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How can you make a report easy to read?

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Writing a report can be a challenging task, especially if you want to communicate your ideas clearly and effectively to your audience. A report that is easy to read can help you convey your message, persuade your readers, and demonstrate your credibility. In this article, we will share some tips on how to make a report easy to read, from choosing the right format and structure, to using simple and concise language, to applying visual aids and feedback.

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Asad M. Taj

Marketing & Communications Strategist | Brand Storytelling Expert | Organic Social Media Specialist | Strategic…
Theodora Lau

American Banker Top 20 Most Influential Women in Fintech | 3x Book Author | Coming Soon: Banking on Artificial…
Jonathan Raveh

Founder @ GRAND I Professional Branding Expert I Enabling Awareness, Growth and Sales via Thought Leadership

1 Choose the right format and structure

Before you start writing your report, you need to consider the purpose, the audience, and the context of your report. Depending on these factors, you may choose different formats and structures for your report, such as a memo, a letter, a proposal, or a research paper. A format is the general layout and appearance of your report, while a structure is the logical organization and sequence of your report. A good format and structure can help you present your information in a clear and coherent way, and make it easy for your readers to follow your argument and find the key points.

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Asad M. Taj

Marketing & Communications Strategist | Brand Storytelling Expert | Organic Social Media Specialist | Strategic Communication | Social Behavior Change Communication
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Format and structure are important. But the catch is when you're writing the report divide each section as a one-pager infographic for your reader or audience.

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2 Use simple and concise language

One of the most important aspects of making a report easy to read is to use simple and concise language. This means avoiding unnecessary jargon, technical terms, acronyms, or slang that may confuse or alienate your readers. If you have to use any of these, make sure you explain them clearly and consistently. You should also avoid long and complex sentences that may obscure your meaning or lose your readers' attention. Instead, use short and simple sentences that express one idea at a time. You can also use transitions, headings, and subheadings to connect your sentences and paragraphs, and create a smooth flow of your report.

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3 Apply visual aids and feedback

Another way to make a report easy to read is to apply visual aids and feedback. Visual aids are any graphical elements that can enhance your report, such as tables, charts, graphs, images, or diagrams. They can help you illustrate your data, highlight your findings, or explain your concepts more effectively. However, you should use them sparingly and appropriately, and make sure they are relevant, accurate, and consistent with your report. You should also provide captions, labels, and references for your visual aids, and explain how they relate to your text. Feedback is any input or comment that can help you improve your report, such as from your peers, your supervisor, or your audience. You should seek feedback at different stages of your report writing process, and use it to revise and refine your report. Feedback can help you identify and correct any errors, gaps, or weaknesses in your report, and make it more clear and persuasive.

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Theodora Lau

American Banker Top 20 Most Influential Women in Fintech | 3x Book Author | Coming Soon: Banking on Artificial Intelligence (2025) | Founder — Unconventional Ventures | Podcast — One Vision | Public Speaker | Top Voice
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Picture says a thousand words. Use tables and graphs to illustrate figures — and simple drawings to showcase difficult concepts.

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4 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Jonathan Raveh

Founder @ GRAND I Professional Branding Expert I Enabling Awareness, Growth and Sales via Thought Leadership
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A crucial tip for any report, especially long and complex ones: write a TL;DR summary of the report in the beginning. It will screen the ones who just want the bottom line from those who wish to deep-dive into the data. Help make the report as accessible and digestible as possible. Don't expect the readers to do the heavy lifting for you.

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How can you make a report easy to read?

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1 Choose the right format and structure

2 Use simple and concise language

3 Apply visual aids and feedback

4 Here’s what else to consider

Writing

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How can you make a report easy to read?

1

2

3

4

1 Choose the right format and structure

2 Use simple and concise language

3 Apply visual aids and feedback

4 Here’s what else to consider

Writing

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