PRINCE2® is often seen as a framework that thrives on structure — roles, processes, and documentation. Yet, one of its most misunderstood areas remains the “templates.” Many practitioners and organizations assume that PRINCE2 mandates a fixed set of templates to be used word-for-word. In reality, the truth is more flexible — and more empowering.
The Myth of Mandatory Templates
PRINCE2 does not prescribe any mandatory templates.
Yes, you read that correctly. The methodology defines management products — i.e., the essential documents required to manage a project — but it does not dictate their format or medium. Whether these products are created as Word documents, Excel sheets, dashboards, or digital tools doesn’t matter. What matters is that the information exists and is controlled.
The Core Management Products
While templates themselves aren’t mandatory, the management products they represent are. These are grouped according to PRINCE2’s seven management stages:
- Business Case
Defines the project’s justification — why the project exists, what value it delivers, and whether it remains viable throughout its lifecycle.
- Project Initiation Documentation (PID)
The master document outlining how the project will be controlled and delivered. It consolidates key components such as:
- Project Plan
- Risk Management Approach
- Quality Management Approach
- Change Control Approach
- Communication Management Approach
- Project Plan
The backbone of project delivery, detailing timelines, resources, dependencies, and control points.
- Stage Plan / Team Plan
Breaks the project down into manageable delivery increments.
- Risk Register
Captures all identified risks, their assessments, mitigation strategies, and owners.
- Issue Register
Logs issues, change requests, and deviations from plan for traceable management.
- Lessons Log / Lessons Report
Ensures continuous learning and organizational improvement across projects.
- End Stage and End Project Reports
Used to review performance, confirm outputs, and validate outcomes.
- Highlight Reports Checkpoint Reports
Provide visibility of progress and issues to management and stakeholders.
The PRINCE2 Principle Behind It
The principle of “Tailor to suit the project environment” is the key reason why PRINCE2 doesn’t impose template rigidity. A small, low-risk project might use a one-page summary instead of a full-fledged PID. Conversely, a multi-million-dollar program might require detailed, version-controlled documents supported by governance tools.
Recommended Approach
Instead of asking “Which templates must I use?”, project managers should ask:
- “Which management products are essential for control and communication in this environment?”
- “What level of detail ensures clarity without bureaucracy?”
The best organizations build a template library aligned with PRINCE2’s management products — lightweight, digital-first, and adaptable.
