Writing: A Report

A report is a formal document prepared by one person or a group of people who have been studying a particular subject. There are two basic kinds of reports:

·                     The first simply provides information on a topic and gives a brief conclusion or summary at the end. Example: a report on the educational system in a particular country, written to help someone research the subject.

·                     The second sets out to identify strengths and weaknesses in a particular situation and make recommendations for improvement. Example: a report on the library facilities in a college written at the request of the principal.

Language and register

Reports are the most impersonal kind of writing and it is usually best to avoid expressing personal opinions or feelings, except, perhaps, in the conclusion. Instead of I think that … or I found that… for example, you can use the impersonal “It” construction and a passive, eg It seems that… It was found that …

It is also advisable to avoid making very definite statements unless you’re absolutely sure they’re true. Instead of saying It is for example, you can use a modal verb eg It could/may/might be or a more tentative expression such as It seems to be or It tends to be.

Useful language

You have to make sure that your language is formal.

 

Introduction

- The aim of this report is to…

- This report is intended to…

Reporting results

- Most people seem to feel that...

- Several people said/told me/suggested/thought that…

Presenting a list

- They gave/suggested the following reasons:

- They made the following points: 1… 2 …

Making recommendations

- I would therefore recommend (that we expand the library/installing a new coffee machine)

- It would seem that (banning mobile phones) is the best idea.

Here is a typical task:

Write a report suggesting improvements to classes at Today School.

Look at a student’s answer to the question.

Introduction The aim of this report is to compare different ideas to make classes in Today School more enjoyable for students while learning at the same time. A large number of students were interviewed to find out differing opinions.  Classroom Activities Some of the students suggested using more videos and songs during the classes and some even mentioned that parties with alcohol would be a good idea. A few of them gave reasons why they preferred these activities: §  Pop music and films are  interesting and topical §  Alcohol makes people relax and talk more. Outside  Class The majority of students mentioned that homework should be reduced drasticallywhereas others expressed a preference for doing excursions in English, giving the following reasons: §  Too much homework makes students stressed. §  Excursions are a fun way of putting into practice what is learnt. Recommendations Some of the ideas have benefits, however, suggestions to allow alcohol and reduce homework should beimmediately discarded. On the other hand, it is felt the majority of students would take advantage of more pop videos and excursions andso these suggestions are recommendable.

Other useful language for a report:

§  This report is intended to… §  Many of those interviewed stated that…. §  Others pointed out that…. §  Several people thought that.. §  Whilst, …

§  Another option that was mentioned was… §  Both/All the ideas seemed interesting but…. §  Taking all the points into consideration…. §  On balance then, I feel that…. §  Without a doubt the first option was…