A report written by the chairman of a corporation or head of a nonprofit is an optimistic look at organizational activities and initiatives. Typically, a chairman will write a report of no more than 1,000 words addressed to the clients, shareholders, members or others with an interest in the organization. This letter is included in the annual report.

Review activities of the past year to include in the report. Ideas to consider for inclusion include examples of successes and achievements, an acknowledgement of donors, key staff changes or an announcement of plans for future initiatives. Organize your information by groups, then decide how to present the information so that it flows naturally between topics.

Write the first draft. Depending on your style, you might begin your report with small talk or go right into the business of the organization. Start with updates about recent initiatives. Give enough detail that everyone understands what happened, using short words so as not to get lost in complicated sentences. As you move on to other topics, take time to discuss each point you wish to cover in a concise manner. Be informative without going too deeply into details.

Edit your report. Make sure you have included all the topics you put together in the planning stage. Next, check that your paragraphs flow in a logical progression to the conclusion. Start a new paragraph when you change topics. Check for grammatical errors. Depending on the nature of your business, you must not neglect to thank participating leaders. Double check everything. What about the tone of your report? Is it light and optimistic? You want to project optimism and strength.

Ask a trusted colleague or two to review your report for errors and to offer input. Write the final draft, incorporating the suggested changes.


Give yourself ample time to complete your letter.


Take time with the editing process. This is where you can make big changes that impact the quality of your report.