The Stakeholder Register is a key document in Stakeholder Management.

The Stakeholder Register is a record of all project or company stakeholders, it is usually derived from the results of stakeholder mapping and stakeholder analysis. stakeholdermap.com

The Stakeholder Register differs from Stakeholder Analysis or Stakeholder Engagement plans as it is focused on each stakeholder's name and contact details rather than their power and interest or the engagement strategy to be used for that stakeholder.


As you can probably already guess the register is the key reference tool for sending stakeholder communications, if you are using Stakeholder Software the register will likely be a table within the tool which can be called upon when addressing letters, emails, and mailshots to individuals or groups of stakeholders.

What does the Stakeholder Register contain?

As a minimum the Stakeholder Register should contain the following headings:

• Stakeholder Name
• Category (internal / external / primary / secondary) *
• Stakeholder Analysis group (key player, keep informed etc *
• organization or group they belong to *
• Stakeholder's role or job title
• Address
• Phone numbers
• Emails
• Website (if applicable)
• Communications sent to date *
• Comments and notes e.g. known contacts, affiliations etc.

* When using software or a stakeholder database, these headings might be look ups to other tables or forms.

The Register is usually best presented in tabular format either in a Word table or in an Excel spreadsheet. It may also form part of a stakeholder database, from which reports and contact lists can be extracted. Here is an example:

Example register

Privacy and Data Protection Considerations

When creating and maintaining a stakeholder register, it's crucial to consider privacy and data protection regulations. The register often contains personal information, making it subject to various laws and regulations such as GDPR in the European Union or CCPA in California.

Key Considerations:

• Data Minimization: Only collect and store information that is necessary for stakeholder management purposes. Avoid collecting sensitive personal data unless absolutely required. For example, don't include contact details if they can be found somewhere else. Instead you could reference or link to it.
• Consent: Ensure you have the appropriate consent to collect and store stakeholder information. This may involve updating your privacy policy and obtaining explicit consent in some cases. Many companies will get consent when customers sign-up or will include a clause in the Statement of Work (SOW), so this may already be in place.
• Access Control: Limit access to the stakeholder register to only those team members who require it for their roles. Implement appropriate security measures to protect the data from unauthorized access. For example, use role-based access control (RBAC) where only project managers and designated team leads can view the full register, while other team members may only see names and roles without personal contact information.
• Data Retention: Establish clear policies on how long stakeholder information will be retained and when it will be deleted or anonymized. For instance, you might set a policy to review and update the register every six months, removing stakeholders no longer involved in the project, and deleting all stakeholder data three months after project completion unless there's a specific reason to retain it longer.
• Right to Access and Rectification: Have processes in place to allow stakeholders to request access to their personal information and to correct any inaccuracies. For example, create a simple online form or designated email address where stakeholders can submit requests to view or update their information, with a commitment to respond within a specific timeframe (e.g., 30 days).
• Data Transfer: If stakeholder information is shared across borders or with third parties, ensure compliance with relevant data transfer regulations. For instance, if you're transferring data from the EU to the US, you might need to use Standard Contractual Clauses (SCCs) or ensure the recipient is Privacy Shield certified. When sharing with third-party vendors, include data protection clauses in your contracts.
• Security Measures: Implement appropriate technical and organizational measures to protect stakeholder data, such as encryption and secure storage systems. This could include using end-to-end encryption for data in transit, storing the register on encrypted servers, implementing multi-factor authentication for access, and regularly backing up the data to a secure location.

It's advisable to consult with legal experts or data protection officers to ensure your stakeholder register practices comply with all applicable laws and regulations. Regular audits of your data handling processes can help maintain compliance and build trust with your stakeholders.

Remember, protecting stakeholder privacy is not just a legal obligation but also an ethical responsibility that can significantly impact your relationships and reputation.

Stakeholder Register Template

Download a free Stakeholder Register template in Word, Excel or PDF

Stakeholder Register in Word

Stakeholder Register in Excel

Stakeholder Register in PDF

Stakeholder Register OpenDocument Spreadsheet

Communications Plan Template

Further reading on Stakeholder Management

• Stakeholder Analysis - How to analyze stakeholders identifying the most powerful and influential.
• Stakeholder Definition - Learn the meaning and definition of the term stakeholder and how to identify your stakeholders.
• Stakeholder Engagement - How to create a Stakeholder Engagement Plan
• Stakeholder Lists - Use these stakeholder lists to help identify your stakeholders