7 Ways a Report Writing Course Can Elevate Your Team’s Performance

Key takeaways: 

• Lead with the bottom line—get right to the point to save your reader time 

• Use clear, informative headings to help readers scan 

• Treat similar content consistently to speed up reading 

• Build flow with Given/New structure 

• Connect ideas with transitions to create flow 

• Use a clear, scannable structure to help readers navigate the whole report 

• Write in active, concrete language 

Are you bombarded with emails, reports, proposals, and presentations that you skim, misunderstand, or ignore altogether? It’s probably because they’re often rambling, poorly structured, and hard to follow. 

If you’ve ever worried that your writing isn’t getting the results you want, you’re not alone. Whether you're drafting an audit report, preparing a training manual, or writing a business case, clarity is key. That’s why we created our Report Writing Courses—to help professionals like you write with impact, precision, and confidence. 

In this post, I share seven proven techniques from our Report Writing Course that help you get to the point, organize your ideas, and make your writing easy to understand and act on. These tips are simple, practical, and immediately applicable—whether you're writing a one-page memo or a 50-page report. 

1. Start with a Clear Overview 

Think of your opening as an executive summary—even if your document is short. A strong overview sets the stage with a bit of context, gives the bottom line and provides a roadmap of what’s to come. It should answer the key questions your audience has right away: 

• What is this about? 

• What do you want? 

• Why should I care? 

• What do I need to do? 

In our Report Writing Course, we teach participants to front-load their documents with the bottom line—what the reader care about most. This helps readers make sense of the details that follow and increases the likelihood that your message will be read and remembered. 

Example: 
Instead of starting with background information, such as 
“Here is the recent feedback and performance metrics for Q1.” 

Begin with: 
"This report outlines three recommendations to improve client retention in Q1, based on recent feedback and performance metrics." 

2. Use Informative Headings 

Headings are more than just formatting—they’re cognitive signposts. They break up dense text, guide the reader’s eye, and make your content easier to scan and digest. In fact, most readers skim before they commit to reading in depth. 

Good headings should: 

• Reflect the content of the section 

• Use keywords your audience is searching for (like “Report Writing Course”!) 

• Help readers file and retrieve information later 

Tip for writing your headings from the course: 
Use parallel structure in your headings. If one heading starts with a verb (“Improving Retention”), others should too (“Reducing Churn,” “Increasing Engagement”). 

3. Be Consistent with Text Elements 

Consistency builds trust and reduces cognitive load. When readers know what to expect from your formatting—whether it’s margin notes, bullet lists, or headings—they can focus on your message instead of decoding your layout. 

In our Report Writing Course, we emphasize the importance of visual and structural consistency. This includes: 

• Using the same font and size for similar elements 

• Aligning bullets and numbering styles 

• Keeping spacing uniform between sections 

Why it matters: 
Inconsistent formatting can make your document look sloppy and distract from your message. Consistency, on the other hand, reinforces professionalism and clarity. 

4. Build Sentences with Given/New Structure 

Here’s a powerful technique from linguistics that we teach in our Report Writing Course: the Given/New sentence model. It helps readers follow your logic by connecting familiar information to new insights. 

Think of it like this: 

• Sentence 1: AB 

• Sentence 2: BC 

• Sentence 3: CD 

Each sentence introduces new information while building on what came before. This creates a smooth, logical flow that’s easy to follow. 

Example: 
"Customer feedback has declined over the past quarter. This decline is most noticeable in our support channels. Support teams report a 30% increase in unresolved tickets." 

5. Use Logical Connectors 

Transitions and connectors are the glue that holds your writing together. They help readers understand relationships between ideas—cause and effect, contrast, sequence, and emphasis. 

Some useful connectors include: 

• Therefore, consequently, as a result 

• However, although, on the other hand 

• First, next, finally 

• For example, in particular, such as 

In our Report Writing Courses, we encourage writers to embed these connectors naturally into their sentences—not just at the beginning of paragraphs. This improves flow and reinforces logical structure. 

Example: 
"Sales dropped in Q3. As a result, we’re revising our pricing strategy to remain competitive." 

6. Make Your Structure Hierarchical 

Readers pay more attention to higher-order information—titles, headings, and topic sentences. That’s why it’s crucial to organize your writing in a way that reflects importance and relevance. 

In our Report Writing Course, we teach participants to: 

• Put key messages in prominent places 

• Use topic sentences to introduce each paragraph 

• Support main ideas with evidence and examples 

Why it works: 
Hierarchical structure helps readers grasp the big picture before diving into the details. It also makes your document easier to navigate and remember. 

Example: 
Start a section with: 
"Three factors contributed to the decline in customer satisfaction." 
Then follow with supporting paragraphs describing each factor. 

7. Use Active Voice and Concrete Language 

Active voice makes your writing more direct, engaging, and easier to understand. It puts the subject in control and clarifies who’s doing what. 

Compare: 

• Passive: "The report was submitted by the team." 

• Active: "The team submitted the report." 

Concrete language also helps readers visualize your message. Instead of abstract terms, use specific examples, numbers, and actions. 

From the Course: 
We encourage writers to picture their audience translating words into mental images. The clearer and more vivid your language, the easier it is for readers to retain and act on your message. 

Example: 
"Our onboarding process now includes a 3-step checklist, a welcome video, and a live Q&A session with the team." 

Why These Tips Matter in a Report Writing Course 

These seven techniques are foundational skills for anyone looking to improve their professional communication. In our Report Writing Course, we go beyond grammar and style to help participants: 

• Understand audience needs 

• Structure information for impact 

• Write with clarity, precision, and purpose 

Whether you're a manager writing performance reviews, a consultant preparing client reports, or a trainer developing instructional materials, these skills will elevate your writing and boost your credibility. 

Ready to Level Up Your Writing? 

If these tips resonated with you, consider enrolling in our Report Writing Course. It’s designed for professionals who want to write reports that get read, understood, and acted on. You’ll learn how to: 

• Plan and structure reports for different audiences, with and without AI help 

• Use plain language without losing professionalism 

• Apply cognitive science principles to improve readability 

• Edit for clarity, flow, and impact 

We offer customized training for teams. Learn more about how we customize. Whether you're in HR, finance, operations, or communications, this course will help you write with confidence and influence. 

Let’s make writing easier—for you and your readers. 

Jody Bruner is the president of Wavelength, which has been providing communication skills courses to business professionals for over 50 years.