Batch Merge
Free Report Card Template for Google Docs (Mail Merge Ready)
A student report card template with subjects, grades, attendance, and teacher comments. Keep your gradebook in Google Sheets — one row per student — and generate a polished, personalized PDF report card for every student in a single run.
The template
Everything in {{double braces}} is a merge tag. Each tag matches a column header in your Google Sheet, and Batch Merge fills in the value from each row automatically — one finished report card per row. Notice the grades: instead of one big {{Subject Grades}} blob, this template uses one tag per subject. One column per subject is the cleanest pattern — it keeps your gradebook sortable and each grade lands exactly where it belongs on the card.
Privacy tip: student data never leaves your Google account. Batch Merge reads your sheet and generates the report cards directly in your own Google Drive — grades and comments aren't stored on anyone else's servers, which keeps this workflow friendly to school data policies.
Set up your Google Sheet
Create one column per merge tag — including one column per subject. Column headers must match the tag names exactly (they're case-sensitive). Each row becomes one report card:
| Student Name | Grade Level | Teacher | Math Grade | Reading Grade | Writing Grade | Science Grade | Social Studies Grade | Days Present | Days Absent | Comments |
|---|---|---|---|---|---|---|---|---|---|---|
| Liam Carter | 5 | Mrs. Nguyen | A- | B+ | B+ | A | B | 84 | 4 | Liam's problem-solving in math has grown tremendously this term. Encourage 20 minutes of nightly reading. |
| Sofia Ramirez | 5 | Mrs. Nguyen | B+ | A | A- | B+ | A- | 87 | 1 | Sofia is a thoughtful reader and a generous classmate. Her science fair project showed real curiosity. |
Add School Name, Term, and Report Date as columns too, and fill the same value down every row — they'll usually be identical for the whole class. If your school reports more subjects, just add more columns (Art Grade, PE Grade, Music Grade) with matching tags in the Doc. One column per subject beats cramming everything into a single cell: it's sortable, formula-friendly, and each grade lands in its own labeled slot.
Generate one report card per student
Copy the template into a Google Doc. Click Copy template above, paste into a new Doc, and style it — your school header, a grades table, official fonts. Tags survive formatting.
Install Batch Merge free from the Google Workspace Marketplace, then open your gradebook sheet and choose Extensions → Batch Merge → Open Batch Merge.
Pick your template. Select the report card Doc with the file picker. Batch Merge scans it and shows every tag as a pill — green when it matches a column header, amber when it doesn't. Fix any amber pills by renaming columns or tags.
Choose PDF output and run. Pick PDF (or DOCX / Google Doc), choose a Drive folder, and click Run. Batch Merge writes a status per row and a Merge Log so you always know which report cards were generated.
On the free plan you get 25 merge runs per month — each run can process your whole class, so one run per grading period covers the entire roster. Email delivery (send each report card straight to a {{Parent Email}} column), scheduling, and Google Slides templates are on Pro.
FAQ
Can I use letter grades, percentages, or standards-based marks?
Any of them. Batch Merge inserts whatever your cell displays — "A-", "92%", "Meets Expectations", or "3/4" all work. Mixed systems work too: letter grades for academics and a 1–4 scale for behavior, each in its own column.
What if a student doesn't take one of the subjects?
Leave that cell blank — the tag is simply replaced with nothing for that student. If you'd rather show something explicit, type "N/A" or "—" in the cell. Different grade levels with different subject lists are usually easiest as separate sheets, each merged with its own template.
How do I get the report cards to parents?
On the free plan, generate PDFs into a Drive folder and print or attach them yourself. On Pro, add a Parent Email column and Batch Merge emails each family their own student's report card automatically — one personalized message per row, with the PDF attached.
Related templates
Generate every report card in one click
Batch Merge is free to install — 25 merge runs per month, no credit card.
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