What is a Report?
(The Basics)
A report is a formal piece of writing that presents information, findings, or an investigation in
a clear, structured, and factual way. It is written for a specific audience (e.g., a principal,
headteacher, committee) and has a clear purpose (e.g., to recommend, inform, or
evaluate).
Key Features of a Report (The "Must-Haves")
Feature Explanation
Objective and impersonal. Use third person (e.g., "It was observed that...", "The students
1. Formal Tone
reported..."). Avoid slang, contractions, and emotional language.
2. Clear
Uses headings, subheadings, and bullet points for easy navigation and clarity.
Structure
3. Factual & Based on evidence, observations, and data. Opinions are given as recommendations, no
Objective as personal feelings.
4. Specific Every report has a clear aim (e.g., "To investigate the decline in library usage" or "To
Purpose propose a new recycling scheme").
5. Target Written for a specific person or group. The language and content must be appropriate for
Audience them.
The Standard Structure of a Report
Follow this template for a high-scoring mark.
Section What to Include
1. TITLE Clear, concise, and informative. Example: Report on the State of the School Libra
Purpose: State why the report was written. Background: Briefly mention when,
where, and how the investigation was conducted (e.g., "This report was compiled
2. INTRODUCTION
following a survey of 50 students on 15th October."). Scope: What the report will
cover.
The Main Body. This is the most important part. Use subheadings (e.g., A. Curre
Usage, B. Student Feedback, C. Resource Issues). Present facts clearly. Use bul
3. FINDINGS points or numbered lists for easy reading. Example: " * A majority of students
(78%) stated they rarely visit the library. * The most common reason given was a
of up-to-date fiction books."
Summary of Findings. Briefly summarise the main points from the findings.
4. CONCLUSIONS Do not introduce new information. Example: "In conclusion, the library is
underutilised due to a lack a perceived unwelcoming atmosphere."
Section What to Include
Actionable Suggestions. Based on the conclusions, suggest what should be don
5. Use polite but direct language. Number them. Example: "1. It is recommended th
RECOMMENDATIONS the school allocates a budget to purchase 50 new fiction titles. 2. A student-led lib
committee should be established to improve the atmosphere."
Formal Closure. Use a standard formal sign-off. Example: "Report prepared by:
6. SIGN-OFF
[Your Name]" or "Respectfully submitted by: [Your Name]" on the left.
Language & Style (Do's and Don'ts)
Do This Don't Do This
Use formal vocabulary: "It is recommended that..." Use casual language: "I think you should
Use passive voice: "It was observed that..." Use active voice (too much): "I saw that
Use evidence: "The survey data indicates..." Use vague language: "Some people said
Be emotional: "The conditions were terrib
Be objective: "The conditions were found to be unsatisfactory."
and disgusting."
Use linking words: "Furthermore," "However," "Therefore," "In
Use contractions: "don't", "can't", "it's".
addition," "Nevertheless."
Sample Report
Prompt: Your headteacher wants to improve the school's recycling. You have been asked
to write a report on the current recycling practices and suggest improvements.
Title: Report on Current Recycling Practices at [School Name]
Introduction
The purpose of this report is to assess the effectiveness of the current recycling system at
[School Name] and to propose improvements. The findings are based on a two-week
observation period and a survey of 100 students and staff.
Findings
A. Current Recycling Facilities
Recycling bins are only located in the main school hall.
There are no separate bins for paper, plastic, or food waste.
Many bins are overflowing and often not emptied on time.
B. Awareness and Participation
A significant majority of students (80%) reported that they are unsure what can be recycled.
Teachers stated that there is no formal education on recycling procedures.
Observation revealed that most recyclable materials are thrown into general waste bins.
C. Challenges
Lack of clear signage on bins.
No designated student or staff team to manage the scheme.
Inconsistent collection by the waste disposal company.
Conclusions
In conclusion, the current recycling scheme is ineffective due to a lack of infrastructure, poor
signage, and low awareness among students and staff. The system is not being utilised to
its full potential.
Recommendations
1. It is recommended that the school purchases multiple, clearly labelled bins for paper,
plastic, and general waste, placing them in every classroom and common area.
2. A mandatory assembly should be held to educate students on correct recycling procedures.
3. A student "Green Team" should be established to monitor the bins and ensure they are
emptied correctly.
4. The school should contact the waste disposal company to arrange a more frequent
collection schedule.
Report prepared by:
[Your Name