How to Write Effective Email Reports That Get Read

Email reports are a great way to keep stakeholders updated on progress, share data insights, and make data-driven recommendations However, with crowded inboxes and limited attention spans, it can be challenging to get your email reports read.

Follow these tips to write email reports that get opened, read, and drive action:

Choose an Eye-Catching yet Clear Subject Line

The subject line is the first and possibly only thing your readers will see before deciding to open your email Make sure your subject line is

• Short and scannable – Keep it under 50 characters so it doesn’t get cut off. Lead with key information.

• Clearly tied to the report purpose – Include keywords like “Status Report” or the reporting period.

• Creates curiosity – Give a taste of the key insights or recommendations.

Structure Your Email for Quick Scans

Attention spans are short, especially for emails. Make your report easy to scan with:

• A strong opening paragraph – Summarize key info like purpose, reporting period, and highlights.

• Meaningful sub-headings – Break up sections with subheads that communicate what’s covered.

• Bulleted lists – Use bullet points for key insights, recs, actions, or next steps.

• Bolding – Bold important numbers, words, or phrases for easy skimming.

• Visuals – Charts, graphs, images draw attention and summarize data.

• White space – Leave ample blank space between sections and avoid dense paragraphs.

Write Clear, Actionable Content

Your report content should focused providing value to the readers. Here are some tips:

• Explain insights – Don’t just present data, explain what it means. Provide analysis and interpretation.

• Make specific recommendations – What do you advise based on the insights? Offer next steps.

• Use simple, direct language – Write in a clear, concise style. Avoid jargon. Define acronyms.

• Include relevant details – Provide necessary numbers, facts, evidence, and context without overloading.

• Personalize with “you” and “we” – Speak directly to the readers using second person pronouns.

Follow Best Practices for Email Reports

Apply these best practices when compiling your email report:

• Keep it brief – Aim for 1-2 pages max. Include supplementary documents if needed.

• Use reader-centric design – Structure and write the report focused on their needs.

• Include contact info – Provide your name, email, and phone number. Offer to answer questions.

• Add unsubscribe option – Give readers the option to unsubscribe from future reports.

• Proofread thoroughly – Double check for spelling, grammar, formatting. Ask someone else to review.

• Send consistently – Pick a frequency (weekly, monthly, etc.) and stick to it.

Pick the Right Email Recipients

Your hard work is wasted if the right people don’t see your report. When compiling your recipient list:

• Include decision makers – Send to people who can take action on your insights.

• Loop in relevant stakeholders – Include anyone interested or impacted by the data.

• Segment broader recipients – Use separate recipient groups or BCC for large distributions.

• Customize accordingly – Adjust details, depth, and formatting for each audience.

• Confirm contact details – Verify you have the correct name, title, and email address.

• Get opt-in approval – Ensure recipients want and expect to get the reports.

Save Email Templates for Consistency

Creating your email report from scratch each time is inefficient. Develop templates for consistency.

• Use your brand template – Start with your company email template including logo, fonts, colors.

• Customize sections – Keep common elements like introductions and sign offs but swap out the core content.

• Save final versions – After sending each report, save a copy to reuse next time.

• Update periodically – Review saved templates yearly and adjust format or style.

Test and Refine Your Reports

Don’t settle for a one-and-done report. Continuously improve by:

• Asking for feedback – Check in with readers on value, insights, ways to improve.

• Tracking opens/clicks – Use email analytics to see read rates and engagement.

• A/B testing – Try different formats, content, or designs and see what works best.

• Fine tuning over time – Review each report and tweak anything that needs refinement.

Well-crafted email reports require planning, preparation, and practice. Follow these tips to create professional, polished reports that provide value to your readers. Most importantly, adapt your approach based on feedback and data to consistently improve engagement over time. With the right format, content, and distribution strategy, your email reports will become an indispensable tool for communicating data insights and driving better business decisions.