How to write a report
Definition.
• A report is a formal paper written about an experience or
something that one has observed, heard, done, or
investigated.
• The target is to summarize/analyse information and to
create a recommendation.
• It is a well-organized presentation of facts and findings of
an event that has already taken place somewhere.
• It is recommended to use bullet points and headings so that
the reader can quickly find the information they are looking
for..
• It is usually written for a superior: boss, college principal,
director, or for a peer group: club member, colleagues,
coworkers.
STRUCTURE OF A REPORT
Introduction The purpose of this report is to….
Subheading
(2) Give the relevant facts – Report
BODY results and justify them – You can
Subheading use a list
(3)
Subheading
(4)
Conclusion Make your recommendations and
conclusion
Introduction
1.- Write it last and include only relevant information – Do
not write it until you finish the report. The introduction states
the reason why you write that report, the sources and methods
of assessment used and summarizes the points presented.
2.- Keep it short - It lets the reader decide if the report is
something that they wish to continue reading or not.
3.- Use formal language – Do not use jargon or abbreviations.
in your introduction – A report is written for a superior or for a
group of peers that will read it.
Body
The body of the report:
• Presents the information from your research.
• Organises information logically under appropriate headings
• Conveys information in the most effective way for communication by means of:
1. figures and tables
2. bulleted or numbered lists
3. formatting to break up large slabs of text.
Provide informative headings
• Headings should tell the reader exactly what type of information is contained in the section.
• They should be specific and content-focused rather than just labels.
• Choose headings from the planning stage. It will help you to clarify exactly what you want to achieve in each section and
subsection.
Uninformative Informative headings
headings Headings: Same or similar grammar forms
Consumption Changes in water
patterns consumption patterns Heading Example Grammar Used
Survey results Turning movement survey What is our management Question
results style?
Overview Overview of the organisation How we communicate Noun clause
Management Management style and
method
exercise
Report conclusion and recommendations
Difference between a conclusion and recommendations:
• Conclusion offers you the opportunity to summarize or review your report’s main ideas.
• Recommendations suggest actions to be taken in response to the findings of a report.
What makes a good conclusion? The conclusion:
• enables you to reinforce the main messages of the document.
• summarizes the report as a whole, drawing inferences from the entire process about what has
been found, or decided, and the impact of those findings or decisions.
• demonstrates good organization.
What makes a good recommendation? Effective recommendations:
• describe a suggested course of action to be taken to solve a particular problem;
• are written as action statements without justification;
• are stated in clear, specific language;
• should be expressed in order of importance;
• are based on the case built up in the body of the report;
• are written in parallel structure.
Introduction Justifying
• This report is intended to • Because…
• The objective/aim of this report is to.. • The reason is…
• A number of ... were interviewed... • The reason I believe that is…
• A survey was carried out among ..... • The facts suggest…
• This report is based on a survey of ....... • The evidence shows…
• People between the ages of ... • Taking into account what I have seen…
• Though there are opinions at odds with this view, I
would say…
Presenting a list • There are many facts in favour of my opinion. One
• The following items should be taken into account: such fact is…
• Some people gave the following reasons: • From my own personal experience, I am lead to
• They made the following points: believe…
Reporting results
Making recommendations • Many of those interviewed stated that....
• Therefore, I would recommend saving money on those devices, ... •
Others pointed out that....
• It is highly recommended -ing / you + subjunctive: It’s highly • Several people thought that..
recommended finishing the school in June / It’s highly • Many people complained, suggested, recommended
recommended schools be opened until the end of June. • Another option that was mentioned was...
• It would be advisable... • The majority of students mentioned that .....whereas others
• On balance then, I feel that....
expressed…
• Without a doubt the first option was...
• It would seem that... is the best idea.
• It would be a good idea to… Presenting conclusions
• Taking all the factors into account… • Both/All the ideas seemed interesting but....
• I should therefore recommend… • Taking all the points into consideration...
• Some of the ideas have benefits,
• In the light of the above,
• All things considered,
Example question:
Your local authority is conducting a survey into language learning habits of
the people between 16-45 in the area. They have asked for a report on the
types of methods used in state run schools and language centres. They have
asked for some suggestions on how to improve their facilities, teaching
methods and resources.
Write your report in 200-230 words in an appropriate style.
Language Teaching Effectiveness
Introduction
The main purpose of this report is to analyse the effectiveness of language teaching in the local area. It will offer a review of what
is available and also make some recommendations on how to improve.
Facilities
Due to a lack of funding during the economic recession, the facilities available have not been renovated since more than a decade
ago. What is more, because of this scarcity of investment, much of what there is has been over used and/or damaged to some
extent. Many modern private language centres have sprung up around the city in recent years, but they are both unaffordable and
difficult to monitor. There are a fair few teachers working who are quite frankly not up to the job.
Teaching Methods
The methodology used by most teachers has not changed over the last 15 to 20 years or so and therefore needs to be improved.
Teachers need the correct type of training that is not only theory based but also practical and ready to input into the system. Some
teachers see language teaching as an easy ride and seem to be running down the clock to retirement, to the distain of their
students.
Resources
There is a case of follow-the-book syndrome apparent in the local area. Teachers need to be given the freedom to use their
creativity and also the training to be able to implement it in the classroom. This way resources will be more varied and students
will be able to relate to them more easily.
Conclusion and Recommendations
Taking all of the factors of this report into account, the best plan of action would be to increase funding to ensure progress. Not
only is it perhaps more important to provide funding, but also it is essential that this funding reaches those in most need of it.
Because of this, I would suggest improving the quality of teacher training and increasing the availability of teaching-learning
resources to be the priority.
References and retrieved from:
How to write a report – Teacher Fill
How to Write a Report – Intercambio Idiomas
How to Write a Report - Engxam
CAE Writing – Report – Ruben Valero
Tips on how to write an introduction for reports – Business Training
Body of the Report – Monash University
Report Recommendations – Colearning – WHO
Vocabulary – Tower Language
Powerful Guide to Report Writing – AssignmentEssayHelp
Mª Ascensión Villalba Varona –
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