Be clear
Focus on the most important messages.
your impact plan
and engaging report for funders,
trustees, supporters and communities.
Explore how others approach their impact report
Looking for inspiration?
Before writing your own impact report, take a look at how other organisations communicate their impact.
Notice:
- how they structure their report
- the balance between statistics and stories
- how they use images, quotes and case studies
- the level of detail they include
- what makes the report engaging and easy to read.
There is no single “right” format. The best approach is the one that works for your organisation, audience and resources.
A great place to start
Kyra Women’s Project – 👉 Read the report
A strong example of using outcomes, personal stories and visual content to demonstrate impact.
North Yorkshire Sport – 👉 Read the report
An engaging example of combining statistics, case studies and multimedia content in an impact report.
A simple overview
Your report structure
This simple structure can help you organise your evidence into a clear and engaging impact report.
Writing your impact report
Six simple steps
A strong impact report combines evidence, stories and learning to show the difference your work makes.
Know your audience
Who are you writing for?
Think about what information will be most useful to:
- funders
- trustees
- volunteers
- supporters
- communities.
Identify your key messages
What do you want people to remember?
Focus on:
- the need you address
- the change you create
- the evidence that demonstrates impact.
Gather your evidence
What information will you include?
Use a combination of:
- statistics and findings
- feedback and quotes
- case studies and stories
- local and national data.
Structure your report
How will you organise your content?
A simple report might include:
- introduction
- what you did
- what changed
- key findings
- next steps.
Bring your impact to life
How can you make your report engaging?
Use:
- real-life stories
- images and visuals
- quotes and testimonials
- clear and accessible language.
Share and use it
What happens next?
Share your report with:
- funders and supporters
- trustees, staff and volunteers
- partners and communities
Use what you learn to improve future work.
Dig a little deeper
Writing a strong impact statement
Your impact statement should clearly explain:
- who you support
- what change you help create
- why that change matters.
Keep it concise and focus on outcomes rather than activities.
Example:
We support older people across York and North Yorkshire to build confidence, reduce isolation and remain connected to their communities.
Making your report engaging
Consider using:
- images and photographs
- charts and infographics
- service-user quotes
- case studies and personal stories
- clear headings and short sections.
Remember that people are more likely to engage with a report that is visually appealing and easy to navigate.
Tailoring your report to your audience
Different audiences may be interested in different aspects of your work.
Funders may want evidence of outcomes and value for money.
Trustees may be interested in organisational performance and strategic impact.
Volunteers and supporters may be more interested in personal stories and community impact.
Think about what matters most to your audience and adjust your content accordingly.
Review and improve
Impact reporting is part of a cycle
An impact report is not the end of the process. It is an opportunity to reflect on what you have learned, celebrate achievements and identify ways to improve.
Use your report to:
- share successes and challenges
- inform future planning
- improve services and activities
- strengthen future impact.
Impact reporting works best when it forms part of an ongoing cycle of planning, learning and improvement.
