Writing skills text types
Writing a report
Overview
The purpose of a report is often to present relevant information in an ordered way and to make carefully considered suggestions based on that
information. Reports are usually a mixture of fact and opinion, reflecting on key facts and details to offer suggestions to the reader. Reports can also
be used to offer an objective view of a situation, proposing alternatives for the reader to consider. For example, reports in a workplace might include
statistics to support different plans for the future of the business so that people can decide on the best option. The audience of a report is often
someone in charge, for example a teacher, or an employer, so the language and tone of a report tends to be more formal.
Tips for writing a report
Language – think about:
The audience that the report is for – are you writing this report for one reader, or for a group of people such as the organisers of an event?
The impression you want your reader to have of you – usually a report should be impersonal and relatively formal since you are writing to
someone who is in charge. You would not normally use slang or contractions ( such as don’t or can’t) .It is usually best to avoid attempts at humour
or sarcasm.
The purpose for the report – you may have been asked to make suggestions or recommendations in your report based on personal experience, or
to offer an overview of a more complex situation. Try to include a range of topic related vocabulary used appropriately.
How to reassure your reader that your report is going to be useful – imagine if your report was full of emotive words and personal appeals
based on your own viewpoint, your reader might not be convinced that you were offering them an objective and accurate evaluation. For your
report to be effective you will need to sound calm and polite.
Organisation:
Identify and group the key information, facts and details your report needs to include before you start writing – the structure of a report is
usually in three parts. For example:
1. An overview – briefly introduce the topic of the report and the key areas you will consider. Your reader should be able to understand what you
will be writing about and why by just reading this section.
2. A middle – develop and support the relevant facts and opinions about the topic that you or others have noticed.
3. An end – offer a brief summary of your suggestions, recommendations or solutions. Here you might like to include any new points you think
should be considered in the future.
Organise different aspects of the report into paragraphs as appropriate – this will help you to explain, develop and support your points.
Help your reader to locate the information they need more easily – a report should be well-organised and clear. Reports often use headings to
show the reader what information can be found in each section. Sometimes bullet points might also be used to highlight key information to the
reader. Do not overdo these, but a precise, short, bulleted list can help to draw your reader’s attention to the key points you are making.
Connect the points you are making logically – for example, where you are offering suggestions based on points you made earlier you might use
a linking word or phrase such as ‘in conclusion’, ‘as a consequence’ or ‘finally’.
Example of a report
Example of a report
Resource
Writing a report
About us Useful links
What we do Resource centre
Contact us Find a Cambridge school
Communications toolkit
Recognition search
Our social media channels
© 2023 Cambridge University Press & Assessment
Sitemap ISO 9001 Certificate Privacy and legal
Back to top
