Drafting Documents and Reports

Need to write a longer document? AI excels at helping you create reports, proposals, letters, and other documents. Let's learn how to tackle bigger writing projects.

What You'll Learn

How to use AI to draft longer documents efficiently while maintaining quality and your own voice.

Why This Matters

Long documents can feel overwhelming. AI helps you overcome the blank page, organize your thoughts, and create professional documents faster.

The Document Drafting Process

Writing a document with AI works best as a collaboration:

1. Start with an outline - Let AI help you structure your thoughts
2. Draft sections - Work through the document piece by piece
3. Review and refine - Polish the content with follow-ups
4. Add your voice - Personalize with your own touches

Step 1: Create an Outline

Before writing, ask AI for structure:

"I need to write a business proposal for a new marketing campaign. What sections should I include?"

AI will suggest something like:

• Executive Summary
• Current Situation
• Proposed Solution
• Timeline
• Budget
• Expected Results

Now you have a roadmap.

Step 2: Draft Each Section

Work through one section at a time:

"Write the Executive Summary for my marketing proposal. Key points:

• We want to increase social media presence
• Budget is $10,000
• Goal is 25% more followers in 3 months
• Using Instagram and TikTok

Keep it to one paragraph."

Then move to the next section:

"Now write the Current Situation section. Describe that our current social media engagement is low and we're behind competitors."

Document Types AI Can Help With

Business Documents

• Proposals and pitches
• Business plans
• Project reports
• Meeting agendas and minutes
• Policy documents

Personal Documents

• Cover letters
• Personal statements
• Complaint letters
• Reference letters
• Thank you notes

Academic Documents

• Research summaries
• Literature reviews
• Presentation scripts
• Study guides

Creative Documents

• Blog posts
• Newsletters
• Marketing copy
• Event invitations

Example: Creating a Business Report

Let's walk through creating a monthly sales report:

Prompt 1: Outline

"Create an outline for a monthly sales report that includes performance highlights, challenges, and next month's goals"

Prompt 2: First Section

"Write the Performance Highlights section. We exceeded our sales target by 12%, closed 3 major accounts, and had our best week ever in week 2."

Prompt 3: Challenges Section

"Write the Challenges section. We struggled with:

• Supply chain delays on Product X
• Two sales reps were out sick for a week
• Our main competitor launched a discount campaign"

Prompt 4: Goals Section

"Write the Next Month's Goals section. Goals are:

• Increase sales by 8% over this month
• Launch the new product line
• Hire one additional sales rep"

Formatting Tips

Ask for Specific Formats

• "Format this with bullet points"
• "Use headers and subheaders"
• "Include a summary box at the top"
• "Make this a numbered list"

Request Specific Length

• "Keep each section to 2-3 paragraphs"
• "This should be about 500 words total"
• "Write a one-page summary"

Professional Touches

• "Add an executive summary at the beginning"
• "Include a call to action at the end"
• "Add transition sentences between sections"

Try It Yourself

Let's practice with a cover letter:

After getting the outline, ask AI to draft each section. Then refine with follow-ups.

Combining AI Drafts with Your Work

The best documents combine AI efficiency with your personal touch:

1. Use AI for the framework - Structure and basic content
2. Add your experiences - Personal stories and examples
3. Adjust the tone - Make it sound like you
4. Verify facts - Ensure accuracy of any data or claims
5. Final proofread - Catch any AI quirks

Pro Tip

For important documents, ask AI for multiple versions:

"Give me three different approaches to this introduction - one formal, one conversational, and one bold"

Then pick elements you like from each.

Common Questions

Q: Can AI write my whole document for me?

A: It can, but you'll get better results working section by section. This gives you more control and lets you add personal details.

Q: What if the document needs to match a specific template?

A: Describe the template to AI or paste example text. Say "Match this format and style."

Q: How do I maintain my voice in AI-written content?

A: After AI drafts, read through and adjust phrases that don't sound like you. Add personal anecdotes or your usual expressions.

Q: Can AI help with government or legal forms?

A: AI can help with personal statements or letter sections, but for official forms, follow the specific instructions provided.

What's Next

Sometimes you don't need to write from scratch - you just need to improve what you've already written. Let's explore using AI to edit and enhance your existing content.