7 Tips for Writing a Client Report (Plus Sample Report)

Writing a client report is essential for communicating your progress on a project while managing expectations and

Client reports help you and your client measure progress, identify any obstacles or issues, and ensure that you are working toward the same goals. Your written client report could be an informal checklist of items accomplished and upcoming tasks or milestones, or it could be a more formal document that includes detailed information.

Here are four reasons why writing a great client report is important:

• At the beginning of a client engagement, it summarizes the project goals,KPIs, and milestones.
• It communicates progress on a project throughout its lifecycle—whether weekly, monthly, or quarterly.
• At the conclusion of a project, it summarizes the project, tasks completed, final metrics, outstanding issues, and recommendations.
• It summarizes research, survey, or study information.

Whether your report is a Word document, spreadsheet, or presentation, the following seven tips will help you create well-written client reports.

See: How to Write a Consulting Contract

7 Tips for Writing a Client Report

1. Agree on Timing and Content

Every project is different, so it’s important to stay aligned on communication from day one. Set expectations for report timing and content right at the beginning of your client engagement. For longer-term work, some clients may want a quick weekly update, while others might prefer monthly calls or detailed quarterly reports. You might even find a mix works best—like short weekly check-ins paired with a more in-depth annual meeting.

2. Write a Strong Summary

Even with an initial agreement, some clients—particularly senior-level managers—may not have time to read the entire report. Consider an “executive summary” format to highlight the significant parts of the report, including hard data. This format should be able to stand alone, providing a clear and concise overview.

3. Maximize Readability

Make your report easy to read by including carefully selected headings and bullet points. This enables your client to find information quickly. If relevant, include visual information such as graphs, pie charts, or tables to reinforce your main message and break up text.

4. Write Clearly and Concisely

Your report doesn’t need to be long—skip the filler and get straight to the point. Use clear, direct language when communicating with clients, and avoid worn-out business jargon. Focus on what matters most to them and share that information plainly and confidently.

5. Be Accurate at All Times

Accuracy builds trust. A strong report reinforces your brand by demonstrating your expertise and knowledge. Take time to make sure that your information is accurate. Avoid relying on spellcheck alone to catch typographical errors. You may even want to print and read your document—it’s often easier to edit on paper than on screen.

6. Reflect Your Personal Brand

Your report should align with your client’s culture but also reflect your brand identity. Report writing doesn’t have to lack personality to be professional. Your brand should have a consistent voice and tone that matches both your personal brand and the unique needs of your client.

7. Write for Your Audience

Ask yourself these questions first: 

• What information do they want to read? 
• What questions will they want answered? 
• What’s the best way to deliver the information? 

Instead of a traditional report, you may opt to use a PowerPoint presentation, an interactive format such as a Google Doc, or one of the many virtual collaboration tools available. Or, if your report contains a lot of data, Excel may present it more effectively than Word. Use the method and medium that will work best for your intended audience. 

Download our Sample Client Report

We have created a sample client report to help you. To download our sample, let us know where to send it.