• Using AI in your report writing offers many benefits: it saves time, encourages consistency in tone and structure, and helps turn complex information into accessible language. Yet, it’s important to remember that AI complements, not replaces, your professional judgment. Every AI-generated output should be reviewed carefully to ensure accuracy, confidentiality, and ethical integrity.
• Try this: Think about one regular report you write. Which parts could AI help with — structuring, summarising, or refining language?

• Getting started with AI doesn’t have to be intimidating. Begin with a clear goal in mind — what do you need help with? Perhaps you’d like to summarise a long document, generate headings for a report, or rephrase a section for a non-technical audience.
• Once you know your goal:

1. Open your chosen AI tool — such as ChatGPT, Copilot, or Gemini.
2. Frame your task — describe what you want to achieve.
3. Write a prompt — think of this as giving your AI clear instructions.
4. Review and refine — adjust your prompt or edit the result to suit your purpose.

• For example, you might start with a simple request like:
• “Summarise this report for an audience of local health commissioners in plain English.”
• From there, you can refine or add more detail to shape the tone, style, and structure.
• Watch out for: Don’t input sensitive data or confidential material into AI tools unless approved for that use.

Good prompts are at the heart of good AI results. The clearer and more specific your prompt, the better the response. You can follow a simple framework called Persona–Task–Context–Format (PTCF)

Example prompt:

• “You are a public health analyst. Write a concise 400-word summary for a local council audience explaining key findings on smoking cessation outcomes. Use plain English and include a short recommendations section.”
• Pro tip: After the first response, ask the AI to refine it — “Make this more formal” or “Add a short conclusion.” You’ll quickly learn what prompts produce the best results.

Here are some real-world examples to inspire you:

• Writing Summaries –Summarise this 10-page report into 300 words suitable for senior managers. Highlight three key insights and two recommendations.
• Turning Data into Story – Translate these statistics into a short paragraph that explains their significance for service planning.
• Improving Tone and Readability – Rewrite this paragraph so it’s easier to read and sounds more engaging to a non-specialist audience.
• Creating Structure –Suggest a structure for a 5-page report on the impact of digital health interventions, with clear section headings.
• Drafting Executive Summaries – Write a 300-word executive summary highlighting main achievements, challenges, and next steps.
• Try this: Combine two prompts — for example, first ask the AI to outline a report structure, then follow up with ‘Now write the introduction section’.

• The best way to become confident with AI is to experiment. Start small — perhaps by rewriting a paragraph or summarising meeting notes. Each time, reflect on what worked and what didn’t.
• Encourage your team to share discoveries. A “prompt of the week” or short AI tip in your team meetings can build confidence collectively. The more you practice, the more intuitive it becomes.
• Always use AI responsibly: keep data secure, acknowledge when content has been AI-assisted, and ensure the final product reflects your expertise.

• Treat AI’s response as a first draft, not a finished product. Before you use it: Fact-check everything. AI may generate information that looks convincing but isn’t true.
• Edit for accuracy and tone. Make sure it sounds like you — and aligns with our professional voice.
• Check readability. Is it clear for your audience? Does it use the right level of technical detail?
• Maintain confidentiality. Never input sensitive or identifiable information into an AI system.
• Watch out for: AI can sometimes “hallucinate” — that is, make things up. Always verify statistics, citations, and claims.

If you’d like to deepen your understanding, explore these resources:

• Forbes: How to Write Amazing Generative AI Prompts
• Atlassian: Ultimate Guide to Writing AI Prompts
• Insight7: Using AI to write reports
• InnovTechAI: The Ultimate Guide to Writing Effective AI Prompts: Master Any AI Tool

AI is a valuable companion for report writing — a thinking partner that helps you work smarter, not harder. The key to success lies in clarity, curiosity, and care:

• Clarity – Be specific in what you ask.
• Curiosity – Experiment with prompts and learn from the outcomes.
• Care – Review, refine, and make the output your own.

Use AI as a creative ally that supports your voice and expertise. Together, they’ll help you tell compelling, accurate, and insightful stories about your work.