HOW TO WRITE A REPORT

This summary is focused on explaining how to write a report.

What candidates need to understand is that the evaluation in the initial stages is very superficial. The
ORGANISATION and STRUCTURE of a text is essential. IF IT DOESN´T LOOK LIKE A REPORT, IT
WON´T PASS! A report is a factual document that is written with the use of prompt material. It should be
concise and to the point. There is some margin for you to include your own opinion but through
recommendations.

IN THE REPORT YOU MUST INCLUDE THE FOLLOWING:

 state the purpose of the report
 headings for each point made
 use a formal and impersonal style

Content focuses on how well the candidate has fulfilled the task, in other words if they have done what they
were asked to do. DO NOT INCLUDE IRRELEVANT INFORMATION. YOU SHOULD ANSWER THE
POINTS IN THE TASK TO THE BEST OF YOUR ABILITY. FOCUS ON WHAT THEY ASK YOU TO DO.
Communicative Achievement focuses on how appropriate the writing is for the task and whether the
candidate has used the appropriate register. YOU MUST USE APPROPRIATE LANGUAGE WHETHER IT
BE FORMAL OR INFORMAL. EACH TYPE OF TEXT HAS ITS OWN REQUIREMENTS.
Organisation focuses on the way the candidate puts together the piece of writing, in other words if it is logical
and ordered. THE TEXT MUST BE EASY TO FOLLOW BUT ALSO INCLUDE COMPLEX
GRAMMATICAL STRUCTURES AND VOCABULARY. DO NOT OVER COMPLICATE THE TEXT!
THE USE OF ADEQUATE COHESIVE DEVICES IS ESSENTIAL.
Language focuses on vocabulary and grammar. This includes the range of language as well as how accurate it
is. CANDIDATES MUST BE ADVENTUROUS WITH THEIR LANGUAGE USE AND USE SEVERAL
COMPLEX GRAMMAR STRUCTURE (passives, inversions, cleft sentences, conditionals, modal verbs,
relative clauses etc.) TO GET A GOOD GRADE WITH REGARDS TO VOCABULARY YOU SHOULD
TRY TO INCORPORATE IDIOMS.

Structure of the text:

A report should be concise and easy to understand. NEVER INCLUDE UNNECESSARY INFORMATION!
You must include a title, headings and also make sure that you answer the points in the question.
Include the following:
 Title
 introduction
 headings (the three points in the question)
 content
 recommendations
 conclusion

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 imporve their facilities, teaching methods and resources.
Write your report in 220-260 words in an appropriate style.

Example answer:
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´s 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.
Recommendations
Taking all of the factors of this report into account, the best plan of action would be to increase funding to
ensure progress. What is more than just money, it is essential that this funding gets to where it is most needed. I
would suggest teacher training and resources to be the priority.

Useful phrases:
Making recommendations
 It would be a good idea to…
 Would it not be better to…
 Taking all of the factors into account…
 What about… ?
 I should therefore recommend…
 How about… ?
 Should we not… ?
 Let´s…
 Why not… ?

Justifying
 because…
 the reason is…
 the reason I believe that is…
 the facts suggest…
 the evidence shows…
 taking into account what I have seen…
You can justify your opinion more effectively by being more specific. Try some intermediate (B2) phrases like
these:
 The first reason I believe this is…
 The main reason I feel this way is…
 There are several reasons I believe this. The first is…
When you are not completely certain, you can try one of these more advanced (C1) English phrases:
  I do not have any special reason for believing this. It just seems right to me that…
 I could be wrong as I have no special reason for believing this. I just feel this is right as…
 I am not sure why I feel this way but I have reason to believe…
When you ARE certain, try one of these phrases:
  There is a lot of evidence to support my point of view. For example…
 There are many facts in favour of my opinion. One such fact is…
 From my own personal experience, I am lead to believe…