Nothing causes so much stress for an employee as when it is time to report in to your boss. Perhaps the industry you work in requires you to compile weekly reports. Or, you may only need to write up quarterly or annual reports. No matter the frequency, you’ll want to know how to write a report properly.

It is important to make sure you analyze the available data correctly and that you include all relevant facts and figures in your report in a succinct, logical way. To simplify your professional life, we have put together a step-by-step guide on how to write a report that will impress your boss, solidify your great job performance and boost your company’s productivity.

Tips on Reporting to the Boss

Summarize

While the subject and formatting of your report will vary based on the company, the industry and your role within the company, learning how to write a report that pleases starts with an excellent summary. No matter your topic or how detailed it might get, you need to start your report with a short, concise opener that goes over the subject you will cover and the main points. It’s your report’s first impression and you want it to leave a good one with the person who signs your checks.

If you are writing a short report, you can just title this section the summary or overview. In much longer reports, such as ones that address annual findings, you would typically label this segment the executive summary.

Stick to the Facts 

One of the most imperative aspects of learning how to write a report is to stick to the key facts and not include needless information in an apparent, but failing attempt to bulk up your findings. Include the information that adds value to your report, applies to your reader and educates your audience. Remember that unnecessary details only distract your reader from your main points.

Your report should be highly readable with your main points presented so that they’re easy to scan and comprehend. Make sure every section of your report includes a concise introduction, bullet points of key data and your findings.

Include Your Analysis 

Part of learning how to write a report that will exceed expectations is by composing a complete analysis of all your relevant findings and research. Keep it to the point and avoid writing an overly long analysis that will degrade the impact of your report. Include only important details and a brief review of the items previously covered. Make any recommendations, if appropriate.

Use Attachments 

If you are wondering how to write a report that is brief and to the point without overlooking key details, then you might consider including attachments in your final product. Depending on the subject you are working with, these attachments could be required to expand on your report and provide your boss with further data. For instance, attachments with additional facts and figures or an outline of your recommendations may offer a more complete look or better insight into the data you are touching on in your report.

Report Frequently 

Of course, this tip depends on the industry you work in and the job you perform, but one of the best ways to learn how to write a report that pleases your employer is to compile reports frequently. If you are only required to submit a single report quarterly or annually, compile your information way ahead of time, building your analysis and findings as you go along. This will save you considerable time and effort, but also ensures you are noting relevant data that could come in handy later.

Alternatively, if you are in an industry like social media where reports are required more often, make it a habit to report frequently. This type of industry is ever-changing, so reporting on a platform’s performance and associated data should be a consistent occurrence. Recurrent reporting also allows you to alter your strategies if need be, fine-tune your reporting approach and set and stay in touch with progress on your goals.

Determine Relevant Data

Stay on Topic

Learning how to write a report requires you to determine what information is relevant to your boss and what is not. One of the easiest ways you make sure you provide the most relevant information is to stay on topic. Don’t go down rabbit trails or include non-essential facts and figures. Make your report simple to read, short and direct.

Make Your Report User-Friendly 

Design your report in such a way as to make it more readable and pleasing to the eye. In determining how to write a report that will satisfy your boss, stay away from highly complex visualizations unless required. Simple graphs that drive home the facts will do.

Lay out all your key points in such a way that your reader could scan them, if need be, and still comprehend your main conclusions.

Set Clear Goals

Want to know how to write a report that hits its mark? Set clear goals to check your progress and keep track of what changes need to be made. Depending on your subject matter, you may need to juxtapose the outcomes of the prior production period with those of your competitors. This will enable you and your boss to set clear goals relevant to your industry and your company’s competition.

How to Write a Report That Will Impress

Address Why

One of the first things you need to address when learning how to write a report that will impress your boss, is the reason you are compiling it in the first place. If you do not identify why you are composing the report, then your wording and data will not flow in a succinct way.

Before you write, make sure you understand the reason for the report and the points you need to make to your boss. If you are not clear on the reason for the report, your writing could end up being geared in the wrong direction, miss important components and miss the mark with your supervisor.

When you need clarification, do not be afraid to ask questions — whether it be from a supervisor or a colleague. To write a report that stands out, you need to be clear on the subject so you can compile the data in a thorough, but easily understandable way.

Choose Your Data

When you think about how to write a report, choose the data you will include and any relevant charts or graphs. If possible, speak with individuals in your department or others whose thoughts and opinions carry some weight on your subject.

Take those findings and information, and hone them down into the essential data and facts you’ll need to provide in the report. You can lay out this data in paragraph form, identifying key points throughout, or use a bulleted list instead.

Format Your Presentation 

Part of learning how to write a report that will impress is by formatting your presentation in a logical, captivating way. Start with a strong title, then describe your report and why you are writing it, touching on how you gathered your relevant data.

Make your presentation orderly, breaking sections up by theme and subject. You need to include sufficient data to show your boss you’ve done your research, without overloading the reader with unnecessary statistics.

At the close of your report, include a succinct, solid recommendation stemming from the discoveries made over the course of your research.

Another formatting element to consider is whether your company has a specific style guide you must follow when composing your report. If so, make sure you adhere to it exactly. If there is no style guide in play, then aim to provide the most readable format that can be understood at a glance.

Use headings to break up your sections and identify primary facts by enlarging the typeface or using bold to emphasize those areas. If you have additional documentation, financial data, or other similar materials, include those as attachments or as an appendix following your findings.

Remember the Executive Summary

Once you have finished your report, go back to make sure your initial summary is clear, strong and sticks to the point. If you prefer to wait until you have written the rest of your report to compose this section, then that is acceptable. Be sure, though, that you take the time to write one or two solid paragraphs or a series of bullet points that cover your main findings.

Frequently called an executive summary, this top section of your report needs to be highly readable and identify all key information detailed in the main body.

Discuss the subject of your report, key findings, any proposals you have and suggestions on next steps that should be taken. For a guiding point of reference, you should be able to read your completed executive summary within a couple of minutes.

Check Your Work 

Those who know how to write a report of stellar quality know to check their work. Once all is said and done, errant typos or an illogical flow of thought can sabotage all your endeavors in just a few sentences.

After you have finished writing your entire report, go back and carefully read each sentence and bullet point. Make sure you have not missed any imperative information, determine that the flow is logical and succinct, and that your research and findings are explained clearly.

Conclusion

Learning how to write a report that will impress your boss takes time, forethought and effort. You need to understand the reason you are writing your report, conduct any necessary interviews, harness relevant data and compile it in a manner that is clear and understandable.

Using headings and short paragraphs or bullet points to enhance readability is key. Be sure to finish with a few strong notes regarding your recommendations and goals for the future.