Documents, Reports, and Articles with AI

From Outline to Finished Document

Writing a 10-page report used to take days. With AI, you can draft it in hours—then spend your time refining instead of staring at a blank page.

The Long-Form Writing Process with AI

Step 1: Start with an outline
Don't ask AI to write the whole thing at once. Start with structure.

Prompt:

Create an outline for a 2000-word article about [topic] for [audience]. Include introduction, 4-5 main sections, and conclusion.

Step 2: Write section by section
Take each outline section and expand it.

Prompt:

Using this outline: [paste outline], write a detailed 300-word introduction that hooks the reader and explains why [topic] matters.

Step 3: Connect sections
Ask AI to add transitions.

Prompt:

Add a transition sentence between these two sections: [paste section 1] and [paste section 2]

Step 4: Polish and edit
(We'll cover this more in Module 4)

Writing Different Document Types

Business reports:

Write a quarterly business report for [department]. Include: current metrics [list], achievements [list], challenges [list], and next quarter goals [list]. Use professional tone and data-driven language.

Research papers (with your research):

Write the literature review section of my research paper on [topic]. Synthesize these findings: [paste your research notes]. Use academic tone.

Blog articles:

Write a 1000-word blog post about [topic] for [audience]. Tone: conversational and helpful. Include practical examples and actionable advice.

White papers:

Write the executive summary for a white paper about [topic]. Target audience: [industry] decision-makers. Highlight problem, solution, and ROI. Keep under 300 words.

Case studies:

Write a case study about how [company] used [solution] to achieve [result]. Include: challenge, solution, implementation, and measurable results.

Maintaining Consistent Voice

Problem: AI might change tone between sections.

Solution 1: Voice guidelines upfront

Write this report in a professional but conversational tone. Use "we" instead of "one." Avoid jargon. Use short paragraphs (3-4 sentences max). Include specific examples.

Solution 2: Reference existing writing

Write this section in a similar style to this example: [paste your previous writing]

Solution 3: Regenerate inconsistent sections
If section 3 sounds different from sections 1-2:

Rewrite section 3 to match the tone and style of section 1: [paste section 1 for reference]

Expanding Notes into Full Text

You have: Bullet points or rough notes
You need: Polished paragraphs

Prompt:

Expand these notes into well-written paragraphs for a professional report: [paste notes]

Example input:

- Sales up 23% Q4
- New product line launched Nov
- 3 new markets entered
- Team grew from 12 to 18

AI output:

The fourth quarter demonstrated exceptional growth, with sales increasing 23% compared to Q3. This growth was driven primarily by the November launch of our new product line, which exceeded initial projections. The company successfully expanded into three new markets, requiring strategic hiring that grew our team from 12 to 18 members to support this expansion.

Your notes → polished content in seconds.

Summarizing Long Text

Opposite problem: You have too much content, need to condense it.

Quick summary:

Summarize this in 3 sentences: [paste long text]

Executive summary:

Create an executive summary (200 words) of this report: [paste report]. Focus on key findings and recommendations.

Abstract for research:

Write an academic abstract (250 words) for this paper: [paste paper]. Include purpose, methods, findings, and implications.

Expanding Specific Sections

Sometimes one section needs more depth.

Add examples:

Add 2 concrete examples to illustrate this paragraph: [paste paragraph]

Add data/stats:

Enhance this section with relevant statistics about [topic]. If you don't have exact figures, indicate where stats should be inserted like [STAT NEEDED: X].

Add explanations:

This section is too brief. Expand with more detailed explanation: [paste section]

Add counterarguments:

Add a paragraph addressing potential counterarguments to this claim: [paste claim]

Research Integration

IMPORTANT: AI doesn't know recent facts. You provide them.

How to use AI for research writing:

1. You do the research (Google, papers, reports)
2. You give AI the facts in your prompt
3. AI synthesizes into narrative

Good prompt:

Write a section about renewable energy adoption. Include these facts: [paste your researched facts with sources]. Cite sources as [Author, Year].

Bad prompt:

Write a section about renewable energy adoption with current statistics.
(AI will make up outdated or wrong stats!)

Fact-Checking AI Content

AI makes mistakes. Always verify:

Red flags:

• Specific numbers without sources
• "Studies show..." (which studies?)
• Recent events (after AI's training cutoff)
• Technical details in specialized fields
• Direct quotes (might be fabricated)

How to verify:

1. Google claims that sound too specific
2. Ask AI for sources: "What's the source for that statistic?"
   • If AI says "I don't have a specific source," it might be invented
3. Cross-reference with trusted sources
4. Use your expertise - Does this sound right?

Improving Drafts Iteratively

Don't expect perfection on first try. Refine.

Iteration 1: Get the draft

Write a 500-word section about [topic]

Iteration 2: Improve specific parts

The introduction is weak. Rewrite it with a stronger hook and clearer thesis.

Iteration 3: Add missing elements

Add a transition between paragraphs 2 and 3.

Iteration 4: Adjust tone

This sounds too casual. Make it more professional while keeping it readable.

Each iteration takes seconds, but dramatically improves quality.

Handling Writer's Block Mid-Document

Stuck on a transition?

I just wrote this paragraph: [paste]. Write a transition sentence to this next topic: [topic]

Can't figure out how to explain something?

Explain [concept] in simple terms for [audience]

Need a better way to say something?

Rewrite this sentence 5 different ways: [paste sentence]

Conclusion feels weak?

Write a strong conclusion that summarizes these key points: [list points] and includes a call to action for [audience]

Document Templates

Business proposal:

Write a business proposal for [project]. Include: executive summary, problem statement, proposed solution, timeline, budget estimate, and expected outcomes. Target audience: [decision-makers].

Technical documentation:

Write user-friendly documentation for [feature]. Audience: non-technical users. Include: what it does, when to use it, step-by-step instructions, common issues and solutions.

Grant application:

Write the project description section of a grant application for [project]. Include: need/problem, proposed solution, methodology, expected impact, and sustainability plan. Tone: persuasive but evidence-based.

Meeting minutes:

Convert these meeting notes into formal meeting minutes: [paste notes]. Include attendees, decisions made, action items with owners, and next steps.

Real-World Examples

Example 1: Quarterly report
Prompt:

Write a Q4 performance report for the marketing department. Include:

• Metrics: 45% increase in leads, 12% lower CAC, email open rate up to 28%
• Key wins: Successful rebrand launch, new partnership with [Company]
• Challenges: Budget cuts impacted paid ads
• Q1 goals: Launch content hub, improve SEO rankings
  Keep professional but positive tone.

Example 2: Article from rough ideas
Prompt:

I want to write an article about why remote work is here to stay. My rough thoughts: productivity hasn't dropped, employees prefer it, office costs are high, tech makes it work, some downsides like collaboration challenges. Turn this into a structured 800-word article with introduction, 3-4 main points with evidence, and conclusion.

Example 3: Technical to simple
Prompt:

Rewrite this technical paragraph for non-technical stakeholders: [paste technical content]. Remove jargon, use analogies, keep it accurate but accessible.

Practice Exercises

Exercise 1: Outline to draft

1. Create outline for article on topic you know well
2. Have AI write introduction and first section
3. Review for accuracy
4. Refine with follow-up prompts

Exercise 2: Notes to polished report
Take meeting notes or rough notes from a project.
Use AI to turn them into a 2-page status report.

Exercise 3: Multi-section consistency

1. Write section 1 of a document with AI
2. Write section 2 using same voice/tone
3. Check consistency
4. If inconsistent, refine prompts

Exercise 4: Fact-check challenge
Have AI write a paragraph with statistics.
Google every claim—can you verify it?
Notice what AI made up vs what's verifiable.

Advanced Tips

Build section templates:
Save prompts for types you write often:

• Executive summary template
• Literature review template
• Case study template

Chain sections efficiently:

Now write section 2 that continues from section 1: [paste section 1]

Specify formatting:

Use headers, bullet points, and short paragraphs. Start each section with a bolded key takeaway.

Audience awareness:
Always specify:

• Who's reading this?
• What's their knowledge level?
• What do they care about?