How to write a report
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This document provides guidance on how to write a report. It discusses the definition, structure, and key components of a report including the introduction, body, and conclusion. The introduction should state the purpose and scope. The body should present information logically under headings and include facts, data, and details. The conclusion should summarize the main points and provide recommendations if applicable. Effective headings, in-text references, and a formal tone are also recommended.
How to write a report
- 1. How to write a report Mª Ascensión Villalba Varona – avillalba@varonas.com
- 2. 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.
- 3. STRUCTURE OF A REPORT Introduction The purpose of this report is to…. BODY Subheading (2) Give the relevant facts – Report results and justify them – You can use a list Subheading (3) Subheading (4) Conclusion Make your recommendations and conclusion
- 4. 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.
- 5. 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.
- 6. 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 headings Informative headings Consumption patterns Changes in water consumption patterns Survey results Turning movement survey results Overview Overview of the organisation Management Management style and method Headings: Same or similar grammar forms Heading Example Grammar Used What is our management style? Question How we communicate Noun clause exercise
- 7. 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.
- 8. Introduction • This report is intended to • The objective/aim of this report is to.. • A number of ... were interviewed... • A survey was carried out among ..... • This report is based on a survey of ....... • People between the ages of ... Reporting results • Many of those interviewed stated that.... • Others pointed out that.... • Several people thought that.. • Many people complained, suggested, recommended • Another option that was mentioned was... • The majority of students mentioned that .....whereas others expressed… Presenting a list • The following items should be taken into account: • Some people gave the following reasons: • They made the following points: Presenting conclusions • Both/All the ideas seemed interesting but.... • Taking all the points into consideration... • Some of the ideas have benefits, • In the light of the above, • All things considered, Making recommendations • Therefore, I would recommend saving money on those devices, ... • It is highly recommended -ing / you + subjunctive: It’s highly recommended finishing the school in June / It’s highly recommended schools be opened until the end of June. • It would be advisable... • On balance then, I feel that.... • Without a doubt the first option was... • It would seem that... is the best idea. • It would be a good idea to… • Taking all the factors into account… • I should therefore recommend… Justifying • Because… • The reason is… • The reason I believe that is… • The facts suggest… • The evidence shows… • Taking into account what I have seen… • Though there are opinions at odds with this view, I would say… • There are many facts in favour of my opinion. One such fact is… • From my own personal experience, I am lead to believe…
- 9. 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.
- 10. 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.
- 11. 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
- 12. Mª Ascensión Villalba Varona – avillalba@varonas.com