Article

When to Use Past vs. Present Tense in Data Analysis Writing

When to Use Past vs. Present Tense in Data Analysis Writing

Data Storytelling

When to Use Past vs. Present Tense in Data Analysis Writing

One small but recurring question in data storytelling:

Should I write my findings in past tense or present tense?

At first glance, it seems like a grammar choice. But underneath, it’s actually a question of how you frame insight — as historical record or ongoing relevance.

Let’s break it down.

A Simple Tense Rule for Analysts

Here’s a quick way to think about it:

  • Use past tense when you’re describing what happened in a completed period. → “Quarter 2 had the most sales.” This signals you’re reporting on a fixed dataset — the events are over, the numbers finalized.
  • Use present tense when you’re pointing to insights that remain true or are still unfolding. → “Quarter 2 has the most sales.” This suggests the finding is still valid — maybe you’re updating a live dashboard, or comparing to a current period.

Why It Matters in Practice

Most analysis work is retrospective. You’re working with historical data to explain what happened.

That’s why formal reports and research often lean on past tense:

“The data showed a significant increase in June.”
“Users responded positively to the updated onboarding flow.”

But sometimes, you’re making strategic use of present tense — to frame a trend as active, or to signal ongoing performance:

“Quarter 2 has the highest retention rate across all product lines.”
“This segment continues to outperform the average.”

In those cases, the present tense isn’t just grammar — it’s emphasis.

It tells the reader: this is still relevant now.

Takeaway for Your Writing

Match your tense to your intent.

  • Reporting on a finished event? Use past tense.
  • Highlighting a trend that still matters? Present tense works.

It’s a subtle tool for better communication — one that keeps your analysis both accurate and useful.

Sources:

The Writing Center, University of North Carolina at Chapel Hill. (n.d.). Scientific Reports. Retrieved from https://writingcenter.unc.edu/tips-and-tools/scientific-reports/