification - Name, organization, title, contact information, and role on the project for each identified stakeholder, ensuring the team can reach any stakeholder quickly.
• Stakeholder Classification - Internal vs. external classification, and positioning on a power/interest or influence/impact grid, enabling prioritization of engagement efforts across a potentially large stakeholder population.
• Interests and Expectations - What the stakeholder wants from the project, what success looks like from their perspective, and any known constraints or requirements they bring to the project.
• Current vs. Desired Engagement Level - Assessment of where the stakeholder currently sits on the engagement spectrum (unaware, resistant, neutral, supportive, leading) versus where they need to be for project success.
• Influence and Impact Rating - Assessment of each stakeholder's ability to influence project decisions and the potential impact of their engagement or disengagement on project outcomes.
• Communication Preferences - Preferred communication channel, frequency, format, and language for each stakeholder, informing the communications management plan.
• Key Concerns and Risk Appetite - Known concerns, objections, or resistance factors, and the stakeholder's general appetite for risk, which affects how risks and issues are communicated to them.
• Engagement Strategy Notes - High-level notes on the approach for engaging this stakeholder, including any sensitivities, political considerations, or relationship history relevant to the project manager.

How to Use This Stakeholder Register Template (PMBOK 8)

1. Start stakeholder identification before project kick-off - The earlier stakeholders are identified, the more time there is to build relationships and address concerns before they become issues. Review the project charter, organizational charts, and previous project records as starting points.
2. Cast a wide net in the initial identification - It is better to over-identify and remove stakeholders than to miss influential parties. Include regulators, end users, suppliers, and community groups, not just the obvious project team and sponsor.
3. Protect the register as a sensitive document - The register contains assessments of individuals' influence, engagement levels, and political positions. Treat it as confidential and limit distribution to those who need it to manage stakeholder relationships.
4. Map the gap between current and desired engagement - The engagement gap for each stakeholder is the input to the stakeholder engagement plan. Stakeholders who are resistant or unaware and who have high influence require the most active engagement strategy.
5. Update the register at key project phases - Stakeholders change their positions, new stakeholders emerge, and old ones lose relevance. Review and update the register at phase gates, milestone completions, and after significant project events.
6. Link the register to the communications plan - Each stakeholder's communication preferences in the register should directly inform the communications management plan's message, format, frequency, and channel decisions.

When to Create This Document (PMBOK 8)

The stakeholder register is created during the Identify Stakeholders process in the initiating focus area, making it one of the first project documents produced. In PMBOK 8, stakeholder identification must begin early because stakeholder influence is highest at project start and decreases as decisions are made and resources are committed. The register is updated continuously throughout the project as stakeholder positions evolve and new stakeholders are identified.

Related Templates

• Stakeholder Engagement Plan Template
• Project Communications Template
• Issue Log Template
• Risk Register Template
• Status Report Template

Complete Guide & Filled-In Example

Get the most out of this template with the two companion resources below:

• Stakeholder Register in PMBOK 8 - Complete Guide - Understand the purpose, key elements, and best practices before filling in the template.
• Download the Filled-In Example - Project Phoenix - See exactly how this document was completed for a real $72K website launch project.