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How To Write a Report for Work (With Examples)

If you’ve been asked to write a report for work, you may be wondering how to go about it. After all, reports are typically associated with academia. However, workplace reports can be just as important, and are often used to communicate findings or recommendations to a boss or team. The key to writing a good report is to be clear and concise. Start by understanding the purpose of the report and who will be reading it. Then, organize your thoughts and information into an outline. Once you have your outline, you can start writing your report. Be sure to proofread and edit your work before you submit it. With a little planning and effort, you can write a great report for work.

Work report template

You can format a work report using the following example:

[Project name] [Date] [Prepared by: your first and last name] [Company name]

Use this section to list any conclusions or suggestions you have for the report’s executive summary or abstract. Include the most crucial concepts covered in the report as well. You do not need to include this section if you are writing a daily work report or progress report. ].

[Body: You should concentrate on describing the information you wish to convey in the body of your report. You can list project-related findings, conclusions, and findings that were made. Include your accomplishments or tasks that you have completed in daily or progress reports. ].

[Recommendations: In this section, you should list your suggestions that will address a specific problem or are based on the findings or results of a project. As an illustration, you might suggest that the company “spend one hour each week training employees on the new handbook.” Your upcoming objectives or tasks can be listed in this section of a daily or progress report. ].

[Conclusion: Reiterate the most crucial recommendations and sum up the findings or results discussed in your report. ].

What is a work report?

1. identify your audience.

Knowing who will be reading your report is crucial for choosing how to format it, what to include, and what voice to use when writing it. Establish who will be reading your report and tailor it to these specific people, for example, if you are writing a sales report for your manager, will anyone else be reading the report? Likewise, if you are writing a business analysis report, will your higher-ups be reading the report, or just your immediate supervisor?

2. Decide which information you will include

You should concentrate on determining the purpose of your report to decide what details should be included after determining who your audience is. You could inquire about what they anticipate seeing if you know who will be reading the report. Choose to include details that will help people understand your message the most.

For instance, if you’re writing a report on sales, it may be necessary to include details on whether sales targets are being met, the goods and services that are selling the best, the difficulties you or your team are currently facing, and your team’s sales projection for the upcoming month or quarter.

3. Structure your report

You should format your report when writing it so that it is simple to read and comprehend. Although the sections you should include in each report will vary, you can use the following list of report components as a general outline when writing your report:

4. Use concise and professional language

When writing your report, make an effort to use language that is clear and concise. Use straightforward language while remaining professional to convey your message as quickly and clearly as you can. Avoid using “fluff” or wordy sentences when possible. For instance, you could say, “Regularly refresh your inbox,” as opposed to, “You might find it helpful to regularly refresh your inbox to stay up to date on emails.” “.

5. Proofread and edit your report

Put your report aside after you’ve finished writing it for at least an hour before you proofread it. This will enable you to view the report with fresh eyes and identify errors you might not have noticed before.

Work report example

You can use the following work report sample as a model when creating your own report at work:

November 5, 20XX Prepared by: Sally Smith ABC Company

An update on the XYZ project, which is due on December 5, will be given in this report. An updated employee handbook with approved increases in paid time off and updated rules and regulations will be produced as a result of this project. By providing them with information about the new benefits that have recently been implemented and workplace expectations, this handbook will try to make employees more aware of those things.

Summary of work completed:

I have finished the following for the XYZ project as of this date:

Tasks to be accomplished by November 12, 20XX:

The XYZ project will be finished by the target date as planned. There are currently no glaring problems or obstacles in the way of this project, but if any do arise, they will be quickly resolved.

report writing format 7 tips and how to write an effective report

How do you write a report at work?

• Identify your audience. …
• Decide which information you will include. …
• Structure your report. …
• Use concise and professional language. …
• Proofread and edit your report.

How do I write a report to my boss?

• Focus On the Why. Understand why you are writing the report.
• Decide What Information to Include. assemble the data you require, such as financial information, charts, and graphs
• Decide How to Present Your Recommendation. …
• Add an Executive Summary. …
• Format the Report. …
• Check and Proofread.

How do you write a report example?

• Decide on terms of reference. Many formal reports contain a section that describes the “terms of reference” for the document.
• Conduct your research. …
• Write an outline. …
• Write the first draft. …
• Analyze data and record findings. …
• Recommend a course of action. …
• Edit and distribute.

How do you start writing a report?

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How to Write a Report for Maximum Clarity and Impact

Sudarshan Somanathan

Head of Content

January 26, 2024

If you’re a professional in any industry, you know that sharing ideas and findings through well-crafted reports is a skill that will set you apart from your peers.

But writing a compelling report may seem daunting at first. It requires a well-thought-out  approach.

What elements or sources should you incorporate to ensure your report is comprehensive and engaging? And how do you organize each section for maximum impact?

In this guide, we’ll explore the ins and outs of report writing, breaking it down step by step. We’ll also introduce you to some game-changing features in ClickUp, a platform that will make your report-writing journey smoother and more collaborative. Let’s dive in!

Understanding Report Writing

Different types of reports and report writing, key components of report writing, how to write a report, utilizing templates for report writing, wrapping up.

Before we explore the intricacies of how to write a report, let’s establish a solid understanding of what report writing entails. Report writing encompasses the art and science of transforming raw information into a cohesive and structured document.

A well-crafted report is more than a collection of facts; it’s a narrative that provides clarity, insight, and direction. In business, accurate and insightful reports help with informed decision-making.

Adept report writing is a strategic skill that distills complex data into understandable insights. Whether documenting project progress, detailing financial metrics, or analyzing market trends, reports provide a medium.

Reports take various forms in academic and professional settings. In academia and business, research reports provide insights into scientific studies. Policy-makers rely on book reports, and field study reports for ground-level information.

A project report or summary is a comprehensive document that outlines a project’s objectives, progress, challenges, and outcomes. Writing effective project reports demands attention to clear objectives, systematic data collection, and a concise presentation of findings.

Progress, technical, functional, marketing, academic, sales reports, and case studies serve diverse purposes. Each type is purposefully crafted to fulfill specific objectives, catering to the distinct needs within organizations.

Despite their differences in subject, these reports adhere to common attributes, principles, and formats in report writing.

Here, we’ll explore five common types of reports and explain their distinct characteristics. We’ll also show you how to write a report for successful outcomes in your respective fields.

1. Research reports

Research reports meticulously explore a specific topic, utilizing surveys, experiments, or literature reviews. Geared toward contributing to existing knowledge, these reports offer a detailed and authoritative understanding of the subject.

Key features include an extensive literature review, a well-defined methodology, a systematic presentation of findings, and conclusive insights derived from rigorous research.

When writing a research report, start with a clear and focused research question. Conduct thorough literature reviews to identify existing gaps.

Define a precise methodology, outlining your approach step by step. Present your findings in a structured manner, ensuring clarity in your delivery. Employ conclusive insights to draw actionable conclusions.

2. Business reports

Business reports intricately analyze business-related information, which includes financial performance, project updates, and strategic plans.

They inform stakeholders, investors, or internal teams about business operations and performance metrics.

A comprehensive report includes financial statements and concise summaries of ongoing projects. It also provides strategic recommendations tailored to the specific needs and interests of the target audience.

Start with a clear executive summary, move on to financial analysis, offer insights into profitability and performance indicators.

Prioritize clarity and brevity to communicate complex information effectively. Use data visualization tools when necessary to enhance understanding.

3. Technical reports

Technical reports convey complex technical information, procedures, or analyses. Predominantly utilized in science and engineering, these reports aim to communicate intricate technical details.

Specialized language, detailed procedures, and precise data presentation are hallmarks of technical reports, requiring a certain level of expertise for comprehension. These reports often serve as valuable technical references, aiding decision-making, troubleshooting, and further research.

As a professional, ensure your technical reports cater to the specific needs of your audience.

Leverage technical writing software and tools to enhance the precision and effectiveness of your communication. They help maintain a delicate balance between technical depth and clarity for seamless comprehension.

Detail procedures meticulously, leaving no room for ambiguity and aiding professionals in replicating processes or methodologies. Precisely present data, graphs, or tables to reinforce findings.

4. Incident reports

Incident reports involve the meticulous documentation of unexpected events or issues. They’re typically written down, outlining real events, the sequence of events, and the corresponding responses.

These are designed to analyze incidents thoroughly, learn from them, and establish preventive measures for future occurrences.

Detailed descriptions of the incident and its immediate and potential impact form the core of incident reports. Recommendations for improvement ensure a comprehensive understanding and proactive approach.

When drafting incident reports, ensure a detailed chronology of events and responses.

Incident report templates guide professionals in crafting detailed narratives, ensuring comprehensive documentation.

Consider the templates for documentation and to enhance preparedness, minimize risks, and cultivate a safer and more resilient environment in your field.

5. Progress reports

Progress reports track the ongoing development of a project or initiative, documenting achievements, challenges, and future plans.

They’re primarily geared toward providing decision-makers with valuable insights and relevant data, enabling informed decision-making.

These reports include milestone tracking, performance indicators, project reports, and a narrative that details the project’s progress and outlines anticipated future milestones.

To create an effective progress report, focus on quantifiable achievements and challenges. Tailor the report to decision-makers, providing them with a concise and forward-looking overview.

Now, let’s delve deeper into the essential components of a well-structured report.

To write impactful reports, you need to grasp the basics. From the initial impression set by the title page to the nuanced details in appendices and executive briefs, each element plays a vital role in improving the report’s effectiveness and readability.

Here are the key components contributing to a comprehensive report’s structure and depth.

1. Title page

Serves as the face of the report, providing crucial information at a glance. It includes title, author’s name, date, and relevant institutional information.

2. Abstract or executive summary 

Summarizes the report’s main points. Offers a quick overview for readers with time constraints, acting as a stand-alone summary highlighting key findings and recommendations.

3. Table of contents

Outlines the structure and organization of the report, aiding readers in navigation. Accuracy in page references is vital, ensuring a reliable roadmap for easy access to specific content areas.

4. Introduction

Acts as the opening chapter, setting the stage for the report. States the report’s purpose and scope, offering a concise yet comprehensive overview of what follows. Guides readers toward a clear understanding of the report’s objectives and what they can expect within its content.

5. Methodology or approach 

Details of how the research or analysis was conducted. Essential for transparency, allowing others to replicate the study and verify its validity.

6. Findings or results 

Presents the main outcomes or discoveries derived from the research. Backed by data, evidence, or examples, ensuring the credibility and reliability of the presented findings.

7. Discussion or analysis 

Interprets the report findings, providing context and deeper understanding. Offers insights and potential implications, elevating the report beyond a mere presentation of facts.

8. Recommendations 

Suggest actions based on the report’s findings. Provides decision-makers clear directions on how to respond to the presented information.

9. Conclusion 

Summarize the report’s key points. Reinforces the main theme, leaving a lasting impression on the reader.

10. References or bibliography 

Cites sources used for reference in the report, ensuring its credibility and allowing for further exploration. Adheres to a standardized citation format for most reports, enhancing the report’s professionalism and academic integrity.

Let’s explore a few additional components that enhance a report’s completeness. Incorporating these into your report ensures it is a valuable and impactful document in your professional endeavors.

• Appendix: Houses supplementary materials such as charts, graphs, or detailed data to enhance comprehensiveness and provide additional information
• Acknowledgments: Conveys gratitude to those who contributed and ensures proper recognition to foster a collaborative and appreciative tone within the report
• Glossary of terminology: Defines technical terms or jargon for better reader comprehension, especially in reports with specialized language
• Visual elements: Incorporates visuals like charts, graphs, or images. Aids in presenting complex data or concepts, enhancing reader engagement and understanding
• Executive brief: Offers a condensed executive summary version, providing a quick snapshot of the report’s key elements for efficient decision-making
• Quality assurance or peer review: Involves a thorough review process to catch errors or inconsistencies, ensuring the information presented is accurate and trustworthy
• Action plan: Propose a step-by-step plan based on recommendations to help execute the next steps effectively, translating recommendations into tangible results
• Monitoring and evaluation: Establish a system for ongoing assessment after the report’s implementation. Ensures continuous improvement, allowing for adjustments based on real-world outcomes

You need the right tools and a systematic approach to write effective reports. Let’s explore the intricacies of report creation.

Here are the practical steps to craft a good report that grabs attention and delivers impact:

1. Define your purpose and audience

Before you start writing a report, clearly define why you’re creating the report and who will be reading it.

Ask yourself: What is the main objective of the report or article? Is it to inform, persuade, or analyze? Understanding your audience is paramount.

Tailor your language, tone, and content to cater to your readers’ specific needs, expectations, and level of expertise.

2. Research thoroughly

Gather all necessary information through extensive research and credible sources, ensuring a well-rounded understanding of your subject matter. To expedite this process, leverage ClickUp AI features . Utilize its advanced capabilities to quickly summarize lengthy documents, extracting key insights efficiently.

Explore a diverse array of over a hundred meticulously crafted and research-backed AI tools, offering tailored solutions for every role and use case.

Incorporating AI streamlines your research and improves the precision of data extraction.

3. Plan your structure

Before you start writing, plan the structure of your report. Develop a comprehensive roadmap outlining each section, ensuring your narrative’s logical flow and coherence.

A well-structured outline acts as a guide, facilitating seamless transitions between ideas and topics. To simplify this task, use ClickUp AI’s intuitive features to create organized outlines.

This optimization refines your report’s structure, enhancing readability, overall quality, and impact.

4. Utilize ClickUp’s features for drafting

Leverage ClickUp Docs for a seamless writing experience beyond traditional document creation. Take advantage of the platform’s collaborative features like Assigned Comments for efficient teamwork.

Here’s how to utilize ClickUp Docs to expedite your workflow and enrich your work experience.

• Integration with workflows: Link Docs and tasks together for centralized access. Enhance workflows by adding widgets to update project statuses, assign tasks, and more—all within the document editor
• Tagging and task assignment: Simultaneously edit documents with your team in real time. Tag team members with comments, assign action items, and convert text into trackable tasks for seamless idea management
• Efficient document management: Quickly access document templates for immediate drafting. Save frequently used documents as templates for convenient access in the future
• Advanced document settings: Customize font type, size, height, page width, and more according to your preferences. Keep track of essential metrics, including character count, word count, and reading time for each page in your Doc
• Enhanced document customization: Customize your document’s appearance with an overview and headers. Ensure a structured and visually appealing layout for a more engaging reader experience

5. Leverage AI writing tools and start organizing with checklists

Unleash your creativity and conquer writer’s block with various advanced AI writing tools like ClickUp AI.  It provides a dynamic solution for brainstorming, generating content, and breaking creative barriers.

Utilize ClickUp’s Checklists to ensure a systematic approach to your tasks, covering all necessary points seamlessly. Stay on top of your progress and deadlines, enhancing your productivity and reducing the risk of overlooking crucial details.

Keep all your work organized by categorizing Docs within ClickUp, facilitating easy access and searchability. Ensure the security of your Docs with privacy and edit controls, allowing you to manage who can access and edit your documents.

6. Revise and edit

After completing your first draft, reviewing your report for clarity, coherence, and accuracy is crucial. Ensure your ideas flow seamlessly, maintaining a logical structure throughout the document. Utilize writing assistant software for valuable insights into your writing style. Whether refining grammar, improving sentence structure, or fine-tuning vocabulary, the best writing assistant software is a virtual guide. These advanced tools also suggest improvements, enhancing your report’s overall readability.

To enhance your editing process, leverage ClickUp’s advanced commenting features. Solicit feedback from colleagues directly within the document to promote constructive input.

Ensure there are no grammatical mistakes or typos. ClickUp’s collaborative features make it easy for multiple eyes to review.

7. Format professionally

Attention to formatting is pivotal for a polished and professional-looking report. Ensure consistency in font styles, headings, spacing, and alignment throughout the body of the report.

ClickUp’s versatile templates are an excellent starting point, offering pre-designed layouts that can significantly enhance your report’s visual appeal.

From case study templates and daily report templates to annual report templates , ClickUp offers a variety of templates for quick content creation.

Leveraging these templates streamlines the formatting process, providing a structured framework.

8. Finalize and distribute with confidence

Once you’ve confirmed that all the data in your report aligns with your standards, proceed to the finalization step. Double-check all components, including content, formatting, and accuracy.

Confirm that your report aligns with the initial purpose and effectively communicates your findings. Once satisfied, proceed to distribute your report to the intended audience.

Consider the most appropriate channels for dissemination, ensuring accessibility and relevance to the recipients. Whether through email, a shared platform, or a presentation, choose a method that aligns with your audience’s preferences.

Templates are a game-changer when it comes to report writing. They provide a structured starting point, saving you time and ensuring consistency.

With predefined structures, formats, and prompts, content writing templates help streamline your writing workflow. Whether a seasoned writer or tackling a new project, incorporating free content writing templates into your toolkit can significantly boost productivity.

Here are some ClickUp templates to leverage:

1. Report cover template

The Report Cover Template in ClickUp efficiently creates professional and visually appealing covers for various reports. It streamlines the design process and customization options, allowing users to:

• Create modern, stylish covers for reports
• Customize fonts and colors, and include logos or images
• Maintain consistency in branding across marketing reports

Steps to use the Report Cover Template involve setting the tone, selecting suitable designs, adding necessary details, finalizing, and printing. Collaboration, brainstorming, and progress tracking are facilitated within ClickUp’s workspace.

2. Report requirements template

The Report Requirements Template by ClickUp offers an efficient and organized approach to creating comprehensive reports. It streamlines the process by:

• Providing a consistent format for data collection, ensuring accuracy, completeness, and improved efficiency
• Offering structured elements like custom statuses, fields, views, and project management tools
• Guiding users through steps like defining the report’s purpose, establishing timelines, gathering resources, outlining content, and reviewing the final report

This template helps you:

• Clearly define report objectives and structure content
• Assign tasks, set timelines, and monitor progress
• Collect, organize, and analyze data for cohesive reports
• Facilitate collaboration among team members and ensure efficient communication throughout the report creation process

The Report Requirements Template facilitates project requirement documentation for business analysts. Integrating this template into your ClickUp Workspace helps maintain cohesion and clarity within teams, streamlining the process from report conceptualization to delivery.

3. Project reporting template

Project reporting is crucial for a project manager to gauge a project’s health and address critical areas needing attention. The Project Reporting Template comprehensively overviews high-level Key Performance Indicators (KPIs) and overall project performance.

It assists in monitoring essential project elements such as tasks, expenses, and pending action items. Click Up’s Project Reporting Template is a centralized tool for project managers, providing insights into the project’s progress and potential bottlenecks.

With a clear snapshot of crucial project metrics, managers make informed decisions and allocate resources effectively to ensure project success. Streamline your project reporting with this template, covering key project elements.

By incorporating these templates into your report-writing process, you save time. You benefit from a proven framework designed to enhance the clarity and organization of your report.

In today’s dynamic professional environment, proficient communication through reports is indispensable. Whether conveying research findings, business updates, or project progress, mastering the art of report writing can elevate your career. ClickUp AI features and Click Up Docs transform the writing process into an efficient, collaborative, and enjoyable journey. So, when you undertake your next report-writing venture, follow the steps, embrace the templates, and let ClickUp be your ally in crafting impactful reports.

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How to Write a Report (2023 Guide & Free Templates)

You have a report due in a few days, but you’re still procrastinating like a pro.

Sounds familiar?

If you’ve been staring at a blank page, wondering how to write a report the best way possible, you’re not alone. For many, writing a report, especially for the first time, can feel like rolling a giant boulder uphill.

The good news is that from a first draft to creating reports that people love to read is a skill you can develop and polish over time.

Whether you’re a student, a professional, or someone who wants to up their report-writing game, keep reading for a 2023 guide and step-by-step instructions on how to write a report. Plus, learn about the basic report format.

You’ll also get access to report templates that you can edit and customize immediately and learn about a tool to make reports online (no need to download software!). You can also jump right into customizing templates by creating a free account .

What is report writing?

Report writing is a way of communicating information, data, insight, or analysis. It’s an essential skill that will come in handy in various settings, from academic research or diving into historical events to business meetings.

But creating a report can be a bit intimidating at first.

In its simplest form, report writing starts with researching and gathering all the information, analyzing your findings, and presenting it in a way that’s easy for your audience to understand.

Sounds easy enough, right? 

Well, there’s a bit more to it than that. We’ll guide you through every step of the process to write an entire report from a rough draft and data in the next section. 

But first, let’s get to know the different types of reports.

Types of reports

Reports come in all shapes and sizes, and the type of report you write will depend on your specific goals and audience. Each type of report has its unique purpose, format, and style.

The most common types of reports are: 

• Academic report – These include school reports, book reports, thesis reports, or analytical reports between two opposing ideas.
• Business report – Business reports range from annual reports to SWOT analyses . The goal of business reports is to communicate ideas, information, or insights in a business setting.
• Research report –  Research reports are often more scientific or methodological in nature. They can take the form of case studies or research papers. 

Learn more : 20 Types of Reports and When to Use Them (Plus Templates)

How to write a report without feeling overwhelmed

Breaking down the report writing process into three stages can make it much more manageable for you, especially if it’s your first time to create one. 

These three stages are: 

• Pre-writing stage
• Writing stage
• Post-writing stage

Let’s take a look at the steps for each stage and how to write a good report in 2023 that you can be proud of.

Stage 1: Pre-writing 

The pre-writing stage is all about preparation. Take some time to gather your thoughts and organize your main idea. Write a summary first.

Here are important steps to help you deal with the overwhelm of creating an insightful report. 

Understand the purpose of your report

Knowing your purpose will help you focus and stay on track throughout the process. Dig into the why of your report through these questions:

• Who is your intended reader? Are you familiar with your audience’s language and how they think?
• What are you trying to achieve with your report? Are you trying to inform, persuade, or recommend a course of action to the reader? 

Research your topic

It’s time to gather as much information as you can about your topic. This might involve reading books, articles, and other reports. You might also need to conduct interviews with subject matter experts.

Pro tip on how to write a report : Pick reputable sources like research papers, recently-published books, and case studies by trustworthy authors. 

Make a report outline

An outline is a roadmap for your report. It covers your title, introduction, thesis statement, main points, and conclusion. Organizing your thoughts this way will help you keep focus and ensure you cover all the necessary information.

While you can create a report without creating an outline, you could write a better report with an outline. An outline helps you organize your facts and important points on paper. 

Stage 2: Writing

Once you have completed the pre-writing stage, it’s time to write your report. 

Follow the proper report writing format

You will feel a lot of resistance at this point because this is where most of the tedious work of report writing happens. However, the process can be a breeze if you follow a proper structure and report writing format.

The structure of your report can vary depending on the type of report you’re creating, but the report writing format below can serve as a guide for anyone.

• Title page. This is the first page of your report and should include the report’s title, the author’s name, the date of presentation or submission, and any other relevant information, such as your name or the organization’s name.
• Table of Contents (TOC ). This section contains subsections of your report and their corresponding page numbering.  A well-written TOC will help readers navigate your report easily and find the information they need.
• Brief summary . This part provides an overview of the report’s particular purpose, subject, methodology, key findings, and recommendations. This section is often called the executive summary in corporate reports.
• Introduction . The introduction should provide background information about the topic and explain why the report was written. It should also state the aims and objectives of your report and give an overview of the methodology used to gather and analyze the data. Make sure you include a powerful topic sentence.
• Main body. The main body of the report should be divided into subsections, each dealing with a specific aspect of the topic. These sections should be clearly labeled and organized in a logical order. In most reports, this is also the part where you explain and present your findings, analysis, and recommendations.
• Conclusion. Summarize the main points of your report and provide a final summary, thought, or suggestions. Review your thesis statement. The conclusion also includes any limitations of the study and areas for further research or future action.
• References . This section should include a list of all the sources cited in the report, like books, journal articles, websites, and any other sources used to gather information on your subject.
• Appendices . In the appendices section, you should include any additional information relevant to the report but not in the article’s main body. This might consist of raw data, event details, graphs, charts, or tables.

With all these key report elements, your readers can look forward to an informative, well-organized, and easy-to-read report.

Pro tips: Remember to use clear and concise language in your essay. It is also required to follow a specific type of formatting set by your organization or instructor.

Plus, use the active voice when you can because it helps improve clarity. To write a report essay in a passive voice makes it sound less concise.

Reports should usually be written in the third person.

Edit and proofread the article

Once you have completed your first essay draft, take some time to edit and proofread your work. Look for spelling mistakes and grammar errors, as well as any areas where the flow of your article could be improved. Review your topic sentence.

If hiring a professional editor isn’t possible, have a colleague or someone else read your rough draft and provide feedback. You can also use tools like Grammarly and the Hemingway App . 

Stage 3: Post-writing

You’re almost there! This stage is about finalizing your report and ensuring it is ready to be shared. 

Format your report

Ensure your report is formatted correctly, with clear and easy-to-read fonts, headings, and subheadings.

Incorporate visuals

Adding visuals to your report article is another great way to help your audience understand complex information more easily.

From charts to illustrations, the right visual can help highlight and explain key points, events, trends, and patterns in your data, making it easier for the reader to interpret the information.

Want to check out more templates? Get access to the template gallery today .

However, it’s important to use visuals sparingly and ensure they are relevant and effectively support the texts. You will learn more about effectively incorporating visuals into your report as you scroll down below to the next sections. 

Share your report

Once your report is complete, share it with your audience. This might involve submitting it to your boss, presenting it to a group, or sharing it online.

A final note for this section: Remember to take your time, stay organized, and most importantly, have fun! Writing a report can be a rewarding experience, especially if you get positive feedback when you present.

How to add visuals to your report

Adding visuals to your report is more than just putting a graph or chart for every piece of information.

There are no hard and fast rules but use the pointers below as guidelines:

• Each visual in your report should have a purpose. Don’t just add a pie chart or bar graph for the sake of adding one. Your visual of choice should offer clarity to readers that’s impossible to achieve with words alone. Piktochart’s report maker lets you search for free stock images and illustrations to add to any page with drag and drop.
• Add captions, legends, or arrows to your visuals when possible. For more technical reports, graphics are either Tables or Figures. Number them in order of appearance (Figure 1, Figure 2, Table 1, etc.) and give each a descriptive title.
• Place the visual close to the relevant text on the page.
• Document the source of the visual, citing it in both the caption and references section if necessary.
• Make the graphic stand out with colors, borders, boxes, spacing, and frames.

Learn more : How to Improve Your Data Visualization Design in 6 Steps 

Write reports like a pro with Piktochart’s easy-to-edit report templates

Creating reports from scratch can be time-consuming. The great news is you don’t have to make reports from scratch like how it used to be in the 90s and early 2000s. Organizations of all shapes and sizes now understand that you can also create the perfect report with the help of templates.

For example, Piktochart offers a variety of fully customizable templates, allowing you to easily add your branding, colors, and text within the online editor. You can visualize your thesis statement and first draft in less than an hour. It’s also possible to start writing directly in the tool, adding graphics page by page.

These templates range from reports for school presentations to sales reports. By editing them, you can create professional-looking reports without the hassle of formatting and design.

Here are some examples of Piktochart’s professionally-designed templates. If you can’t pick one that matches your report writing format and needs, create a free Piktochart account to get access to more templates. 

Survey report template 

This survey report template includes clear visualizations, making your report findings easier to understand. From customer surveys to employee satisfaction reports, this template is quite versatile. 

Research report template 

This research report template is perfect for anyone looking to create a thorough and professional research report. The template includes all the necessary sections to help you easily organize your research and present your findings in a concise document.

Corporate report template 

Looking for a corporate report template example with an editable table of contents and foreword? This template is the perfect fit!

Whether you’re presenting to investors or sharing information with your team, this corporate report template will help you create a polished and informative executive summary for any corporate organization.

Case study report template

Whether you’re conducting a business case study or an academic case study, this case study report template can help you earn your readers’ trust. This template is specifically designed with fashion as its main theme, but you can edit the photos and details to make it more on-brand with your niche.

Marketing report template

Use this template to create comprehensive marketing reports. The template includes editable sections for social media, data from search engines, email marketing, and paid ads. 

Financial report template 

With this customizable finance report template, you don’t need to make a financial report from scratch. Once you’ve written your content, save your report in PDF or PNG formats.

Annual report template 

This annual report template is the right template for creating a professional and informative executive summary of your organization’s performance over the past year. This template was designed for HR annual reports, but you can also repurpose it for other types of yearly reports. 

See more report templates by creating a free Piktochart account . 

Quick checklist for better report writing

Before you submit or present your report, use the quick checklist below to help ensure that your report is well-structured, accurate, clear, and properly cited. Most of all, you must ensure that your report meets your audience’s expectations and has all the information and details they need. 

Purpose and audience

• Does the report address its purpose and meet the needs of the intended audience?

Structure and organization

• Is the material appropriately arranged in sections?
• Have irrelevant details been removed?

Accuracy and analysis

• Has all the material been checked for accuracy?
• Are graphs and tables clearly labeled? Check the page numbers too.
• Is the data in graphs or tables analyzed and explained in words?
• Does the discussion or conclusion show how the results relate to the objectives mentioned in the introduction?
• Have the results been compared with existing research from the literature survey?

Writing style and clarity

• Is the report written in a tone that’s indicated in the brand style guide (for corporate reports)? Does it avoid colloquialisms or contractions? 
• Does it follow the organization’s specific guidelines for writing style? 
• Is it jargon-free and clearly written? Have you translated technical terms into simpler words?
• Use the active voice when you can because it helps improve clarity. A written report in a passive voice may make it sound less concise. 

Acknowledgment and citation

• Have all ideas and event data taken from or inspired by someone else’s work been acknowledged with a reference?
• Have all illustrations and figures taken from someone else’s work been cited correctly?

Proofreading

• Has the report been carefully proofread for typos, spelling errors, and grammatical mistakes?

Make engaging and effective reports quickly with Piktochart

Writing a report is a must-have skill for anyone looking to communicate more effectively in their personal and professional lives. 

With the steps we’ve provided in this guide, anyone can learn how to write a report that is informative, engaging, and comprehensive.

Plus, the free templates we highlighted are valuable for individuals looking to create reports quickly and efficiently. They can also be used to transform a longer report filled with texts into something more engaging and easy to digest.

Sign up for a free Piktochart account today, and look forward to writing reports with its library of modern, customizable report templates. 

Piktochart offers professionally designed templates for all your visual communication needs. It is your one-stop shop for presentations , posters , logos , email signatures , infographics , and more. Customize all templates according to your brand assets in seconds. Get started for free today.

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10 Types of HR Reports (With Templates and Examples)

7 Captivating Report Design Ideas And Tips (With Templates and Examples)

How to Write a Project Report (with Best Practices Templates for Microsoft 365)

Key Take Aways

What you’ll learn:

• How AI can enhance project reports with predictive analysis and actionable insights
• A 7-step checklist for making sure that your project reports are easily accessible and consumable by stakeholder
• The importance of using project management software for streamlining project reporting, especially in the age of remote working
• Why you should use the Microsoft 365 platform for project reporting and some out of the box examples from BrightWork 365

By: Shubhangi Pandey | Published on: Mar 14, 2024 | Categories: BrightWork 365 , Microsoft 365 , Project Reporting | 0 comments

In an age where remote work is becoming the new every day and data-driven decision-making is more crucial than ever, project reporting has become more than a managerial obligation. It’s an art and a science that combines traditional project tracking with modern metrics and advanced data visualization.

This guide will walk you through seven essential steps to craft a project report that informs and engages your stakeholders. We’ll explore the role of AI in project management, delve into the importance of remote work metrics, and discuss cutting-edge data visualization tools that can make your reports more insightful.

Whether you’re a seasoned project manager or just getting started with project management basics , these steps will help you write a project report that adds value to your organization’s knowledge base for future projects.

Why are Project Management Tools Vital for Report Writing?

The importance of robust project management tools for effective report writing cannot be overstated. Here’s why:

• Centralization : Project management tools are a central hub for all your project data, streamlining project management and reporting processes.
• Efficient Tracking : These tools make it easier to monitor work progress during the monitoring phase of project management , helping you stay on top of tasks and milestones.
• Risk Identification : Advanced features enable you to spot potential risks early, allowing for proactive management.
• Stakeholder Communication : Keep all stakeholders in the loop with real-time updates and comprehensive reports.
• Data Visualization : Utilize features like Power BI to transform raw data into insightful visuals, aiding in better decision-making.
• Custom Reports : Depending on organizational needs, create specialized reports that offer in-depth analysis and recommendations upon project completion.

The Evolution of AI in Project Management Tools for Report Writing

When crafting an impactful project report, your tools can be a game-changer. And let’s talk about the elephant in the room: Artificial Intelligence. AI is no longer just a buzzword – it’s a reality transforming project management and reporting.

According to a systematic literature review published in MDPI , AI’s role in project management is increasingly significant, offering advanced capabilities like predictive analytics and risk assessment.

The Power of Predictive Analytics

These advanced AI tools centralize your project data and offer predictive analytics, risk assessment, and automated insights that can be invaluable for your report. Like Power BI revolutionized data visualization, AI algorithms can sift through massive amounts of data to highlight trends, predict risks, and recommend actions.

Making AI Accessible for Every Project Manager

Imagine reporting on what has happened and providing stakeholders with insights into what could happen. It’s like giving your project report a crystal ball. And don’t worry – embracing AI doesn’t mean you have to be a tech wizard. Many modern project management tools benefit from built-in AI features. 

A thesis from DiVA portal explores the implementation of AI in project management and its impact on working personnel, indicating that AI is becoming more accessible and user-friendly.

The Future of Data-Driven Decision Making

AI’s capabilities equip stakeholders with data-driven insights for strategic decisions. It’s not just about tracking work and identifying risks anymore – it’s about forecasting them and offering actionable solutions. Welcome to the future of project reporting.

Types of Project Reports and Their Formats

Understanding the types of project reports you need to create is crucial. Whether it’s a project summary report, a project health report, or a project completion report, each serves a unique purpose and audience.

Knowing the format, whether a pie chart, bar chart, or complete chart, can also help present the data effectively. Writing a report is a valuable opportunity to evaluate the project, document lessons learned, and add to your organization’s knowledge base for future projects.

Data Visualization: Modern Tools and Techniques

Data visualization has come a long way from simple pie charts and bar graphs. With the advent of AI, we now have tools that can display and interpret data. Think of AI-powered heat maps that can show project bottlenecks or predictive line graphs that forecast project completion based on current trends.

Techniques for Effective Data Presentation

Modern data visualization techniques like interactive dashboards, real-time data streams, and even augmented reality (AR) representations are making it easier than ever to understand complex project metrics. These aren’t just for show; they offer actionable insights that can significantly impact project outcomes.

Making Data Visualization Accessible

The best part? These advanced visualization tools are becoming increasingly user-friendly. You don’t need to be a data scientist to use them. Most project management software now integrates seamlessly with these tools, making it easier than ever to incorporate advanced data visualization into your regular reporting.

The New Normal of Remote Work

In today’s digital age, remote work is becoming the new normal. As project managers, adapting our reporting techniques to this changing landscape is crucial.

Critical Metrics for Remote Teams

When it comes to remote teams, some metrics become even more critical. Think along the lines of ‘Remote Engagement Rate,’ ‘Digital Communication Effectiveness,’ and ‘Virtual Team Collaboration.’ These KPIs offer a more nuanced understanding of how remote teams are performing.

Tools for Tracking Remote Work Metrics

Fortunately, modern project management tools have features specifically designed to track these remote work metrics. From time-tracking software to virtual “water cooler” moments captured for team morale, these tools make remote work measurable in ways we couldn’t have imagined a few years ago.

Project Timeline and Milestones

A well-defined project timeline and key milestones are essential for any project. They not only help in keeping the project on track but also provide a basis for decision-making. 

Project management software can automate this process, ensuring that reports are always up-to-date. Try the steps outlined below for writing better project reports.

Manage Projects with Microsoft 365, Power Platform, and Teams

Collaborate seamlessly from anywhere, with brightwork 365 and microsoft teams..

How to Write a Project Report

Writing an effective project report is crucial for evaluating the project’s health, keeping stakeholders informed, and setting the stage for future projects. Here are seven steps to guide you through the process.

1. Decide the Objective

Take some time during the project management initiation phase to think about the purpose of the report. Do you need to describe, explain, recommend, or persuade? Having a clear goal from the outset ensures that you stay focused, making engaging your reader easier.

Understanding the objective is the cornerstone of effective project reporting. Whether crafting a project summary report or a detailed project performance report, aligning your content with the aim will make your report more coherent and actionable.

This is also the stage where you decide the key milestones and metrics to highlight in the report.

2. Understand Your Audience

Understanding your audience is crucial for crafting a report that resonates. Whether you’re writing for stakeholders or team members, the language, data, and visuals should be tailored to their preferences and needs.

• Language & Tone : Consider the communication style of your audience. Is a formal or informal tone more appropriate? Tailoring your language can build rapport and make your message more impactful.
• Data & Graphics : Choose the types of data and visual aids that will most effectively convey your message to your specific audience.
• Personal Preferences : Pay attention to how your audience typically communicates, whether in emails or other documents and try to mirror that style.
• Report Format : Different stakeholders may require different levels of detail. A project manager may want an in-depth analysis, while a sponsor only needs an executive summary.
• Audience Personas : Utilize audience personas to guide the tone, style, and content, ensuring your report caters to the diverse needs of all project stakeholders.

3. Report Format and Type

Before you start, check the report format and type. Do you need to submit a written report or deliver a presentation? Do you need to craft a formal, informal, financial, annual, technical, fact-finding, or problem-solving report?

You should also confirm if any project management templates are available within the organization.

Checking these details can save time later on!

Different types of project reports serve other purposes. A project status report provides a snapshot of where the project is, while a project health report dives deeper into metrics. 

Make sure to consider the medium – will this report be a PDF, a slideshow, or an interactive dashboard? The format can significantly impact how the information is received.

4. Gather the Facts and Data

Including engaging facts and data will solidify your argument. Start with your collaborative project site and work out as needed. Remember to cite sources such as articles, case studies, and interviews.

To build a compelling case in your report, start mining your collaborative project site for crucial metrics like project milestones, resource utilization, and project health. Supplement this with additional data from external sources like articles and case studies. 

Utilize data visualization tools like pie charts or bar graphs to make complex information easily digestible. Ensure the data is current to maintain the report’s credibility and remember to cite your sources for added reliability.

5. Structure the Report

How you arrange your report is pivotal in how well your audience can digest the material. A logically organized report improves readability and amplifies its impact in delivering the core message.

Your report should have a natural progression, leading the reader from one point to the next until a decisive conclusion is reached. Generally, a report is segmented into four key components:

• Opening Overview: This is the first thing your reader will see, and it’s usually crafted after the rest of the report is complete. Make this section compelling, as it often influences whether the reader will delve deeper into the report.
• Introduction: This section sets the stage by offering background information and outlining the report’s cover. Make sure to specify the report’s scope and any methodologies employed.
• Body: Here’s where your writing prowess comes into play. This is the meat of the report, filled with background, analyses, discussions, and actionable recommendations. Utilize data and visual aids to bolster your arguments.
• Final Thoughts: This is where you tie all the report’s elements together in a neat bow. Clearly state the following steps and any actions the reader should consider.

6. Readability

Spend some time making the report accessible and enjoyable to read. If working in Word, the Navigation pane is a great way to help your reader work through the document. Use formatting, visuals, and lists to break up long text sections.

Readability is not just about the text but also about the visual elements like pie charts, bar colors, and even the background color of the report. Use these elements to break the monotony and make the report more engaging. Also, consider adding a table of contents for longer reports to improve navigation.

The first draft of the report is rarely perfect, so you will need to edit and revise the content. If possible, set the document aside for a few days before reviewing it or ask a colleague to review it.

Editing is not just about correcting grammatical errors – it’s also about ensuring that the report aligns with its initial objectives and is tailored to its audience. Use this stage to refine the report’s structure, clarify its key points, and eliminate any unnecessary jargon or technical terms to the reader’s understanding.

Automate and Streamline Project Reporting with Microsoft 365

Project reporting can often be a laborious and time-consuming task. Especially on a project where there are so many moving parts and different people involved, getting a clear picture of what’s going on can be pretty tricky.

That is why we recommend moving to a cloud-based solution for project management and reporting – and you might have guessed it: we recommend Microsoft 365! If you’re considering SharePoint, check out our build vs buy guide.

Why use Microsoft 365 for project reporting?

There are many benefits to using Microsoft 365 as the platform for your project management reporting, including:

• Centralizing your project management and reporting on Microsoft 365 brings your project information into one place, so you can automate reporting and save time. If you’re still using excel for project management , here’s why you should consider switching.
• You can access configurable and filterable reports based on the audience by leveraging the available reporting mechanisms in Power Apps, Power BI, and Excel. Everyone can see the information in the way they need.
• Linked into the Microsoft 365 ecosystem, reports can appear in Power Apps, Power BI, exported to Excel, emailed in Outlook, or seen in MS Teams, so reports are available wherever the audience is working.
• Having project data maintained in a single platform means that project reports are always up to date. No more chasing up PMs or team members for the latest document version!

5 Ways you can use BrightWork 365 for Project and Portfolio Reporting

BrightWork 365 is a project and portfolio management solution for Microsoft 365 and the Power Platform. Here are five ways you can leverage BrightWork 365 and Microsoft 365 for more efficient project reporting:

1. Capture Project Status Reports in a few minutes

BrightWork project sites have a “Status” tab where the project manager can capture what is happening. This is not a status report but a place for the PM to log the current status.

It is not a snapshot, as it will change regularly, but the info here will become part of the status report once the PM creates one. once the PM chooses to create one.

The Status Reports tab is where you can capture a snapshot of the project status at a point in time. It will bring in all the info from the “Status” tab, but you have the ability to add comments.

2. Track the project schedule with Gantt

3. Get High-Level Visibility into Programs and Portfolios

BrightWork 365 enables a hierarchy for your project management – with Portfolios being the highest level. For example, a portfolio may house all the projects in a company.

4. Surface Risks and Issues across all projects

One of the most critical elements for senior executives and project stakeholders is being aware of the project risks, especially understanding any issues that arise quickly.

5. Leverage Visual and Interactive Reports

The type and format of a report often depends on the audience. For example, senior executives often want the high-level details of a project. That’s where BrightWork 365 Power BI Dashboards come in.

Spend less time on your project reports with BrightWork 365

Streamline your project reporting process with BrightWork 365, a tool to centralize and automate your project data. Whether you prefer real-time dashboards or scheduled email reports, BrightWork 365 adapts to your needs, eliminating the tedious aspects of project reporting. Consider the following:

• Centralization : BrightWork 365 consolidates all project information into a single platform, making it easier to manage and report.
• Real-Time Reporting : As data is updated, reports are generated in real-time, ensuring you always have the most current information.
• Flexible Access : Reports can be accessed through various methods, including logging in to view customizable dashboards or receiving scheduled email summaries.
• Efficiency : The tool automates the reporting process, freeing time and reducing manual effort.

Conclusion: The Future of Project Reporting

Project reporting has undergone a significant transformation, thanks partly to technological advancements like Microsoft 365 and BrightWork 365 . As we’ve discussed, it’s not just about tracking tasks and milestones anymore. 

Today’s project reports are data-rich, AI-enhanced documents that offer predictive analytics and actionable insights. They also cater to the unique challenges and KPIs relevant to remote teams.

As we look to the future, we can expect even more advancements in project reporting technology. However, the core principles of clear objectives, a deep understanding of your audience, and a well-structured format will remain constant. 

By adhering to the steps outlined in this guide, you’ll be well-equipped to adapt to new tools and technologies, ensuring that your project reports remain valuable for decision-making and strategic planning.

Editor’s Note: This post was originally published in September 2016 and has been updated for freshness, accuracy, and comprehensiveness

Image credit 

Shubhangi Pandey

BrightWork Content Marketer

Shubhangi is a product marketing enthusiast, who enjoys testing and sharing the BrightWork 365 project portfolio management solution capabilities with Microsoft 365 users. You can see her take on the experience of the template-driven BrightWork 365 solution, its unique project management success approach, and other personalized services across the site and social channels. Beyond BrightWork, Shubhangi loves to hunt for the newest Chai Latte-serving café, where she can read and write for hours.

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How to Write a Business Report: A Step By Step Guide with Examples

Table of contents

Enjoy reading this blog post written by our experts or partners.

If you want to see what Databox can do for you, click here .

With so much experience under your belt, you already know a lot about business reporting.

So, we don’t want to waste your time pointing out the obvious because we know what you need.

Secrets. Tricks. Best practices.sales rep drilldown business report

The answer to how to write a mind-blowing business report that you don’t need to spend hours and days writing.

A business report that will immediately allow you to identify your strengths and weaknesses.

A report that’ll help you learn more about your business and do more accurate forecasting and planning for the future.

We believe we have just that right here.

With this comprehensive guide, you’ll create effective sales, analytical, and informative business reports (and business dashboards ) that will help you improve your strategies, achieve your goals, and grow your business.

So, let’s dive in.

What Is a Business Report?

Importance of creating business reports, types of business reports, what should be included in a business report, how to write a business report: an 11-step guide.

• Business Report Examples

Although there’s a variety of business reports that differ in many aspects, in short, a business report definition would be the following:

A business report is an informative document that contains important data such as facts, analyses, research findings, and statistics about a business with the goal to make this information accessible to people within a company.

Their main purpose is to facilitate the decision-making process related to the future of the business, as well as to maintain effective communication between people who create the reports and those they report to.

A good business report is concise and well-organized, looks professional, and displays the relevant data you can act on. The point is to reflect upon what you’ve achieved so far (typically, over the past month, quarter or year) and to use the data to create a new strategy or adjust the current one to reach even more business goals.

Business reports should be objective and based on the data. When stating the facts, people rely on numbers rather than giving descriptions. For instance, instead of saying “our conversion rate skyrocketed”, you would display the exact percentages that back up that claim.

Business reporting matters for several reasons, among which the most important ones are:

Recognizing Opportunities to Grow

Detecting issues and solving them quickly, evaluating a potential partner, having a paper trail, keeping things transparent for the stakeholders, setting new company goals.

In fact, over half of the companies that contributed to Databox’s state of business reporting research confirmed that regular monitoring and reporting brought them significant concrete benefits.

If you never look back at what you’ve achieved, you can’t figure out what you’ve done well and what you can leverage in the future for even better results.

When you analyze a specific aspect of your business over a specific time period and present the data you gathered in a report, you can detect an opportunity to grow more easily because you have all the information in one place and organized neatly.

Is it time to introduce new products or services? Is there a way to enhance your marketing strategy? Prepare a report. Can you optimize your finances? Write a financial business report . Whatever decision you need to make, it’s easier when you base it on a report.

Reports are essential for crisis management because they can introduce a sense of calmness into your team. Putting everything on paper makes it easier to encompass all the relevant information and when you know all the facts, you can make a more accurate and effective decision about what to do next.

Writing business reports regularly will also help you identify potential issues or risks and act timely to prevent damage and stop it from escalating. That’s why monthly reporting is better than doing it only once a year.

Having an insight into your finances , operations and other business aspects more regularly allows you to have better control over them and mitigate potential risks more effectively.

Different types of business reports may be accessible to the general public. And if they’re not, specific situations may require a company to send them over to the person requesting them. That may happen if you’re considering a partnership with another company. Before making the final decision, you should learn about their financial health as every partnership poses a certain risk for your finances and/or reputation. Will this decision be profitable?

Having an insight into a company’s business report helps you establish vital business relationships. And it goes the other way around – any potential partner can request that you pull a business report for them to see, so writing business reports can help you prove you’re a suitable business partner.

In business, and especially in large companies, it’s easy to misplace information when it’s communicated verbally. Having a written report about any aspect of your business doesn’t only prevent you from losing important data, but it also helps you keep records so you can return to them at any given moment and use them in the future.

That’s why it’s always good to have a paper trail of anything important you want to share with colleagues, managers, clients, or investors. Nowadays, of course, it doesn’t have to literally be a paper trail, since we keep the data in electronic form.

Writing business reports helps you keep things transparent for the stakeholders, which is the foundation of efficient communication between these two sides.

You typically need to report to different people – sometimes they’re your managers, sometimes they’re a client. But your company’s stakeholders will also require an insight into the performance of your business, and relying on reports will help you maintain favorable business relationships. A business report shows you clearly how your company is performing and there isn’t room for manipulation.

Once you set business goals and the KPIs that help you track your progress towards them, you should remember they’re not set in stone. From time to time, you’ll need to revisit your goals and critical metrics and determine whether they’re still relevant.

When you write a business report and go through it with your team members or managers, you have a chance to do just that and determine if you’re efficient in reaching your goals. Sometimes, new insights will come up while writing these reports and help you identify new objectives that may have emerged.

Depending on your goals and needs, you’ll be writing different types of business reports. Here are five basic types of business reports .

Informational Report

Analytical report, research report, explanatory report, progress report.

Informational reports provide you with strictly objective data without getting into the details, such as explaining why something happened or what the result may be – just pure facts.

An example of this type of business report is a statement where you describe a department within your company: the report contains the list of people working in this department, what their titles are, and what they’re responsible for.

Another example related to a company’s website could look like this Google Analytics website traffic engagement report . As we explained above, this report shows objective data without getting too much into the details, so in this case, just the most important website engagement metrics such as average session duration, bounce rate, sessions, sessions by channel, and so on. Overall, you can use this report to monitor your website traffic, see which keywords are most successful, or how many returning users you have, but without further, in-depth analysis.

Analytical reports help you understand the data you’ve collected and plan for the future based on these insights. You can’t make business decisions based on facts only, so analytical reports are crucial for the decision-making process.

This type of business report is commonly used for sales forecasting. For instance, if you write a report where you identify a drop or an increase in sales, you’ll want to find out why it happened. This HubSpot’s sales analytics report is a good example of what metrics should be included in such a report, like average revenue per new client or average time to close the deal. You can find more web analytics dashboard examples here.

From these business reports, you can find out if you will reach your goals by implementing your current strategy or if you need to make adjustments.

Research is critical when you’re about to introduce a change to your business. Whether it’s a new strategy or a new partner, you need an extensive report to have an overview of all important details. These reports usually analyze new target markets and competition, and contain a lot of statistical data.

While not the same, here is an example of an ecommerce dashboard that could help track each part of a campaign in detail, no matter whether you are launching a new product, testing a new strategy, and similar. Similar to a research report, it contains key data on your audience (target market), shows your top-selling products, conversion rate and more. If you are an online store owner who is using paid ads, you can rely on this report to monitor key online sales stats in line with Facebook Ads and Google Analytics. See more ecommerce dashboards here.

As you might guess from its name, you write the explanatory report when it’s necessary for you to explain a specific situation or a project you’ve done to your team members. It’s important to write this report in a way that everyone will be able to understand.

Explanatory reports include elements like research results, reasons and goals of the research, facts, methodology, and more. While not exactly an explanatory report, this example of a HubSpot marketing drilldown report is the closest thing to it, as it helps marketers drill into an individual landing page performance, and identify how good their best landing pages are at converting, or which ones have the best performance.

A progress report is actually an update for your manager or client – it informs them about where you stand at the moment and how things are going. It’s like a checkpoint on your way towards your goal.

These reports may be the least demanding to write since you don’t need to do comprehensive research before submitting them. You just need to sum up your progress up to the point when the report was requested. This business report may include your current results, the strategy you’re implementing, the obstacles you’ve come across, etc. If this is a marketing progress report you can use marketing report templates to provide a more comprehensive overview.

In many companies, progress reports are done on a weekly or even daily basis. Here is an example of a daily sales report from Databox. HubSpot users can rely on this sales rep drilldown business report to see how individual each sales rep is performing and measure performance against goals. Browse through all our KPI dashboards here.

What does a great business report look like? If you’re not sure what sections your report should have, you’ll learn what to include in the following lines.

Business Report Formatting

Different types of reports require different lengths and structures, so your business report format may depend on what elements your report needs to have. For example, progress reports are typically pretty simple, while analytical or explanatory reports are a different story.

However, most reports will start with a title and a table of contents, so the person reading the report knows what to expect. Then, add a summary and move on to the introduction. After you’ve written the body and the conclusion, don’t forget to include suggestions based on your findings that will help your team create an actionable plan as you move forward.

After that, list the references you used while creating the report, and attach any additional documents or images that can help the person reading the report understand it better.

This outline may vary depending on what kind of report you’re writing. Short business reports may not need a table of contents, and informative reports won’t contain any analyses. Also, less formal reports don’t need to follow a strict structure in every situation.

Business Report Contents

When it comes to the contents of your report, keep in mind the person who’s going to read it and try to balance between including all the relevant information, but not overwhelming the reader with too many details.

• The introduction to the report should state the reason why you’re writing it, and what its main goal is. Also, mention what methodology and reporting software you’ve used, if applicable.
• The body of the report is where you’ll expose all your key findings, explain your methodology, share the important data and statistics, and present your results and conclusion.
• The conclusion , similarly to the summary you’ll add at the beginning of the report, briefly singles out the most important points and findings of the report.

If you decide to include more sections like recommendations, this is where you’ll suggest the next steps your team or the company may want to take to improve the results or take advantage of them if they’re favorable.

PRO TIP: Are You Tracking the Right Metrics for Your SaaS Company?

As a SaaS business leader, there’s no shortage of metrics you could be monitoring, but the real question is, which metrics should you be paying most attention to? To monitor the health of your SaaS business, you want to identify any obstacles to growth and determine which elements of your growth strategy require improvements. To do that, you can track the following key metrics in a convenient dashboard with data from Profitwell:

• Recurring Revenue. See the portion of your company’s revenue that is expected to grow month-over-month.
• MRR overview. View the different contributions to and losses from MRR from different kinds of customer engagements.
• Customer overview . View the total number of clients your company has at any given point in time and the gains and losses from different customer transactions.
• Growth Overview . Summarize all of the different kinds of customer transactions and their impact on revenue growth.
• Churn overview. Measure the number and percentage of customers or subscribers you lost during a given time period.

If you want to track these in ProfitWell, you can do it easily by building a plug-and-play dashboard that takes your customer data from ProfitWell and automatically visualizes the right metrics to allow you to monitor your SaaS revenue performance at a glance.

You can easily set it up in just a few clicks – no coding required.

To set up the dashboard, follow these 3 simple steps:

Step 1: Get the template 

Step 2: Connect your Profitwell account with Databox. 

Step 3: Watch your dashboard populate in seconds.

Note : Other than text, make sure you include images, graphs, charts, and tables. These elements will make your report more readable and illustrate your points.

Whether you’re writing a specific type of business report for the first time or you simply want to improve the quality of your reports, make sure you follow this comprehensive guide to writing an effective business report.

• Do Your Research
• Create an Outline
• Determine Formatting Guidelines
• Think of an Engaging Title
• Write the Introduction
• Divide the Body of the Report into Sections
• Choose Illustrations
• Conclude Effectively
• Gather Additional Documentation
• Add a Summary
• Proofread Your Work

Step 1: Do Your Research

A well-planned report is a job half done. That means you need to do research before you start writing: you need to know who you’re writing for and how much they know about the topic of your report. You need to explore the best business dashboard software and templates you can use for your report.

Also, if you believe you will need additional resources and documents to add in the appendix, you should do it during this phase of report writing.

Step 2: Create an Outline

Once you’ve gathered the resources, it’s time to plan the report. Before you start writing, create an outline that will help you stick to the right structure. A business report is complex writing in which you can get lost very easily if you don’t have a clear plan.

Moreover, the report shouldn’t be complicated to read, so sticking to a plan will allow you to keep it concise and clear, without straying from the topic.

Step 3: Determine Formatting Guidelines

Most companies have their in-house formatting that every official document has to follow. If you’re not sure if such rules exist in your company, it’s time you checked with your managers.

If there arent’ any guidelines regarding formatting, make sure you set your own rules to make the report look professional. Choose a simple and readable format and make sure it supports all the symbols you may need to use in the report. Set up proper headings, spacing, and all the other elements you may need in Word or Google Docs.

Pro tip: Google Docs may be easier to share with people who are supposed to read your business report.

Step 4: Think of an Engaging Title

Even if you’re writing a formal business report, the title should be clear and engaging. Reports are typically considered dull as they’re a part of official business documentation, but there’s no reason why you can’t make them interesting to read. Your title should suit the report topic and be in different font size so the reader can recognize it’s a title. Underneath the title, you should add the name of the author of the report.

Step 5: Write the Introduction

A good introductory paragraph for a business report should explain to the reader why you’ve written the report. Use the introduction to provide a bit of background on the report’s topic and mention the past results if there’s been a significant improvement since your last report.

Step 6: Divide the Body of the Report into Sections

As this will be the most comprehensive part of your report, make sure you separate the data into logical sections. Your report is supposed to tell a story about your business, and these sections (such as methodology, hypothesis, survey, findings, and more) will help the data look well-organized and easy to read.

Step 7: Choose Illustrations

Of course, each of these sections should be followed with charts, graphs, tables, or other illustrations that help you make a point. Survey results are typically best displayed in pie charts and graphs, and these enable the reader to visualize the data better. From the formatting point of view, breaking the long text sections with illustrations makes the report more readable.

Pro tip: Using centralized dashboard solutions like Databox can bring your reporting game to the next level. Sign up for a forever-free trial now to see how you can use Databox to track and visualize performance easier than ever before .

Step 8: Conclude Effectively

Finish your report with a to-the-point conclusion that will highlight all the main data from the report. Make sure it’s not too long, as it’s supposed to be a summary of the body of the report. In case you don’t want to add a specific section for recommendations, this is where you can include them, along with your assessments.

Step 9: Gather Additional Documentation

If you’ve determined what additional documents, images, surveys, or other attachments you may need for your report, now is the time to collect them. Request access to those you may not be able to get on time, so you have everything you need by the deadline. Copy the documents you can use in the original form, and scan the documents you need in electronic format.

Step 10: Add a Summary

The summary is usually at the top of the report, but it’s actually something you should write after your report is completed. Only then will you know exactly what your most relevant information and findings are, so you can include them in this brief paragraph that summarizes your report’s main points.

The summary should tell the reader about the objective of the report, the methodology used, and even mention some of the key findings and conclusions.

Step 11: Proofread Your Work

It may seem like common sense, but this final step of the process is often overlooked. Proofreading your work is how you make sure your report will look professional because errors can ruin the overall impression the reader will form about your work, no matter how great the report is.

Look for any spelling or grammatical mistakes you can fix, and if you’re not sure about specific expressions or terminology, use Google to double-check it. Make sure your writing is to-the-point and clear, especially if you’re writing for people who may not know the industry so well. Also, double-check the facts and numbers you’ve included in the report before you send it out or start your reporting meeting.

Business Report Examples (with Ready-to-Use Templates)

Here, we’re sharing a few business reporting examples that you can copy, along with ready-to-use and free-to-download templates. If you don’t know where to start and what to include in different types of business reports, these business report examples are a great way to get started or at least get some inspiration to create yours.

Activity Report Example

Annual report example, project status report example, financial report example, sales report example, marketing report example.

Note : Each of the business report templates shared below can be customized to fit your individual needs with our DIY Dashboard Designer . No coding or design skills are necessary.

For reporting on sales activity, HubSpot users can rely this streamlined sales activity report that includes key sales metrics, such as calls, meetings, or emails logged by owner. This way, you can easily track the number of calls, meetings, and emails for each sales rep and identify potential leaks in your sales funnel. Check all our sales team activity dashboards here. Or if you are looking for dashboards that track general sales performance, browse through all Databox sales dashboards here.

If you’re preparing for annual reporting, you will benefit from choosing this HubSpot annual performance report . It contains all the relevant metrics, such as email and landing page performance, new contacts, top blog posts by page views, and more. See all our performance dashboard templates here.

Project status reports can be very similar to progress reports. If you’re in need of one of those, here’s an example of a Project overview dashboard from Harvest that shows that can help you create simple, but well-organized report based on metrics that matter: hours tracked, billable hours, billable amount split by team members., and more. Check out more project management dashboard templates we offer here.

Are you creating a financial report? You will find this QuickBooks + HubSpot integration a great choice for a financial performance dashboard that makes creating a report simple. This dashboard focuses on the essential financial report

ting metrics and answers all your revenue-related questions. See all Databox financial dashboards here.

If you’re tracking your sales team’s monthly performance, this sales report template will help you prepare an outstanding report. Check out all the vital productivity KPIs, track your progress towards your goals, and understand well how your current sales pipeline is performing. See all sales performance dashboards we have available here.

Marketing reports can be easily prepared by using this monthly marketing report template . With HubSpot’s reporting, you can determine where your website traffic is coming from, how your landing pages and specific blog posts are performing, and how successful your email campaigns are. Browse all Databox marketing dashboards or marketing report examples here.

Create a Professional Business Report in No Time with Databox

Does creating a business report still sound like a daunting task? It doesn’t have to be with Databox.

In times when we’re all trying to save our time and energy for things that matter rather than scattering valuable resources on tedious, repetitive tasks, it’s critical to optimize your business process. And we want to help you do just that.

Using a business reporting dashboard enables you to track data from all the different tools you’re using – but in one place. With Databox, you can monitor and report on performance in a single dashboard that is optimized for all your favorite devices and you can create streamlined and beautiful dashboards even if you are not that tech-savvy. (no coding or design skills are required).

Automating business reporting has never been easier. And with Databox, you can do exactly that in just a few clicks. Sign up now and get your first 3 business dashboards for free.

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How to create a weekly report (with templates & examples)

When you’re managing a team of people or even an entire business, it can be hard to keep track of everything. You have multiple individuals taking care of different tasks, each at their own pace.

How can you make sure everyone is keeping up and moving in the right direction? A weekly report is the answer. When done right, a weekly report improves transparency and communication, and shows a broad snapshot of an individual’s activities — past, present, and future. It can also help measure employee performance, address roadblocks, and improve workflows. This makes it a valuable tool for team leaders and employees.

Keep reading to learn about the value of weekly reports and what they typically include.

Summary/Overview

What is a weekly report.

A weekly report is a document that gives an overview of the work an employee has completed in a given week. It provides a progress update on ongoing work and details the work planned for the following week.

A typical weekly report is a one-page document that outlines completed, ongoing, and future weekly tasks. Whereas an annual report details a comprehensive long-term summary of an organization’s activities and achievements, a weekly report focuses on short-term activities, progress, and challenges that revolve around immediate tasks and goals.

What is the purpose of a weekly report?

Managers can use weekly reports to get an overview of each employee’s activities and understand what the individual is doing with their time each day.

From a big picture perspective, managers, project managers and team leaders can use reports to assess an employee’s performance.

Team members can also benefit from the reporting process, which is an easy way to demonstrate their productivity to leadership. A record of weekly reports can help an employee make a case for advancement, for example, by highlighting strong key performance indicators (KPIs) and outstanding deliverables.

Weekly activity reports also benefit managers and employees more generally by:

• Improving communication. A weekly update promotes a regular information exchange between the employee and the employer. For example, say an employee is experiencing an issue that keeps them from progressing on a project — like a supplier ghosting them. They can communicate this to their manager quickly through their weekly report.
• Enhancing transparency. Regular communication eliminates confusion. Both the employer and employee know what the employee is doing and how they’re progressing; all stakeholders are in the know. Taking the above example, consider an employee who’s stuck in a project because of a supplier delay. By flagging this exact issue to their manager in their report, the employee eliminates any confusion (or worse, frustration) as to why a project isn’t moving forward.
• Simplifying decisions. Better information sharing can lead to smarter decision making. Continuing the above example, once the manager knows the employee’s problem (in this case, a supplier issue), they can make an informed decision about what to do about it. The manager may sign off on switching suppliers, for instance. The employee can continue their work, the project progresses, and the manager is satisfied.

What’s included in a weekly report?

The word “report” might make you worried about creating Excel or Google Sheet tables with complex charts and graphs. Don’t worry — making a weekly report is simple. You just have to fill in three sections: past, present, and future.

Past: projects completed

This section details what projects have been completed in the past week. It’s basically the employee’s chance to say, “Here’s what I’ve been up to.”

Here, you’ll find a summary of individual or team achievements set against any preset weekly goals, alongside a progress update. It's considered best practice to clearly differentiate between projects so any progress or issues inherent to each project can be discussed in their own space. If relevant, key performance indicators (KPIs) should be highlighted here.

Present: what’s currently in progress

It’s important to note which projects are still in progress and provide a status update about what state they’re in and what needs to be done to finish the project. This area can provide an opportunity for teammates to communicate whether or not they need help with anything in particular.

There should be a list of current goals for the week and any objectives associated with them. Additionally, any issues or challenges should be identified with proposed solutions. If there are any team updates — like a significant contribution by a particular team member — they can be found here.

Future: upcoming projects

Finally, it’s crucial to plan for the coming weeks and highlight any unfinished business. This area also provides a chance to flag new projects that will start next week.

Typically, this is where you can find a list of tasks and goals for the next week. Prioritized items should be highlighted, and long-term initiatives with timelines longer than a week can be included here too.

How to write a weekly report in 5 steps

Writing a good weekly report involves the following steps:

• Start with a clear summary. Begin your report with a brief overview of the main accomplishments, challenges, and upcoming priorities for the week. This sets the context for the rest of the report.
• Highlight key accomplishments. List the significant achievements, milestones, or completed tasks during the week. Focus on outcomes that align with the team or organization's goals and objectives.
• Address challenges and solutions. Briefly mention any notable challenges encountered and the corresponding solutions or strategies implemented to overcome them. This demonstrates problem-solving skills and resilience.
• Outline upcoming priorities. Identify the main priorities and tasks for the upcoming week. This helps provide clarity on the team's focus and objectives and ensures alignment with organizational goals.
• Keep it concise and organized. Use bullet points or numbered lists to present information in a clear and concise manner. Headings and subheadings should be utilized to separate different sections of the report.

Weekly report templates

As you now know, a weekly report is pretty straightforward. That said, there are a few types of weekly business reports . Here’s a roundup of some common report styles.

1. Basic weekly report template

A basic weekly report provides a daily update of the week’s progress, Monday through Friday. There’s a slot for updates for each day of the week. You can simply add bullet points for each one.

This style of report provides a snapshot of the week without going into project-specific tasks and additional details. This might be enough if the week’s work isn’t project-heavy, but instead focuses on the same core tasks.

For example, say you have a team of social media managers responsible for promoting different brands. You might highlight the ongoing social media promotions they’ve been doing throughout the week, from collaborating with influencers to making content .

Here’s a basic weekly report template to get you started:

Week: [Insert week of reporting]

Summary: Provide a brief overview of the work and achievements during the week, highlighting key accomplishments and progress made towards goals or projects.

Tasks completed: List the tasks and projects completed during the week, along with any relevant details or milestones achieved.

Challenges and solutions: Outline any challenges or obstacles encountered and include a brief description of the solutions implemented to overcome them.

Upcoming priorities: Identify the main priorities and tasks that will be focused on in the upcoming week, providing a clear direction for their work.

Additional notes: Include any additional notes, feedback, or comments relevant to the week’s performance or any upcoming events or deadlines.

2. Weekly status report template

Knowing your employees’ status is a crucial part of successful project management. A weekly project status report is designed to provide updates about one specific project. It includes separate sections for each day of the week, but it’s more detailed, including:

• Subheadings to note which tasks have been completed
• What the results are for each project
• What’s next in terms of progress (or challenges blocking intended progress)

If the job is largely project-based, a weekly progress report could be right for your team. For example, if you manage a graphic designer, they can make one report for every project they’re working on, detailing progress and setbacks (like a client asking for additional edits to an otherwise finished graphic). They can provide one report per project.

You can work from this project status weekly report template:

Summary: Provide a summary of the project's overall progress during the week, highlighting key accomplishments, milestones reached, and any notable challenges faced

Tasks completed: List the specific tasks completed during the week, including any relevant details or deliverables achieved.

Key Milestones: Highlight any significant milestones or goals reached during the week, demonstrating progress towards project completion or specific project objectives.

Challenges and solutions: Identify any challenges or obstacles encountered during the week and briefly describe the solutions or mitigations implemented to address them. This section should include any lessons learned or recommendations for improvement.

Upcoming priorities: Outline the main priorities and tasks that need to be addressed in the upcoming week, providing a clear focus and direction for the employee's work within the project.

Additional notes: Include any additional notes, updates, or comments that are relevant to the project's status, including upcoming deadlines, meetings, or significant changes to the project plan.

3. Social media weekly report template

A social media weekly report summarizes key metrics, activities, and outcomes related to a company or an individual's weekly marketing activities on social platforms. It gives a performance overview, including KPIs like engagement, reach, and follower growth.

The report may also include insights into trends, audience demographics, and competitive analysis. It helps track progress, inform strategy, and evaluate the effectiveness of social media efforts.

Here’s an example template that a marketing team can use to make a social media weekly report:

Summary: Provide a summary of the overall performance and key highlights of the social media channels during the week, including notable achievements or trends.

Metrics overview: Include a concise overview of the key metrics for the week, such as follower growth, engagement rate, reach, impressions, and any other relevant metrics specific to the social media channels being reported on.

Content performance: Highlight the top performing content pieces or campaigns during the week, including the highest engagement posts, most shared content, or any notable trends. Briefly analyze the factors contributing to their success.

Competitive analysis: Provide a brief analysis of the competitors' social media performance, highlighting any significant trends or insights that can be drawn from their activities. Identify areas where the company's social media presence stands out or opportunities for improvement.

Actionable insights: Offer actionable insights based on the performance data and analysis provided. Identify areas of strength and opportunities for growth, suggesting potential strategies or optimizations to enhance the social media presence and achieve goals.

4. Executive summary weekly report template

An executive summary weekly report is a concise overview of the most important information and key highlights from a broader weekly report. It provides a high-level summary of the main findings, accomplishments, challenges, and upcoming priorities.

The purpose is to give executives or stakeholders a quick snapshot of the overall progress and key insights without delving into all the detailed information contained in the full report.

This template can serve as a guide:

Summary: Summarize the main accomplishments, challenges, and upcoming priorities for the week, giving a high-level overview of the overall progress and key insights.

Accomplishments: Highlight the significant achievements and milestones reached during the week, focusing on the outcomes that contribute to the organization's goals and objectives.

Challenges and solutions: Outline any notable challenges faced and the corresponding solutions or strategies implemented to overcome them.

Upcoming priorities: Identify the main priorities and tasks for the upcoming week, providing a clear direction for the team's focus and objectives.

5. KPI weekly report template

A KPI weekly report is a concise summary of the key performance indicators relevant to a project, department, or organization. It provides an overview of the progress made towards achieving these KPIs during the week, highlighting any notable trends or insights.

The report may include an analysis of the data, actionable recommendations, and an action plan for the upcoming week to improve KPI performance. Its purpose is to track activity, drive decision-making, and ensure alignment with organizational goals.

Here’s a template you can use as a starting point:

KPIs: List the specific KPIs relevant to the project, department, or organization. Include metrics such as sales revenue, customer acquisition, website traffic, conversion rates, or any other measurable indicators.

KPI progress: Provide a concise update on the progress made towards each KPI during the week. Include both the current value and any changes compared to the previous week or set targets.

Analysis and insights: Offer a brief analysis of KPI-related performance, highlighting any notable trends, patterns, or factors influencing the results. Provide actionable insights or recommendations based on the analysis.

Action plan: Outline the action plan or initiatives that will be implemented to improve the KPIs further in the upcoming week. Identify specific steps, responsible team members, and expected outcomes.

6. Reflection-based weekly report template

A reflection guide encourages employees to take a more analytical look at their work and the challenges they face. Again, there’s a section for every weekday.

Instead of zeroing in on core tasks or project specifics, here the employee can reflect on each day’s successes and setbacks.

Use prompts written in simple language to get employees’ brains ticking, like:

• How well did I perform today?
• What did I do well today?
• How can I improve for tomorrow?
• What challenges am I experiencing?

These questions can offer a more meaningful dialogue between employer and employee.

A reflection-based report is valuable for all types of workers, whether their job is focused on repetitive core tasks or more project-based. This kind of report is also valuable in discussions regarding advancement and can help pinpoint problem areas that individuals need help with.

7. Infographic weekly report template

An infographic performance report focuses on numerical data. Instead of providing information using only writing, it gives an overview based on numbers and backed by visuals. It can highlight figures like X tasks completed, X% of time spent on this task, or X amount of budget spent.

An infographic-driven employee weekly status report can be especially useful for individuals who work with numbers. For example, a sales professional can boil down their week to metrics like the number of deals closed and the number of leads chased.

These data visualizations can make a weekly sales report more interesting.

Sample of a weekly report to a manager

Here’s what a weekly report written by an employee for their manager might look like:

Week: June 14 - June 18, 2023

Summary: Throughout this week, the team demonstrated exceptional performance and made significant progress towards our quarterly targets. We successfully launched the new website feature, resulting in a 15% increase in user engagement and positive feedback from customers. Despite experiencing some supply chain disruptions, we quickly implemented alternative sourcing strategies to ensure timely product delivery. Looking ahead, our main focus will be on expanding our social media presence and launching a customer loyalty program.

Accomplishments:

• Website feature launch: We successfully rolled out the new product recommendation feature on our website, driving a 15% increase in user engagement and a 10% boost in conversion rates. Customer feedback has been overwhelmingly positive, highlighting the enhanced user experience and improved product discovery.
• Supply chain resilience: Despite facing supply chain disruptions due to global shipping challenges, we swiftly collaborated with alternative suppliers and optimized logistics routes. As a result, we minimized delivery delays and maintained high customer satisfaction, with only a marginal impact on order fulfillment.
• Social media growth: Our social media presence witnessed substantial growth, with a 20% increase in followers across all platforms. Engagements and interactions also surged, indicating an expanded reach and improved brand visibility. We are actively engaging with our audience through compelling content and strategic collaborations to foster further growth.

Challenges and Solutions:

• Supply chain disruptions: Due to unforeseen shipping delays, we faced challenges in maintaining inventory levels. To address this, we worked closely with our suppliers to identify alternative transportation methods, expedite shipments, and adjust production schedules to mitigate the impact on product availability.
• Customer support capacity: With the increased customer engagement resulting from the website feature launch, our customer support team experienced higher call volumes and inquiries. To ensure timely and efficient support, we temporarily allocated additional resources, implemented self-service options, and provided comprehensive training to address customer concerns effectively.

Upcoming Priorities:

• Customer loyalty program: Our priority for the upcoming week is to finalize the development of our customer loyalty program, which aims to enhance customer retention and drive repeat purchases. We will focus on refining the program's structure, designing rewards, and planning the launch campaign.
• Social media campaigns: To sustain the momentum of our social media growth, we will develop engaging content, explore influencer partnerships, and implement targeted advertising campaigns. Our objective is to further expand our online presence, increase brand awareness, and drive traffic to our website.
• Sales performance analysis: We will conduct an in-depth analysis of our sales performance for the quarter, including revenue trends, customer segmentation, and product performance. This analysis will enable us to identify opportunities for improvement and develop actionable strategies to optimize sales and drive profitability.

Should you have any questions or require further information, please don't hesitate to reach out.

Start making standout weekly reports

The templates and examples we’ve covered here make it easy to make the perfect weekly report . Whatever you’re reporting on, you can modify these and tailor them to your needs. Add anything your managers, clients, or stakeholders might need to know about, and outline avenues of communication for resulting feedback, questions, or new information that should be included.

Want to make your weekly reports and employee record-keeping really stand out? Check out our guide on the top design tips for reports. You can also add design assets and tailor details like fonts and images with Adobe Express . We put thousands of design assets, templates, and royalty-free photos right at your fingertips.

Try Adobe Express today

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How to Write a Report

Last Updated: March 15, 2024 Fact Checked

This article was co-authored by Emily Listmann, MA and by wikiHow staff writer, Amy Bobinger . Emily Listmann is a private tutor in San Carlos, California. She has worked as a Social Studies Teacher, Curriculum Coordinator, and an SAT Prep Teacher. She received her MA in Education from the Stanford Graduate School of Education in 2014. There are 22 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 8,734,621 times.

When you’re assigned to write a report, it can seem like an intimidating process. Fortunately, if you pay close attention to the report prompt, choose a subject you like, and give yourself plenty of time to research your topic, you might actually find that it’s not so bad. After you gather your research and organize it into an outline, all that’s left is to write out your paragraphs and proofread your paper before you hand it in!

Easy Steps to Write a Report

• Choose an interesting topic and narrow it down to a specific idea.
• Take notes as you research your topic. Come up with a thesis, or main theme of your report, based on your research.
• Outline the main ideas you’ll cover in your report. Then, write the first draft.

Sample Reports

Selecting Your Topic

• The guidelines will also typically tell you the requirements for the structure and format of your report.
• If you have any questions about the assignment, speak up as soon as possible. That way, you don’t start working on the report, only to find out you have to start over because you misunderstood the report prompt.

• For instance, if your report is supposed to be on a historical figure, you might choose someone you find really interesting, like the first woman to be governor of a state in the U.S., or the man who invented Silly Putty.
• If your report is about information technology , you could gather information about the use of computers to store, retrieve, transmit, and manipulate data or information.
• Even if you don’t have the option to choose your topic, you can often find something in your research that you find interesting. If your assignment is to give a report on the historical events of the 1960s in America, for example, you could focus your report on the way popular music reflected the events that occurred during that time.

Tip: Always get approval from your teacher or boss on the topic you choose before you start working on the report!

• If you’re not sure what to write about at first, pick a larger topic, then narrow it down as you start researching.
• For instance, if you wanted to do your report on World Fairs, then you realize that there are way too many of them to talk about, you might choose one specific world fair, such as the Panama-Pacific International Exposition, to focus on.
• However, you wouldn’t necessarily want to narrow it down to something too specific, like “Food at the Panama-Pacific International Exposition,” since it could be hard to find sources on the subject without just listing a lot of recipes.

Researching the Report

• If you don’t have guidelines on how many sources to use, try to find 1-2 reputable sources for each page of the report.
• Sources can be divided into primary sources, like original written works, court records, and interviews, and secondary sources, like reference books and reviews.
• Databases, abstracts, and indexes are considered tertiary sources, and can be used to help you find primary and secondary sources for your report. [5] X Research source
• If you’re writing a business report , you may be given some supplementary materials, such as market research or sales reports, or you may need to compile this information yourself. [6] X Research source

• Librarians are an excellent resource when you're working on a report. They can help you find books, articles, and other credible sources.
• Often, a teacher will limit how many online sources you can use. If you find most of the information you need in the library, you can then use your online sources for details that you couldn’t find anywhere else.

Tip: Writing a report can take longer than you think! Don't put off your research until the last minute , or it will be obvious that you didn't put much effort into the assignment.

• Examples of authoritative online sources include government websites, articles written by known experts, and publications in peer-reviewed journals that have been published online.

• If you’re using a book as one of your sources, check the very back few pages. That’s often where an author will list the sources they used for their book.

• Remember to number each page of your notes, so you don’t get confused later about what information came from which source!
• Remember, you’ll need to cite any information that you use in your report; however, exactly how you do this will depend on the format that was assigned to you.

• For most reports, your thesis statement should not contain your own opinions. However, if you're writing a persuasive report, the thesis should contain an argument that you will have to prove in the body of the essay.
• An example of a straightforward report thesis (Thesis 1) would be: “The three main halls of the Panama-Pacific International Exposition were filled with modern creations of the day and were an excellent representation of the innovative spirit of the Progressive era.”
• A thesis for a persuasive report (Thesis 2) might say: “The Panama-Pacific International Exposition was intended as a celebration of the Progressive spirit, but actually harbored a deep racism and principle of white supremacy that most visitors chose to ignore or celebrate.”

• The purpose of an outline is to help you to visualize how your essay will look. You can create a straightforward list or make a concept map , depending on what makes the most sense to you.
• Try to organize the information from your notes so it flows together logically. For instance, it can be helpful to try to group together related items, like important events from a person’s childhood, education, and career, if you’re writing a biographical report.
• Example main ideas for Thesis 1: Exhibits at the Court of the Universe, Exhibits at the Court of the Four Seasons, Exhibits at the Court of Abundance.

Tip: It can help to create your outline on a computer in case you change your mind as you’re moving information around.

Writing the First Draft

• Try to follow any formatting instructions to the letter. If there aren't any, opt for something classic, like 12-point Times New Roman or Arial font, double-spaced lines, and 1 in (2.5 cm) margins all around.
• You'll usually need to include a bibliography at the end of the report that lists any sources you used. You may also need a title page , which should include the title of the report, your name, the date, and the person who requested the report.
• For some types of reports, you may also need to include a table of contents and an abstract or summary that briefly sums up what you’ve written. It’s typically easier to write these after you’ve finished your first draft. [14] X Research source

• Example Intro for Thesis 1: “The Panama-Pacific International Exposition (PPIE) of 1915 was intended to celebrate both the creation of the Panama Canal, and the technological advancements achieved at the turn of the century. The three main halls of the PPIE were filled with modern creations of the day and were an excellent representation of the innovative spirit of the Progressive era.”

• Typically, you should present the most important or compelling information first.
• Example topic sentence for Thesis 1: At the PPIE, the Court of the Universe was the heart of the exposition and represented the greatest achievements of man, as well as the meeting of the East and the West.

Tip: Assume that your reader knows little to nothing about the subject. Support your facts with plenty of details and include definitions if you use technical terms or jargon in the paper.

• Paraphrasing means restating the original author's ideas in your own words. On the other hand, a direct quote means using the exact words from the original source in quotation marks, with the author cited.
• For the topic sentence listed above about the Court of the Universe, the body paragraph should go on to list the different exhibits found at the exhibit, as well as proving how the Court represented the meeting of the East and West.
• Use your sources to support your topic, but don't plagiarize . Always restate the information in your own words. In most cases, you'll get in serious trouble if you just copy from your sources word-for-word. Also, be sure to cite each source as you use it, according to the formatting guidelines you were given. [18] X Research source

• Your commentary needs to be at least 1-2 sentences long. For a longer report, you may write more sentences for each piece of commentary.

• Avoid presenting any new information in the conclusion. You don’t want this to be a “Gotcha!” moment. Instead, it should be a strong summary of everything you’ve already told the reader.

Revising Your Report

• A good question to ask yourself is, “If I were someone reading this report for the first time, would I feel like I understood the topic after I finished reading?

Tip: If you have time before the deadline, set the report aside for a few days . Then, come back and read it again. This can help you catch errors you might otherwise have missed.

• Try reading the report to yourself out loud. Hearing the words can help you catch awkward language or run-on sentences you might not catch by reading it silently.

• This is a great trick to find spelling errors or grammatical mistakes that your eye would otherwise just scan over.

• Ask your helper questions like, “Do you understand what I am saying in my report?” “Is there anything you think I should take out or add?” And “Is there anything you would change?”

• If you have any questions about the assignment requirements, ask your instructor. It's important to know how they'll be grading your assignment.

Expert Q&A

You Might Also Like

• ↑ https://libguides.reading.ac.uk/reports/writing-up
• ↑ https://emory.libanswers.com/faq/44525
• ↑ https://opentextbc.ca/writingforsuccess/chapter/chapter-7-sources-choosing-the-right-ones/
• ↑ https://libguides.merrimack.edu/research_help/Sources
• ↑ https://www.wgtn.ac.nz/__data/assets/pdf_file/0010/1779625/VBS-Report-Writing-Guide-2017.pdf
• ↑ https://www.library.illinois.edu/hpnl/tutorials/primary-sources/
• ↑ https://libguides.scu.edu.au/harvard/secondary-sources
• ↑ https://learningcenter.unc.edu/tips-and-tools/taking-notes-while-reading/
• ↑ https://wts.indiana.edu/writing-guides/how-to-write-a-thesis-statement.html
• ↑ https://libguides.usc.edu/writingguide/outline
• ↑ https://ecampusontario.pressbooks.pub/engl250oer/chapter/10-4-table-of-contents/
• ↑ https://writingcenter.unc.edu/tips-and-tools/thesis-statements/
• ↑ https://www.yourdictionary.com/articles/report-writing-format
• ↑ https://www.monash.edu/rlo/assignment-samples/assignment-types/writing-an-essay/writing-body-paragraphs
• ↑ https://www.grammarly.com/blog/5-most-effective-methods-for-avoiding-plagiarism/
• ↑ https://wts.indiana.edu/writing-guides/using-evidence.html
• ↑ https://www.student.unsw.edu.au/writing-report
• ↑ https://writingcenter.unc.edu/tips-and-tools/revising-drafts/
• ↑ https://writing.wisc.edu/handbook/grammarpunct/proofreading/
• ↑ https://opentextbc.ca/writingforsuccess/chapter/chapter-12-peer-review-and-final-revisions/
• ↑ https://writingcenter.unc.edu/tips-and-tools/editing-and-proofreading/

About This Article

It can seem really hard to write a report, but it will be easier if you choose an original topic that you're passionate about. Once you've got your topic, do some research on it at the library and online, using reputable sources like encyclopedias, scholarly journals, and government websites. Use your research write a thesis statement that sums up the focus of your paper, then organize your notes into an outline that supports that thesis statement. Finally, expand that outline into paragraph form. Read on for tips from our Education co-author on how to format your report! Did this summary help you? Yes No

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How to Write Up an Employee Properly and Professionally

• Anna Verasai
• August 25, 2023

So, you’ve got to write up an employee. Sigh It’s never fun, but sometimes it’s necessary. But don’t worry, we’re here to help. In this ‘How to Write Up an Employee Guide,’ we’ll walk you through the process of writing a professional employee write-up, from start to finish. We’ll also provide you with ‘How To Write Up An Employee | Email Templates’ so you can see what it should look like. So, whether you’re a first-time manager or you’re just looking for a refresher, read on for everything you need to know about writing a professional employee write-up.

How do you write someone up without sounding like an angry Victorian ghost? First off, picture this: you’re not the Grim Reaper, just a guide on their journey to better workplace conduct. Ever seen a knight in shining armor? Well, think of yourself as the “scribe” in shining email threads. When diving into the uncharted waters of professional write-ups, there’s plenty of ‘How To Write Up An Employee – Template’ to the rescue – a bit like a treasure map, leading you to the X that marks the spot of improvement.

Imagine our templates below as the unsung hero, a trusty sidekick to your managerial escapades. A sprinkle of “How do you do, fellow employees?” followed by the nitty-gritty – what went south and how to climb back north. It’s like giving a lost sailor a compass. And remember, just like Shakespeare’s quill, your words have weight. So, no need to channel your inner Shakespeare, but keep it Shakespearean enough to show you mean business.

Now, here’s a twist: a sample write-up is like a historical reenactment. You’re not just telling them, you’re showing them – a bit like a medieval pageant, complete with costumes and drama. Instead of frowning upon their missteps, spin it like a cautionary tale. “Once upon a time, in a cubicle not-so-far away, a noble employee ventured into the land of tardiness…” You get the drift.

But beware the fine line between sarcasm and sincerity! It’s like balancing on a tightrope made of dental floss. No need to add a ‘Dear Diary’ vibe; keep the tone as crisp as a freshly ironed penguin suit. And remember, this isn’t a formal duel; it’s more of a fencing match – strategic, not brutal.

So, there you have it: a dash of template magic, a pinch of historical drama, and a sprinkle of wit to garnish your write-up endeavors. You’re not just documenting issues; you’re crafting a narrative that inspires change. And if it all feels a tad nostalgic – like listening to a mixtape from the past – that’s just the right amount of sentiment to infuse into your modern managerial masterpiece. Happy scribbling!

Understanding the Purpose and Benefits of Employee Write-Ups

Writing up an employee isn’t about dropping anvils of judgement; it’s about sculpting a path to progress. By documenting incidents, policy violations, and performance concerns, you establish a clear record of events, which can be used to help employees understand the impact of their actions and provide a basis for improvement. Moreover, employee write-ups also protect the organization by providing evidence in case of legal disputes, demonstrating that proper steps were taken to address and rectify any issues.

Key Elements to Include in an Employee Write-Up

When writing up an employee, it is essential to include key elements that provide a comprehensive overview of the situation. These elements typically include:

1. Incident Description: Clearly describe the incident or behavior that led to the write-up. Be objective and specific, avoiding any personal biases or assumptions.

2. Policy Violations: Identify the specific policies or rules that were violated. Clearly state the expectations and standards that the employee failed to meet.

3. Evidence: Provide any relevant evidence or documentation that supports your claims. This may include witness statements, emails, or any other tangible evidence that substantiates the write-up.

4. Prior Warnings: If the employee has received prior warnings or disciplinary actions, mention them in the write-up. This helps establish a pattern of behavior and demonstrates that the employee was given an opportunity to improve.

5. Consequences: Clearly outline the consequences or disciplinary actions that will be taken as a result of the write-up. Ensure that the consequences are fair, consistent, and aligned with your organization’s policies and procedures.

6. Improvement Plans: Offer suggestions or recommendations for improvement. This may include training programs, coaching sessions, or specific goals and targets that the employee should strive to achieve.

How To Write Up An Employee and Still Maintain Professionalism

Maintaining professionalism is crucial when writing up an employee. Professional is your co-pilot here helping you shape a culture of accountability and improvement. It is essential to approach the process with objectivity, fairness, and respect. Here are some tips to help you maintain professionalism:

1. Be Objective: Focus on the facts and evidence rather than personal opinions or emotions. Use neutral language and avoid making assumptions or generalizations.

2. Be Respectful: Treat the employee with respect and dignity throughout the process. Avoid using derogatory or offensive language and maintain a professional tone.

3. Be Consistent: Apply your organization’s policies and procedures consistently to ensure fairness. Treat all employees equally and avoid favoritism or bias.

4. Be Timely: Address issues promptly and in a timely manner. Delaying the write-up process can undermine its effectiveness and may lead to further complications.

5. Be Confidential: Maintain confidentiality throughout the process. Share the write-up only with those who have a legitimate need to know and ensure that the employee’s privacy is protected.

Step-by-Step Guide to Writing Up an Employee Effectively

Writing up an employee effectively requires a systematic approach. Follow these steps to ensure a thorough and well-documented write-up:

1. Gather Information: Collect all relevant information and evidence related to the incident or behavior that led to the write-up. This may include witness statements, emails, or any other documentation that supports your claims.

2. Review Policies and Procedures: Familiarize yourself with your organization’s policies and procedures. Identify the specific policies that were violated and understand the disciplinary actions that are appropriate in such cases.

3. Plan the Write-Up: Create an outline of the write-up, including the key elements mentioned earlier. Organize your thoughts and ensure that you cover all necessary points.

4. Use Clear and Concise Language: Write the write-up using clear and concise language. Avoid jargon or technical terms that may confuse the employee. Use bullet points or numbered lists for clarity if necessary.

5. Seek Feedback: Before finalizing the write-up, seek feedback from a trusted colleague or supervisor. This can help ensure that the write-up is fair, unbiased, and effectively communicates the intended message.

6. Document the Write-Up: Once finalized, document the write-up in the employee’s personnel file or any other designated location. Ensure that it is dated and signed by the appropriate parties.

Sample Employee Write-Up Template and Its Components

To assist you in writing up an employee effectively, here is a sample employee write-up template:

Subject: Employee Write-Up – Attendance Issue

Dear [Employee’s Name],

I hope this email finds you well. We need to address a concern regarding your attendance. On [Date], you were absent without prior notice, violating our attendance policy. Please refer to the attached write-up document outlining the incident, policy violation, and next steps for improvement. We value your commitment to the team and look forward to your prompt attention to this matter.

Best regards, [Your Name] [Your Title] [Company Name]

Subject: Employee Write-Up – Conduct Concern

Hello [Employee’s Name],

I trust you’re doing well. I’d like to discuss an incident involving inappropriate conduct that occurred on [Date]. Your behavior contradicted our company’s standards for respectful interactions, as outlined in our conduct policy. For detailed information, please see the attached employee write-up. We expect immediate adherence to our policies to foster a positive work environment.

Sincerely, [Your Name] [Your Title] [Company Name]

Subject: Employee Write-Up – Performance Issue

I hope this email finds you in good spirits. I’d like to discuss a matter related to your recent performance. On [Date], your work on the [Project Name] did not meet the expected quality standards. Please review the attached employee write-up, which outlines the issue, the performance gap, and the steps we can take together to address this. Your commitment to improvement is appreciated.

Subject: Employee Write-Up – Policy Violation

I trust you’re well. We need to address a violation of our company’s policy regarding [Policy Violation]. This incident occurred on [Date]. I’ve detailed the situation, policy breach, and corrective measures in the attached write-up. It’s important we work together to prevent such issues in the future and maintain a positive workplace.

Regards, [Your Name] [Your Title] [Company Name]

Subject: Employee Write-Up – Tardiness

I hope you’re having a good day. We must discuss your recent pattern of tardiness, which contravenes our attendance policy. On [Dates], you arrived late without valid reasons. Attached is an employee write-up outlining the concern and our expectations for punctuality. Your commitment to improving this aspect is vital.

Best wishes, [Your Name] [Your Title] [Company Name]

Subject: Employee Write-Up – Dress Code Violation

I trust this email finds you well. It’s come to our attention that your recent attire on [Date] violated our company’s dress code policy. We value professionalism and adherence to guidelines. Please review the attached employee write-up to understand the situation and how we can prevent this in the future.

Subject: Employee Write-Up – Insubordination

I hope this message finds you in good health. We need to address a recent incident of insubordination that occurred on [Date]. Your refusal to follow instructions contradicted our teamwork principles. The attached write-up provides a detailed account of the event and emphasizes the importance of cooperation. Let’s work together to avoid such situations going forward.

Warm regards, [Your Name] [Your Title] [Company Name]

Subject: Employee Write-Up – Performance Improvement Plan

I trust you’re doing well. We want to discuss your performance in detail. Attached is an employee write-up addressing areas where improvement is needed. We believe in your potential and have outlined a performance improvement plan to assist you. Please review the document and let’s collaborate for a positive change.

Subject: Employee Write-Up – Harassment Concern

I hope this email finds you safe. We must address a serious matter regarding a reported incident of harassment on [Date]. Our company strictly condemns such behavior. The attached employee write-up details the complaint and the steps we are taking to ensure a respectful workplace. Your cooperation is essential to rectify this situation.

Subject: Employee Write-Up – Safety Protocol Breach

I trust you’re well. We need to discuss a recent safety protocol breach on [Date]. Our commitment to safety is paramount, and deviations from protocols are concerning. Please review the attached employee write-up outlining the issue, its implications, and corrective actions. Let’s prioritize safety together.

Tips for Providing Constructive Feedback in Employee Write-Ups

When writing up an employee, it is important to provide constructive feedback that can help them understand the impact of their actions and facilitate improvement. Here are some tips for providing constructive feedback:

1. Be Specific: Clearly identify the behaviors or actions that need improvement. Avoid vague or general statements that may not resonate with the employee.

2. Focus on Behavior, Not Personality: Direct your feedback towards the employee’s behaviors and actions rather than their personal traits. This helps ensure that the feedback is fair and objective.

3. Offer Solutions: Instead of solely pointing out the problems, provide suggestions or recommendations for improvement. This can help the employee understand what steps they can take to address the issues.

4. Be Supportive: Maintain a supportive and encouraging tone throughout the write-up. Emphasize that the goal is to help the employee grow and succeed rather than to punish or criticize.

5. Set Clear Expectations: Clearly communicate the expectations and standards that the employee should strive to meet. This helps provide a clear path for improvement.

Common Mistakes to Avoid When Writing Up an Employee

While writing up an employee, it is crucial to avoid common mistakes that can undermine the effectiveness of the write-up. Here are some mistakes to avoid:

1. Emotional Language: Avoid using emotional language or personal attacks in the write-up. Stick to objective facts and maintain a professional tone.

2. Lack of Specificity: Be specific when describing the incident or behavior that led to the write-up. Vague or general statements can lead to misunderstandings or disputes.

3. Inconsistent Application of Policies: Apply your organization’s policies and procedures consistently. Inconsistency can be perceived as unfair treatment and may lead to legal complications.

4. Delayed Documentation: Document the write-up promptly and in a timely manner. Delaying the documentation can weaken its impact and may lead to disputes over timelines.

5. Lack of Follow-Up: A write-up should not be seen as the end of the process. Follow up with the employee to ensure that they understand the feedback and provide support for improvement.

The Significance of Proper Documentation and Communication in Employee Write-Ups

Writing up an employee properly and professionally is essential for maintaining a productive work environment. By documenting incidents, policy violations, and performance concerns, you establish a fair and consistent approach to managing employee behavior. Thorough and accurate documentation not only helps employees understand the impact of their actions but also provides a basis for improvement and potential legal protection. Remember to maintain professionalism throughout the process, seek feedback, and provide constructive feedback that facilitates growth and success. Utilize the provided resources and templates to assist you in writing up an employee effectively and ensure a balanced and legal approach.

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10 performance review tips to drastically move the needle

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What is a performance review?

What is involved in the performance review process, what should you include in an employee review, what are some effective phrases to include in an employee performance review, 10 tips for how to write a performance review, what is the future of performance management, performance reviews at work are evolving.

Performance reviews can motivate employees , boost employee engagement , and help meet organisational goals. But they only work when done effectively.

Many managers struggle with not knowing what to write or how to deliver their feedback in a constructive way .

Navigating a performance review is a challenge that requires sensitivity and preparation. Understanding the performance review process can help you conduct more effective performance reviews.

So let’s take a deep dive into a few areas around performance reviews: 

• What performance reviews are
• What to include in performance reviews
• Ten tips for effective performance reviews
• The future of performance management

An employee performance review is a process by which a manager gives an employee feedback on their work . The manager evaluates the employee's performance based on the expectations for their role. 

When done well, performance reviews can help employees understand: 

• What is expected of them
• What they’re doing well
• How they can improve
• How their work supports the company’s goals 

Managers can recognize high-performing employees and correct issues along the way. Performance reviews encourage growth and development and build employee engagement.

Performance reviews have evolved from annual reviews to an ongoing process. A manager and their direct report discuss their goals, performance, strengths, and weaknesses. 

This ongoing conversation helps the employee improve their performance and meet organisational goals .

A performance review may also be called a performance appraisal or evaluation. 

The performance review process is cyclical. It has three main phases:

• Goal setting
• Performance conversation

Let’s take a look at each stage in detail, as well as performance review examples of what each of these stages looks like.

1. Goal setting

In the first step of the appraisal process, an employee has an opportunity to discuss goals with their manager. This usually happens at the beginning of the year. This conversation sets expectations for the year and helps the employee know what they are striving to achieve. 

2. Follow-up

Throughout the year, the manager and employee can meet regularly to discuss the employee's performance. 

They can explore whether the employee has met their goals and where they might need to improve. 

In some companies, these meetings take place with regularity, such as quarterly or monthly. The manager documents their feedback in writing. 

In other organisations, these discussions are more informal and do not require written documentation.

3. Performance conversation

The final step of the performance review is a formal discussion of how the employee performed throughout the year. 

The manager provides written feedback to the employee, and together they discuss how the employee performed. From this review conversation, they set new goals for the following year. 

Let’s take a closer look at how to write a good employee evaluation.

Effective employee reviews generally cover three things: 

• The employee’s self-review
• An assessment of how well the employee met goals
• An evaluation of how they worked throughout the year

Let’s take a look at each in more detail.

1. Self-review

The employee’s self-evaluation helps the manager understand how the employee sees themselves. It also gives them an idea of what they are expecting to discuss. 

It gives the manager the information they need to set expectations and steer the conversation. You can consider using some performance review questions to help guide this evaluation. 

2. Assessment of progress on their goals

This part of the performance evaluation is the manager’s assessment of the employee's performance goals. 

Here, the manager describes how the employee performed well or how they did not meet expectations. 

Managers should always be specific and include examples. This will help the employee see specific instances related to their work. 

3. Evaluation of how they work

The performance review should include an evaluation of how the employee fulfilled their role.

These evaluations describe whether the employee worked in ways that support the company culture. It also helps the manager evaluate their core competencies.

The most useful feedback is clear, specific, and measurable. People managers should take care to offer feedback that is easy to interpret and actionable to address.

Effective performance reviews use clear and concise language. They describe how an employee’s performance compares to expectations. 

Reviews include key accomplishments and examples of both strengths and weaknesses . They should also include expectations and goals for the coming year. This will guide the employee’s performance.

Performance reviews should focus on observable and measurable performance. 

They include specific examples and next steps to take. In other words, employees should be clear about how they can make improvements. 

Managers should avoid vague statements or exaggerations. They should point out opportunities for learning and adjustment rather than focusing on failures.

Effective performance review phrases could include:

• Improved production by X% by… 
• Exceeded the original goal of X by X% through efforts to… 
• Created a program that delivered X results, which were beyond our goal of Y… 
• Continuously seeks to improve processes by… 
• Effectively communicates status updates on important projects to key stakeholders… 
• Has built strong working relationships with key partners, including… 
• Initiates and executes innovative ideas such as… 
• Makes a concerted effort to learn new skills and stay up-to-date on industry trends such as… 
• Has made considerable progress offering solutions to problems, including… 
• Goes above and beyond in their work. Examples include… 
• Could be even more effective if… 
• Can exceed goals next year by improving… 

These phrases are a start, and you can use them to create a performance review template. But they should be followed with relevant examples, numbers and data, and ideas for future improvement. 

According to research by Gallup, only 14% of employees agree that performance reviews motivate them to improve in their work. 

This is a challenge for managers, who need to find new and more effective ways to carry out performance reviews.

But you might be wondering how. Let’s take a look at 10 performance review tips to help you get started.

1. Set expectations and goals from the start

Managers should ensure employees are clear about what the company’s expectations are and what their goals are. Doing this from the outset makes the feedback process clearer. 

2. Gather relevant information

Managers should gather useful inputs, such as the employee’s self-review and goals, as well as helpful data and examples. 

This can include: 

• Notes from one-on-one 
• Feedback from other stakeholders
• Examples of recognition
• Relevant projects or other work products 

Documenting performance and gathering data throughout the year makes it easier to write reviews. 

3. Make the time

It can take time to write a thoughtful and helpful review. Managers should set the necessary time aside to ensure they have ample opportunity to be as thorough as possible. 

4. Keep the review objective

Managers should base their comments and feedback on observations and data and not opinions. 

5. Use a coaching mindset

It is important to approach the review as an opportunity to coach the employee. Offer feedback on strengths and key areas for improvement . Developing a mentor-mentee relationship with your employee can help make the performance review process more effective.

6. Use language carefully

Language matters. Managers should make sure their language is specific and measurement-oriented. They should use powerful action words. They should focus on the individual and avoid comparisons to others.

7. Include the positive

Performance reviews are an opportunity to reinforce great performance . Managers should take the time to capture what has gone well and how the employee has performed positively.

8. Share constructive criticism

At the same time, it’s important for managers to share constructive criticism in the review. 

Constructive criticism can provide employees with clarity on how they can improve in order to be even more effective. 

9. Avoid biases

When writing reviews, managers should take extra care to avoid key biases . 

• The halo effect (seeing everything an employee does as positive)
• The horn effect (seeing everything an employee does as negative)
• The just-like-me bias (rating someone positively because you perceive them as similar to the manager) 

10. Prepare for the discussion

Beyond writing a review, managers should take time to prepare for the discussion. 

• How will you share feedback?
• What questions will you ask the employee? 
• How will you structure the discussion? 

The performance review discussion is critical for clarifying expectations and shaping future performance. 

Performance reviews have a long history within organizations and will continue to evolve in the future. 

There are four main trends to watch as performance reviews evolve:

• Use of performance management software
• Future focus 
• Whether to do performance reviews at all

Let’s take a closer look at each trend.

1. Performance management software

Most organizations no longer rely on paper versions of reviews. Performance management software systems are now available to streamline the review process. 

Performance review software helps to: 

• Guide the process
• Support the manager in documenting helpful feedback 
• Encourage the manager and employee to follow all the steps in the process 

These tools encourage collaboration and transparency in the performance review process. In the future, more organisations will leverage this type of software for their performance reviews. 

2. Frequency

Many organisations are rethinking the frequency with which reviews take place. 

We have long known that frequent feedback is more effective and helps to guide employee performance. Ongoing conversations help ensure that employees understand what to do to improve before too much time has passed. 

The traditional model of annual feedback is too infrequent. Many organisations have moved to weekly, monthly, or quarterly reviews. 

But companies will need to balance employees’ need for feedback with ensuring they are not creating too much work for managers. 

3. Future focus

Many companies are considering making their performance review process more future-focused. This is in contrast to traditional reviews that focus on past performance.

In a survey at Deloitte, more than 58% of the executives said their performance review system didn’t deliver the intended results because it focused too much on past behaviour.

They found their traditional performance review process was no longer meeting their needs. Setting goals and receiving feedback annually didn’t give them the agility to meet emerging challenges.

So, Deloitte shifted the focus of their performance reviews to the future rather than the past.

They look at how the employee should plan to work and behaviours they expect to see. Many organisations are following this example by redesigning their performance review processes.

4. Whether or not to even have employee performance reviews

Employees like the predictability of knowing when they’ll receive feedback. However, performance reviews have come under fire in the last decade for many of the reasons covered here. 

That’s why some organisations have experimented with eliminating formal performance reviews altogether. They replace them with more informal conversations about performance. 

For some organisational cultures, the elimination of performance reviews has gone well. 

Managers have stepped up to offer more continual feedback , and they have foregone the formalities of the process.

Other companies have eliminated reviews but found that employees stopped receiving feedback. 

Managers need to continue to find ways to help employees understand what is expected of them. This requires ensuring they have feedback on how they’re performing.

This may take place as a traditional performance review process or as something completely different. 

Time will tell whether more organisations will eliminate performance reviews or simply find ways to make them more relevant.

The goal is for the performance review to be accurate, timely, and future-focused. Performance reviews can be the key to achieving operational excellence . 

Rather than spending too much time on the past, effective performance reviews focus on the employee's future actions.

The best managers set expectations, review priorities, give feedback, and provide guidance along the way. Whatever performance review process a company follows, managers need to be empowered and trained properly. 

The future of performance management promotes speed, agility, and constant learning. This is good for the employee and good for the company. 

If you need support adapting your performance review process, discover how BetterUp’s expert coaches can help you .

Bethany Klynn, PhD

Bethany Klynn, PhD is a BetterUp Fellow Coach and PhD in Industrial/Organizational Psychology. She has more than 20 years of experience in leadership development, coaching, team development, and shaping organizational cultures. Bethany has a passion for helping leaders become successful in finding those "aha moments." She loves helping individuals grow and discover how to best contribute, learn new skills, and achieve even better results. Bethany brings together the science of what happens at work and her 20 years of in-the-trenches executive experience of leading her own teams, coaching and developing leaders, and shaping organizational cultures. She's a voracious reader and loves swapping book recommendations — share some suggestions and she'll happily share some too!

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Free Quarterly Payroll Report Template

Are you tired of sorting through dozens of paper logs every quarter? If so, it’s time to incorporate a quarterly payroll report template into your accounting workflow. Our template can save you time, reduce the risk of errors, and help you keep your budget balanced.

Download this free quarterly payroll template and save time keeping your budget in shape.

How to use the quarterly payroll report template

Step 1: enter employee wage data.

Our template has clearly labeled tabs for everything. Once you’ve downloaded it, take a minute to read over each tab. Then, find the employees tab. Select it and enter information about your team members, including their names and salary or hourly rate. 

Step 2: Create pay periods and roles 

Next, input scheduling information, roles, and pay periods (i.e., weekly or biweekly). Double check your pay period dates and roles. Otherwise, your quarterly calculations could be off. 

Step 3: Crunch the numbers 

Now that you’ve entered all the information, our template can take it from there. It will calculate each person’s quarterly earnings and provide a company-wide total. If anyone worked overtime, make sure to adjust their earnings accordingly. 

Are you ready to ditch spreadsheets altogether? Check out When I Work, the full-service payroll solution designed to simplify wage reporting, hour tracking, and a wide range of other back-office tasks.

The disadvantages of traditional quarterly payroll reporting 

If you’ve been running quarterly reports the old-fashioned way, it can be easy to fall into the “If it ain’t broke, don’t fix it” mindset. That’s a bad move. Eventually, the manual approach to quarterly reporting is going to create some major headaches for your business. It probably already is. 

Running your quarterly payroll reports can be a hassle without a set template. Here’s why:

• Mistakes: Mistakes are more likely when typing in numbers by hand
• Omissions: Without clearly labeled sections, you might forget important details
• Wasted time: Putting together the report takes a lot of time 
• Disorganization: You must track down information from multiple locations
• Late filings: You might miss deadlines because it takes so long
• Poor visibility: It’s hard to see if things are getting better or worse over time

Without a template, you’ll have a hard time determining how much money to set aside for employee wages. This can lead to cash flow disruptions and other liquidity issues. 

Using a template resolves most of these challenges. You can standardize the way you track quarterly wages and get a better view of salary-related expenses. In turn, you can use this info to run your business more efficiently. 

The benefits of using a quarterly payroll report template

Switching to a template allows you to ditch the pen-and-paper approach to payroll reporting. This simple change can also help you get more organized. When it’s time for your next quarterly report, you won’t have to hunt down dozens of pages in your notebook. 

Here are a few other reasons to use a quarterly payroll report template:

• Accuracy: There’s less chance of making mistakes since you’re filling in predefined sections 
• Consistency: All necessary information will be included every time 
• Efficiency: You’ll save time and get back to other tasks sooner 
• Timeliness: You can meet deadlines more easily 
• Analysis: Having consistent data makes it simple to compare numbers from one quarter to the next 
• Decision-making: It helps with planning and budgeting for the future

Getting organized leads to improved visibility. In turn, better insights into your company help you lead the business toward new growth opportunities. You can keep costs in check and seize chances to build your brand. 

Discover full-service payroll software for automated quarterly reporting, single-click payroll, and more

A quarterly payroll report template is a free and convenient way to improve your wage tracking processes. However, it’s not the best way. If you want to simplify quarterly reporting, When I Work can help. 

With full-service payroll software , When I Work has everything you need to make quarterly payroll tracking hassle-free. Here are some of the top perks of our platform. 

No more manual spreadsheets to track

We’ve got nothing against spreadsheets. They are way better than taking notes on a piece of paper. The question is, are they the optimal way to perform quarterly payroll reporting? Absolutely not!

With When I Work, you can get rid of your payroll spreadsheets. Our platform tracks everything. It even integrates with popular apps like QuickBooks. 

When I Work also functions as employee scheduling software . That means you can ditch your other spreadsheets, too. From tracking hours to building schedules, you can do it all in one user-friendly app. 

Get single-click payroll

When I Work also replaces your time clock . Employees can download the app and use it to clock in to work. The software will automatically track their hours and keeps that data on the platform. 

That means you can run payroll with just one click. It really is that easy. 

In addition, the platform offers geofencing capabilities and team messaging tools . This feature encourages honesty when clocking in and ensures team members are on-site before they start logging hours. You can use the feature to clear up discrepancies, such as if someone forgets to clock in or out. 

Automated quarterly tax reporting

Keeping up with tax reporting is essential for avoiding fines and staying up-to-date with the IRS. Falling behind can result in an accounting nightmare. 

As full-service payroll software , When I Work does much more than just crunch the numbers. It also automates your quarterly tax reporting processes. Imagine all the time you’ll save!

Monitor your cash flow with cash and summary reports

When you’re using When I Work to manage your team, keeping an eye on your money flow gets easier, thanks to our cash and summary reports. These reports show you a picture of how your cash has been moving over time. You can use this information to make smart choices about scheduling and employee pay. 

The best part is that our reports are customizable. You can look at small details, such as overtime worked by an individual person last quarter. You can also examine big-picture data, such as total shifts worked in the previous three months.

When I Work doesn’t just help you look back. It also provides a glimpse into what’s next for your business. You can examine trends and plan for the unexpected.

For instance, let’s say you notice an uptick in overtime during Q4 of 2023. With our tool, you can determine how much your payroll expenses rose and what caused it. If needed, you can set aside extra funds to cover OT expenses during Q4 of 2024. You can also proactively reduce overtime costs by improving your scheduling practices. 

Try When I Work for free and experience the difference 

Our free quarterly payroll report template can make tracking payroll a whole lot easier. However, it’s just one step toward greater business efficiency. When I Work offers all the tools you need to be more nimble and prevent wage-related accounting errors. 

Check out When I Work and reimagine the way you manage your schedule, payroll, and your team’s time. You’ll be glad you did.

See what it looks like to run payroll in minutes, with just a click. Talk to a When I Work Payroll specialist today!

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Ebrahim Raisi death: What do we know about the Bell 212 helicopter?

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Brother of former Singapore PM ordered to pay $296,000 in defamation suit

The brother of former Singapore Prime Minister Lee Hsien Loong has been ordered by a court to pay S$400,000 ($296,000) to two government ministers in a defamation suit, according to a written judgment published on Friday.

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