Report Writing

What is a Report?

A report is a formal, factual document that presents findings, analysis, and recommendations on a specific topic or issue. Reports are used in schools, workplaces, organisations, and government.

Unlike essays, reports are not written as continuous flowing prose — they use headings, subheadings, bullet points, and numbered sections to make information easy to locate and understand. The language is formal, objective, and precise.

Key Terms

Term	Meaning
Scope	The range of topics the report covers
Objective language	Factual, impersonal writing that avoids personal opinion
Passive voice	Sentence structure where the subject receives the action
Findings	The results or information gathered
Recommendations	Suggested actions based on the findings

Structure of a Report

1. Title / Heading

Clear, specific, and informative: Report on Cafeteria Food Waste — March 2024

2. Introduction

• State the purpose: This report examines...
• Explain the scope: what is included and excluded
• Briefly outline the method (how information was gathered)

Example: This report was commissioned to investigate levels of food waste in the school cafeteria during February 2024. Data was collected through direct observation over two weeks and a survey of 120 students.

3. Findings / Main Body

Present your findings in logical, clearly headed sections:

• Each section covers one aspect of the topic
• Use bullet points and subheadings for clarity
• Include data, statistics, tables, and direct evidence
• Do not interpret here — present the facts objectively

4. Conclusion

Summarise the key findings and what they mean. Do NOT introduce new information here.

5. Recommendations

Suggest clear, actionable steps based on the findings:

• It is recommended that portion sizes be reduced on Wednesdays.
• The school should consider introducing a waste-tracking system.

6. References / Bibliography (where required)

List all sources consulted in the required citation format.

Language and Style

• Write in third person: It was found that... not I found that...
• Use formal, objective language — avoid opinions and emotive words
• Use passive voice where appropriate: Data was collected from...
• Be precise: use specific numbers and evidence (63% of students reported...)
• Use formal connectives: however, therefore, consequently, furthermore

Presenting Data

Data in reports should be presented visually where possible:

Format	Best used for
Table	Comparing multiple items across categories
Bar chart	Comparing quantities
Pie chart	Showing proportions of a whole
Line graph	Showing change over time
Bullet list	Summarising discrete findings

Always label charts and tables clearly and refer to them in the text: As shown in Figure 1,...

Worked Example

Weak introduction: In this report I am going to talk about how students use their phones at school. I think phones are a big problem.

Strong introduction: This report examines the use of mobile phones by students during school hours at Hillside Academy. Data was collected via an anonymous survey of 200 students in Years 9 to 11, conducted during November 2025. This report identifies patterns of use, the perceived impact on learning, and makes recommendations to inform the school current mobile phone policy.

The strong version uses third person, states purpose clearly, identifies method and sample, and sets scope without expressing opinion.

Common Mistakes

• Using first person: "I found that..." — switch to "The investigation found that..."
• Including opinions in the findings section: Save interpretation for the conclusion.
• No subheadings: Without clear headings, a report is very difficult to navigate.
• Vague language: "Many students..." — quantify with exact numbers or percentages.
• Putting recommendations in the wrong section: Recommendations come after the conclusion.

Tips and Tricks

• Plan the structure before you write — know what each section will cover.
• Use numbered sections (1, 2, 2.1, 2.2) for easy cross-referencing.
• Keep paragraphs in the findings section short and evidence-focused.
• Reread the introduction after finishing — it should accurately describe what the report covers.
• In exam report tasks, even if you have no real data, invent plausible figures — reports without data read as incomplete.