How to Write a Report

What is are reports?

• Reports are documents that are used for getting and receiving factual information.

• They are presented formally in writing.• The main purpose of a report is to

provide the information needed for decisions to be made and actions to be taken.

Checklist for writing effective reports

• Use formal language• Keep to the correct format and structure• Keep to the facts• Make sure your meaning is clear• Use correct grammar, spelling and

punctuation

Example reports

• SBL Ofsted Report• Tesco Annual ReportThese are quite long but you will get the idea. Previous exam questions have required candidates to write reports on:• Their local community sports facilities• Extra-curricular opportunities at their school• Transport services for teenagers in their local

area

The basic formula

• Heading and title (what are you reporting on)• Introduction (the Ofsted report has a good

example of an introduction)• Findings (these will most likely contain facts,

statistics, impersonal language. It will not use ‘I’ – it will use ‘this report…. ‘ )

• Conclusions and recommendations

Heading and Title

• Be specific and formal

• Eg: Report on holiday arrangements for the forthcoming year 2013

Introduction

• The purpose of the report and who it is being prepared for

• Eg: this report summarises the plans for holiday arrangements for the forthcoming year 2013 for A & C Services Ltd. It was requested by Alison Collins following the meeting on 21st May 2012.

Findings/Outcomes

• This is the main body of the document. Here you will give the significant information that needs to be transferred to the reader of the report.

• This should include WHAT, WHY, HOW, WHO, WHEN, WHERE

• This is the longest part of the report and should include sub-headings and numbers/stats etc.

• Don’t give away personal opinions and avoid words like I/We/You

Conclusions and recommendations

• This is the part that rounds everything off and sums everthing up – don’t introduce new facts here.

• Give recommendations and outline action to be taken

• Add a signature, name and date to the report