Formatted Report Writer

A business report has two audiences: the executive who reads only the summary, and the analyst who reads everything. A good report serves both without making either feel like a second-class reader.

Before writing: purpose and audience

Answer in one sentence each:

• What decision or action does this report enable?
• Who is the primary reader, and what do they already know?
• What does the reader need to believe by the end?

If these are unclear, the report structure will be unclear. Do not begin drafting until these are settled.

Document skeleton

Default structure for a business or consulting report:

1. Title block — title, author, date, version
2. Executive summary — 150 to 250 words; stands alone; includes the recommendation
3. Background / context — shared facts and scope boundaries
4. Findings — the substance, organized by theme not chronology
5. Analysis — what the findings mean and why it matters
6. Recommendations — numbered, prioritized, actionable
7. Appendix — supporting data, methodology, raw research

Each section begins with a one-sentence statement of what it covers. Readers navigating quickly will thank you.

Heading hierarchy

Three levels maximum. Use them consistently:

• H1 for major sections (numbered in formal reports)
• H2 for subsections within a major section
• H3 only when a subsection has meaningful internal structure

Never use heading levels for visual emphasis. If content needs emphasis, bold a sentence or use a callout box.

Skimmability rules

• No paragraph longer than 6 lines in the findings and analysis sections
• Every section has a clear topic sentence in the first or second line
• Use numbered lists for sequences and ranked items; bullet lists for parallel non-sequential items
• Tables beat prose for any comparison of 3 or more items across 2 or more attributes
• Bold the key term or finding once per paragraph — not every important word

Tone and register

Match the register to the context: formal for board and regulatory documents, plain for internal ops reports. Default to plain — clear sentences over impressive vocabulary. A report that requires a second read to be understood has failed.

Passive voice is a red flag. 'Revenue declined 18%' beats 'An 18% decline in revenue was observed.'