7 Tips to Write a Client Report

Do you have a client report due?

Don't panic! This overview of writing a client report will equip you with the skills necessary to produce an excellent document.

Here are my seven best tips:

1. Be concise and get straight to the point. Clients don't want to wade through paragraphs of information, so get right into the meat of what you need to say.

2. Be clear and concise in your language. Use simple words that convey your message effectively, which will help clients absorb the information quickly.

3. Include a summary at the top of your report for each section of it. If a client is busy or distracted when they're reading it, this will help them find their feet.

4. Include references where appropriate to back up any claims you make. You don't have to do this for every sentence, but if you use a statistic, quote or fact from another source, reference it at the end of the paragraph, so your client knows where it came from.

5. Use language that your client is familiar with within their industry or field. It will help them relate to what you're trying to say and understand it more easily.

6. Include a conclusion at the end of your report that sums up your key points in a single paragraph or sentence so clients can take away from it whatever they need to know.

7. Include an appendix section at the end of your report so clients can explore any supporting information, statistics or context they need to understand it more fully.

So, that's how you write a client report! Following these steps will ensure your key messages are clear and concise for easy understanding. Happy writing! Feel free to save the report as a template to use over and over again.

Project Overview

These reports usually provide an overview of the rest of the report by summarizing key information, such as milestones, project metrics and recommendations for the client.

Milestones

Client reports often provide information about milestones you've reached since the last report, which can help clients measure your progress toward the project goals.

KPIs

These reports typically include information about key performance indicators (KPIs), which are measurable values to help evaluate the success of a project.

Conclusion

The report ends with a summary of what you've covered in each section, followed by any conclusions or recommendations for your client.

Appendix

The appendix section includes any references, supporting information or further details about the report.

Recommendations

This section is where you present your recommendations for your client to take away from the report. Depending on how much you want to say, it can be a list of one or two sentences.

Do & Don't

Now that we've gone through how to write a client report, here's some advice on what not to do:

Don't

use jargon or industry-specific language that your client won't understand.

Make claims without providing references to back up your work. It is what clients are paying you for, so make sure they know it's accurate!

Waste space with excessive formatting, color schemes or layout elements for the sake of it. It will just distract your client from the key messages of the report.

Use stock templates or templates you've used in previous reports. They may look quite boring to your client and won't get their attention.

Do

Write a report around 3-5 pages long if you want to keep things concise and brief enough for busy clients to read through. Limit each section to one or two paragraphs at most, so it doesn't drag on.

Include graphs, charts or statistics where appropriate to make your point quickly and visually, which helps clients understand it better.

Write familiar terms to the people within your client's industry or field to help them relate to what you're trying to say.

Use colours and formatting sparingly, so they don't overwhelm your report. Clients like clean documents that are easy to read, not overwhelming ones!

Start with a clear project overview or executive summary so clients can see what your report is about right away. This will also help them decide if they want to continue reading it.

Establish credibility by quoting figures from reputable sources, such as media outlets, research papers or industry experts.

Provide your report in a PDF, Word format or online. Your client will probably be most familiar with it if they can open up the document on their computer or device of choice.

Think about what you want to achieve by writing this report and what relevant information is for your client. Write only the content that matters to them.

Use real-life examples relevant to your client's industry or business area to make it relatable to what they're trying to achieve.

Format the document in a way that's easy for busy people to navigate, like by using headings and numbering (e.g., 1, 2, 3) so they can quickly skip to the section they're most interested in.

Conclusion

In conclusion, never underestimate how important your report is for your client's success. Follow these seven practical tips and ensure that you never send out another boring report again!