Name: ____________________ Class: ______ No.

: ___ Date: __________________

Form Four English Language – Composition #4
Writing Proposal Letters, Recommendation Reports and Proposals

Part A: General Remarks

The emphasis for proposal letters, recommendation reports and proposals is on facts, and
the presentation should be logical and objective. While you might use a good measure of
emotional appeal in a proposal letter, you should not do so in a recommendation report or a
proposal, where an objective tone and register should be adopted.

The three text types usually involve these four ways of paragraph development:
‘cause-and-effect’; ‘problem-and-solution’; ‘exposition’ and ‘exemplification’.

Part B (i): Sample Writing – A Proposal Letter

Source: adapted from Developing Writing Skills: Volume 1, pp.85-89

You are the Chairman of the Green Club in your school. The principal of your school has asked
your club to consider organising an Earth Day campaign to increase students’ awareness of
environmental conservation. Write a letter of reply to the principal.

In your letter,
* state the objective(s) of the Earth Day campaign;
* suggest two activities that could be held to promote environmental awareness and justify
your suggestions;
* suggest two effective ways to promote the campaign.

Write the letter.

 Text Notes
Dear Mr. Chan,

Proposed Activities for Earth Day

reply letter: say thank
On behalf of the Green Club, I would like to thank you for giving our you first
club members the opportunity to share our ideas and thoughts on
how to support a good cause that is important for saving our Earth. support a worthy
cause
The Green Club would be very keen to launch an Earth Day
campaign since Green Day aims to raise people’s awareness of the 2nd conditional; not
need to protect and conserve our environment and motivate them real yet; polite
into positive action that will stop any further pollution of our planet.
Its aims are exactly the same as our club’s. An Earth Day campaign
held on our school grounds would therefore make both our teachers
and students more aware of the importance of environmental
protection while at the same time helping them translate their
heightened awareness into action, resulting in a change in behavior
conducive to our local environment.
helpful to
To fulfil these objectives, we would like to propose two interesting
activities. aim => objectives

First, we propose that students and teachers engage in an activity

called Earth Day Challenges on Earth Day, i.e. on Thursday, 22 April
2021. There will be various challenges that aim to promote a green
culture on campus. For example, students who live within walking would be: first time
distance of the school could walk to school instead of taking a bus. the proposed activity
Students who are used to buying takeaway food in styrofoam/ foam is mentioned
rubber lunch boxes could instead bring their own lunch packed in a
reusable container. Teachers and students could turn off the
air-conditioners in staff rooms and classrooms and put on the fans foster/ nurture/
for a change. These simple ‘challenges’ will instil (UK)/ instill (US) in cultivate/ instil/
everyone the awareness that going green is not a herculean task but inculcate sth in sb// in
something that is easily achievable and worthy to be continued and sb sth
supported.
arduous: difficult
Secondly, we could hold a swap session, where everyone brings one
old but still serviceable item to school. These items could be
deposited in a designated area, where they will be first screened and
sorted by our club members. We will subsequently arrange them
into an attractive display in the school hall, where students and
teachers can then browse the collection and pick whatever that
catches their fancy. To ensure that students do not abuse this
opportunity by disposing of a bulky article they find unwanted at

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home, there will be restrictions on the item’s size. I am sure that this
activity will get both students and teachers to think twice before
they decide to discard or purchase anything.

There is no question that extensive publicity is the key to success of

the Earth Day campaign. A good time for the necessary promotion
would be early March, i.e. about one month before Earth day in
April. First, promotional posters designed by our society will be put
up around the campus while soft copies of them will be emailed to
both teachers and students. Second, a fun competition which
involves classes decking out their classroom rubbish bin with a green
message could be held. This would be an effective publicity tool, simplification of
adding a fun element to this campaign. tenses

I am confident that if organized well, the Earth Day campaign this

year will be a fun-filled, educational event, where everyone will take
away important lessons about environmental protection and
conservation, together with an increased sense of responsibility for
taking care of our Mother Earth.

I sincerely hope that the school will favourably consider our

proposal for the Earth Day campaign.

Yours sincerely,
Chris Wong a mark penalty for any
Chris Wong other name
Chairman, Green Club

Part B (ii): Useful Words and Phrases for the Introduction of a Proposal Letter
Source: Developing Situational Writing Skills: Volume 2, pp 91-92

* As requested/ instructed by (whom), I am pleased to put up/ put forward this proposal
(for sth).
(put up a proposal/argument/case etc = to explain a suggestion or idea so that other people
can think about it or discuss it.
put something forward, put forward something = to submit a plan, proposal, or theory for
consideration.)
* I have gathered some feedback from (students) regarding (an issue) and I propose that
the school should…

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* I have canvassed students’ opinions about/ concerning/ regarding (an issue) and I
propose…
* As Chairman of the Sports Club, I am delighted to present to you this proposal (for sth/
regarding sth)…
* On behalf of the Sports Club, I would first like to thank you for the opportunity to share
with you some of our ideas concerning…/ … for the upcoming English Fun Day…
* In response to your invitation for the SA affiliated clubs to offer some solutions to the
problem of…, I am pleased on behalf of the … Club to propose that…/… present to
you these ideas…

Part B (iii): Useful Words and Phrases for the Conclusion of a Proposal Letter
Source: Developing Situational Writing Skills: Volume 2, pp 93-94

* In conclusion, I would like to reiterate/ recapitulate (recap) the benefits that this
(programme) will bring… (Use some noun phrases, not long clauses, to summarise the
benefits.)
* I am confident that this (activity) will bring numerous (health and social) benefits. I hope
that (you) will approve/ endorse (= approve & sign) the (proposal).
* Should our proposal be approved, I assure you/ I promise/ I promise you that my club
members will…
* We hope that you will favourably consider our proposal/ our proposal will be favourably
considered.
* Once again, on behalf of the … Club, I hope that you will accept our suggestions…
* I hope that you will concur with (= agree with) our (suggestions…)/ (proposal that…)

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 Part F: Useful Vocabulary for Writing a Report/ Proposal
Source: https://www.coursehero.com/file/45785617/CAE-Writing-useful-languagedoc/

Introduction Generalising
- The main purpose/aim of (this report) is - On the whole,…
to outline/ present / discuss / examine / - In general,…
evaluate…
- This report outlines/ examines,…
- This report is based on…
Making Recommendations
- It is clear from customer feedback - A (more spacious area) would be a possible
(uncountable) that… solution to + gerund/ noun / … would be an
- With regard to…, the general view seems effective way to (do)…
to be…
- In the light of (this year’s experience),… - In light of the above, we believe the
- Perhaps the most effective way of… following measures should be adopted…
- If the ______ is to (attract more - In the short/long term, we suggest you
customers), it is vital that… should consider…
- It would be a feasible idea/ viable option - My recommendations are as follows:
to… - In my view, in future, we should…
- It is (therefore) believed / obvious - To improve the situation, we recommend…
that…would be ideal for… - It is recommended that…
- It would (not) be advisable / practical/
desirable to…
- We suggest/propose that…// doing…
Concluding
- To sum up/ To conclude,…
- I hope that the plan outlined/presented in this report meets with your approval…
- I hope that you/ the school will favourably consider the recommendations outlined/
presented in this report./ … that the recommendations outlined in this report will receive
your serious consideration.
- It is hoped/ The committee members of the Sports Club hope that you will favourably
considered the recommendations outlined in this report.
Style
- Do not use contractions.
- Use passive forms where necessary.
- Use these formal words: like such as/ , for example, / kids children

a lot (of) many / a large number of + countable noun

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 a lot (of) much / a great amount of / a great deal of + uncountable

a lot (intensity) very much / significantly / dramatically

- Avoid using the word things/ something, etc. Use a more specific word (e.g. problems,
situation, solutions, issues, and so on).

Emphasising
- I would like to stress/ emphasis that the research is still at an early stage.
- It should be noted that there are a number of alternative methods available.
- It is worth noting/ mentioning// It is worthy of note/ mention that 90% of the scientists
researching herbicides in the US are employed by chemical companies.
- Factors such as temperature and acidity play a crucial/ vital role in determining how well the
process works.
- It is essential that the work is carried out as soon as possible.
- The climate is much colder, especially in the far north.

Part G: Modal Verbs as Hedges

Source: Developing Situational Writing Skills: Volume 1, pp 113-114

Modal Verbs
Might Could Would May Can Will
nd st
(2 conditional tense for unreal events) (1 conditional tense for a probable,
hypothetical events)
The new sports centre The new sports centre
would/ will (100% certain)/
might= could may (70% certain)/
provide more recreational amenities for local can (theoretically possible)
residents. provide more recreational amenities for local
residents.
Uses & Meaning: Uses & Meaning:
* cautious/ very careful in tone * assertive in tone
* tentative statements * If you are certain that what is proposed or
* This technique is called ‘hedging’, i.e. stated will happen, based on general
avoiding making a definite statement. observations and experience, you may use
the more assertive modal verb forms.
You may use only the second conditional tense throughout your proposal; however, your
proposal might then look unconvincing, too speculative and hardly persuasive.

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It is legitimate to use the first conditional tense in some of the suggestions, especially those well
supported with reasons. By so doing, you will increase the persuasiveness of your proposed
ideas.

Part H: Grammar Focus – Important Verb Patterns

Study these verb patterns and use them correctly in your writing.

Table 1
Verb + gerund + obj + to do that you should (that) you (should) do sth
(common) (common) do sth (formal) (Subjunctive Pattern)
(a bit more formal)
I advise studying
hard.
… him to that he should …(that) he study hard.
I recommend studying
study hard. study hard. (NOT ‘studies’ if
hard.
subjunctive mood is used)
I require --

I demand -- --
that he should …(that) he study hard.
I suggest studying --
study hard. (NOT ‘studies’ if
hard.
subjunctive mood is used)
I propose studying -- BR: … that he study hard.
hard. US: … he study hard.
also correct: …(that) he
studies hard.

WRONG: I demand/ suggest/ propose him to work hard. X

CORRECT: I demand/ suggest/ propose (that) he (should) work hard.

The policeman demanded to see (referring to the same subject) what was inside my
suitcase.

Table 2
Active Passive
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I advised him to work hard. He was advised to work hard.
I recommended him to work hard. He was recommended to work hard.
WRONG: He was suggested to work hard.
WRONG: He was proposed to work hard.

Table 3
Subjunctive Clauses
Subjunctive clauses are often used in report and proposal writing. Follow the examples in the
first row, and complete the sentences below.

Subject Verb Passive Subjunctive Clause Passive Subjunctive Clause

(modal verb omitted)
The doctor advised that the medication should (that) the medication be
be taken regularly. taken regularly
The suggested that exercise (U) should be exercise be done regularly./
physiotherapist done regularly./ stretching exercises be
proposed
1-8 that stretching exercises (C) done regularly.
recommended should be done regularly.

The school requires that the full school uniform the full school uniform be
9-17 should be worn during the worn during the exams.
exams.

The customs demanded that every suitcase/ piece every piece of luggage be
officer of luggage should be checked thoroughly.
17-25 checked thoroughly.

The referee decided/ that the player should be the player be sent off.
26-31 resolved (fml) sent off.

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 Table 4
It is/ was/ etc. (advised, etc.) that + S + V
This formal verb pattern is often used in minutes, reports and proposals. It is used especially
when you want to report a collective decision, recommendation, etc. without mentioning the
names of persons who offer(ed) the advice, suggestion, etc..
(for Paper 3 B2)

It was/ is/ advised that the patient should take the medication regularly.
etc.
suggested (that) the patient take the medication regularly.
(NOT ‘takes’ if subjunctive mood is used)
proposed that the medication should be taken regularly.
recommended (that) the medication be taken regularly.
decided
resolved

Part I: Composition Questions

Write a composition between 350 and 400 words on one of the following three topics. You
should use headings, divisions and numbering for a recommendation report/ proposal.

Question 1 – 2015 II Q2
A Proposal Letter
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Learning English Through Sports Communication
A number of your classmates have expressed their disappointment about physical education (PE)
lessons at school, saying that the lessons are not interesting. As the chairperson of the Class
Association, you have decided to report your classmates’ opinions about this to your principal,
Ms Chan.

Write a letter to Ms Chan explaining why your classmates are unhappy about existing PE lessons.
You should then suggest two new activities that could be introduced in future PE lessons and
explain why students would prefer such activities.

Ideas and Useful Vocabulary

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Question 2 – 2017 II Q7
A Recommendation Report
Learning English Through Social Issues
You are working on a project entitled ‘Hong Kong’s NEETs’. NEETs are young people who are not
in education, employment or training. Many of these young people spend their time at home
playing video games or surfing the Internet.
Write a report to explain why the number of NEETs in Hong Kong is rising and suggest what can
be done to help this group of young people. Give reasons to support your suggestions.

Ideas and Useful Vocabulary

Question 3 – 2016 II Q7
A Proposal
Learning English Through Popular Culture
The Hong Kong Youth Association is organizing a Youth Festival to showcase popular youth
trends in Hong Kong. Write a proposal for the Festival suggesting one or two popular trends with
young people. You should explain how you would present these trends at the festival and justify
the way you present your ideas.
The focus is not on the reasons; describe the trends and how they would be presented.

Ideas and Useful Vocabulary

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