If you're preparing for FedRAMP authorization, you've probably realized there's a lot of documentation involved. From system security details to assessment results and ongoing monitoring strategies, FedRAMP requires a detailed package of materials that clearly demonstrates how your system meets federal security requirements.

To help streamline and standardize the process, the FedRAMP Program Management Office (PMO) provides official templates for many of these documents. And in most cases, you’re expected to use them.

In this guide, we’ll break down which templates are required, where to find them, and best practices for keeping your compliance documentation assessment-ready.

Do you have to use the FedRAMP PMO templates?

Yes, for the core documents in your authorization package, you do. This includes, but is not limited to documents like; System Security Plan (SSP), Security Assessment Plan (SAP), and Security Assessment Report (SAR).

FedRAMP requires that CSPs use specific templates published by the PMO. Reviewers and assessors are trained to evaluate submissions based on these standardized formats. Submitting your documentation in a different structure can delay your review or even result in a rejection.

That said, the templates are built to provide structure while allowing space for customization. You can provide additional context or explanatory notes where it makes sense, but the format itself should remain intact.

The key FedRAMP templates you’ll need

Below are the key documents required for FedRAMP authorization, along with links to the official templates provided by the FedRAMP PMO. These templates are based on Revision 5 of the FedRAMP requirements, which continues to serve as the current baseline while the FedRAMP 20x modernization initiative is being implemented.

Whether you're pursuing authorization through a federal agency sponsor or participating in the new FedRAMP 20x pilot program, these are the core materials you'll need to prepare. Using the PMO-issued templates helps ensure your package is complete, consistent, and satisfies requirements.

1. System Security Plan (SSP)

This is the centerpiece of your authorization package. It details your system architecture, data flows, control implementations, roles and responsibilities, and boundary definition. It’s a heavy lift (many SSPs run over 500 pages), and it’s where you’ll spend the most time.

2. Security Assessment Plan (SAP)

Prepared by your Third Party Assessment Organization (3PAO), the SAP outlines the scope, methodology, and testing approach for evaluating your security controls.

3. Security Assessment Report (SAR)

Also prepared by your 3PAO, the SAR summarizes the results of the assessment, including which controls passed or failed and any discovered vulnerabilities.

4. Plan of Action and Milestones (POA&M)

This is your official list of known issues, their risk levels, and planned remediation steps and timelines. Reviewers will pay close attention to how you manage this plan.

5. Control Implementation Summary (CIS)

The CIS offers a side-by-side view of each control, how it’s implemented, and who is responsible for it: the CSP, a third party, or the government agency.

6. Continuous Monitoring Strategy Guide

While this isn’t a template in the traditional sense, this guide outlines the information your continuous monitoring strategy should include, such as monthly vulnerability scanning, incident response reporting, and configuration management.

If your system handles personally identifiable information (PII), you’ll also need to complete a Privacy Threshold Analysis (PTA) and a Privacy Impact Assessment (PIA). These privacy documents help federal agencies understand how privacy risks are being identified and mitigated within your systems.

What about FedRAMP 20x?

FedRAMP 20x is modernizing the federal authorization process with a greater emphasis on automation, continuous monitoring, and streamlined documentation. As a result, the documentation requirements under 20x look quite different from those under the traditional Rev. 5 model.

While most CSPs pursuing FedRAMP authorization today still need to use the Rev. 5 templates provided by the PMO, many of those templates are not required for FedRAMP 20x submission (at least not in their full form).

Under the 20x model:

• CSPs submit real-time evidence using machine-readable formats like OSCAL JSON rather than long-form documents.
• Key materials like the SSP, SAP, and SAR may still be relevant, but they are submitted in modular, structured formats rather than traditional PDFs or Word docs.
• The Plan of Action and Milestones (POA&M) and Control Implementation Summary (CIS) may not be required up front, but the underlying data will still need to be available for automated review.
• Templates may eventually be replaced by API-driven inputs and standardized reporting dashboards.

If you’re pursuing authorization through the traditional path or working with an agency sponsor, the Rev. 5 templates remain required. But if you’re preparing for FedRAMP 20x or participating in the pilot, it’s just as important to start aligning your documentation with the new structure and submission formats. Over time, most CSPs will need to adopt the new approach as the federal government transitions away from point-in-time assessments and manual documentation.

Best practices for managing FedRAMP documentation

Getting your templates filled out is only half the battle. Keeping your documentation organized, accurate, and assessment-ready is just as important. 

Here are a few tips to help you keep documents in good shape: 

Start with a strong baseline

Build your System Security Plan as a living document, not a one-and-done task. Get your team aligned on how each control is implemented early, and update the SSP as your environment evolves.

Use automation where possible

Many FedRAMP compliance solutions like Secureframe offer integrations that automatically pull and validate evidence and generate documentation, reducing manual effort and minimizing errors. This is especially helpful for maintaining your POA&M, evidence logs, and vulnerability scan results.

Create internal ownership

Assign control and document owners so updates aren’t left to the security team alone. A shared responsibility model helps spread the workload and improves accuracy. A compliance automation platform like Secureframe can help you assign owners to all relevant resources, controls, and assets.

Stay aligned with FedRAMP updates

The FedRAMP 20x transformation is ongoing, and templates may be updated to support the new continuous authorization approach. Stay up-to-date on FedRAMP.gov and review your documentation periodically to make sure you're still following the latest guidance and requirements.

Review before submitting

Before you hand your package over to a 3PAO or the FedRAMP PMO, perform a thorough internal review. Check for formatting consistency, placeholder text, outdated language, and any required fields that may have been overlooked.

The FedRAMP documentation workload is no joke. But having the right tools in place can make the difference between a smooth process and months of back-and-forth.

A compliance automation platform can help centralize your documentation, automatically collect evidence, map controls, and keep your POA&M and SSP up to date with less manual lift. Request a demo to see how Secureframe can simplify your FedRAMP compliance journey today.