Writing a report is something we might find useful in an English speaking work context as well as being a type of written task we may have to do in an English exam.
The important thing to bear in mind about reports is that they are written for somebody else, so they must be clear and concise, and they will be divided in paragraphs or sections, each of which with its own heading/title.
The basic structure of a report will consist of:
title
introduction
sections
conclusion
In the introduction you must say what the aim of the report is. A standard phrase commonly used in the introduction is: The aim of this report is to assess…
In each section (or paragraph) we will deal with a specific aspect, and we must state its strengths (positive points) and weaknesses (negative points), and then make a recommendation for improvement. Each section or paragraph deals with a specific point and has its own heading or title.
For this reason, we must use a variety of expressions to refer to the strengths and weaknesses within a section:
As for / As regards / Regarding the layout of the office,…
As far as the layout of the office is concerned…
We must also be familiar with different expressions to make suggestions:
We suggest buying new computers.
We propose purchasing computers.
I strongly recommend buying computers.
It would be advisable to buy computers.
It would be far more preferable for each employee to have their own station.
Similarly, we must be well acquainted with linking words for generalizing:
Generally speaking,
In general,
The general view is that…
It is generally considered / thought that
Overall, the majority of employees…
We can start the conclusion by using one of these expressions:
To sum up… / To summarise…
In short… / In conclusion…
In the light of (this year’s experience)…
In my view, in the future, we should…
We should also pay attention to the following:
- Read the instructions in the task carefully.
- Use an appropriate professional style, avoiding informal expressions.
- Try not to exactly use the same words given in the information the report is based on.
- Try and use the passive to give your report a professional aura and to detach yourself from it.
Sample report:
A report on King James's Language School
Introduction
The aim of this report is to assess student satisfaction with the classes and facilities at King James's Language school, and to make suggestions for improvements.
Testing and registration of new students
Most students were satisfied with the testing process for new students. However, they complained about the long queues at registration. We believe it would be preferable either to have more staff available to deal with registrations, or to give students a specific day and time to register.
The classes
In general students rated the teachers very highly. Their main criticisms were of class sizes and the length of classes. As regards class sizes, most students think there should be no more than 12 students in a class. As for the duration of classes, they officially last an hour, but in practice they are usually only 45 minutes because of the students who arrive late. We propose that all students who arrive more than five minutes late should have to wait until the break to be admitted in the class.
The self-study centre
It is generally thought that the self-study centre, while useful, has two main disadvantages. There are not enough computers, and at peak times they are always occupied. Also the centre closes at 7 p.m., so students who come to the later classes cannot use the centre at all. We suggest buying more computers and extending the opening times until 9 p.m.
The cafeteria
The cafeteria was replaced last year by machines for drinks and snacks. Although it is true that people often had to wait to be served, most students preferred the cafeteria and would like it to be re-opened.
Conclusion
To sum up, the majority of students are extremely positive about the school, and feel that if the suggested changes are put into practice, it will be an even better place to study.
With information from First Certificate Expert, Longman, and New English File, Oxford University Press
