What Is a Report and Why Is It Important?

A report is a structured document that presents information, analysis, and recommendations on a specific topic. Unlike essays that argue a point of view, reports organise facts systematically to help readers understand a situation and make informed decisions.

Report writing is an essential skill for students across all levels — from school projects to IGCSE and A-Level examinations, university coursework, and professional life. Mastering report writing early gives you a significant advantage in academics and beyond.

In examinations like Cambridge IGCSE English, report writing frequently appears as a directed writing task. Understanding the correct format and structure can earn you top marks with confidence.

Types of Reports Students Need to Know

Academic Reports

These are written for school or university assignments. They typically involve research, data analysis, and presenting findings on a given topic. Examples include science lab reports, book reports, and research project reports.

Newspaper Reports

Newspaper-style reports present events factually, following the inverted pyramid structure — most important information first, followed by supporting details. These are commonly tested in IGCSE English examinations.

Business Reports

Though more relevant for A-Level Business Studies and university, business reports analyse company performance, market trends, or propose solutions to organisational problems.

Investigative Reports

These involve deeper research into a specific issue, gathering evidence from multiple sources, and presenting balanced findings. They often include interviews, surveys, or field observations.

Lab Reports

Common in science subjects, lab reports document experiments with sections for hypothesis, method, results, and conclusion. They follow a strict scientific format.

Step-by-Step Guide: How to Write a Report

Step 1: Understand the Brief

Before writing a single word, make sure you fully understand what is being asked:

• Who is the audience? A report for your headteacher differs from one for a newspaper
• What is the purpose? Are you informing, analysing, or recommending?
• What format is expected? Check whether you need headings, bullet points, or a specific structure
• What is the word count? Stay within the required length

For exam questions, underline key words in the prompt to ensure you address every requirement.

Step 2: Research and Gather Information

Effective reports are built on solid information:

• Primary sources: Surveys, interviews, observations, experiments
• Secondary sources: Books, articles, websites, official statistics
• Take organised notes: Group information by theme or section
• Verify facts: Cross-reference information from multiple sources

For exam-based report writing, your “research” comes from the stimulus material provided in the question. Read it carefully and extract all relevant points.

Step 3: Plan Your Structure

A well-organised report follows a clear structure. Create an outline before you start writing:

1. Title — Clear and descriptive
2. Introduction — Purpose and scope of the report
3. Main body — Organised under clear headings and subheadings
4. Conclusion — Summary of key findings
5. Recommendations — Suggested actions (if required)

Planning saves time and ensures you do not miss important sections.

Step 4: Write the Title

Your title should clearly indicate what the report is about:

• Good: “Report on Student Facilities at Greenwood International School”
• Poor: “My Report” or “School Report”

For formal reports, also include:

• Prepared by: Your name
• Prepared for: The intended reader
• Date: When the report was written

Step 5: Write the Introduction

The introduction sets the scene. It should include:

• Purpose: Why the report was written
• Scope: What the report covers (and what it does not)
• Method: How information was gathered (for longer reports)

Example:

This report examines the current state of sports facilities at Riverside Academy and proposes improvements based on a survey of 200 students conducted in January 2026. The report focuses on indoor and outdoor facilities and does not cover equipment budgets.

Step 6: Write the Main Body

This is the core of your report. Organise it under clear headings and subheadings:

Use Headings Effectively

Each section should cover one main topic. Use descriptive headings that tell the reader exactly what to expect:

• ✅ “Current State of the School Library”
• ❌ “Section 2”

Present Facts, Not Opinions

Reports should be objective. Present evidence and let the facts speak:

• ✅ “78% of students reported that the library closes too early”
• ❌ “I think the library should stay open longer”

Use Data and Evidence

Support every point with evidence:

• Statistics from surveys
• Quotes from interviews
• Observations from site visits
• Comparisons with benchmarks or standards

Employ Bullet Points and Lists

When presenting multiple related points, use bullet points for clarity:

• Improves readability
• Highlights key information
• Makes the report easier to scan

Step 7: Write the Conclusion

The conclusion summarises the main findings without introducing new information:

Example:

In conclusion, the survey reveals significant dissatisfaction with current sports facilities. The gymnasium is overcrowded during peak hours, the running track requires resurfacing, and students overwhelmingly desire a swimming pool. Addressing these issues would improve student wellbeing and participation in physical activities.

Step 8: Write Recommendations

If the brief asks for recommendations, present them as clear, actionable points:

1. Extend gymnasium opening hours to 7:00 AM–8:00 PM on weekdays
2. Allocate £15,000 from the annual budget for running track repairs
3. Conduct a feasibility study for a school swimming pool by March 2026
4. Survey students termly to track satisfaction with facilities

Number your recommendations for easy reference.

Step 9: Review and Edit

Before submitting, check your report for:

• Accuracy: Are all facts correct?
• Clarity: Can the reader understand every point?
• Structure: Does the report flow logically?
• Grammar and spelling: Proofread carefully
• Format: Are headings, numbering, and spacing consistent?
• Word count: Are you within the required range?

Report Writing Format Template

Here is a universal template you can adapt for any report:

REPORT ON [TOPIC]

Prepared by: [Your Name]
Prepared for: [Recipient]
Date: [Date]

1. INTRODUCTION
   [State the purpose, scope, and methodology]

2. FINDINGS
   2.1 [First Main Topic]
       [Evidence and details]
   
   2.2 [Second Main Topic]
       [Evidence and details]
   
   2.3 [Third Main Topic]
       [Evidence and details]

3. CONCLUSION
   [Summarise key findings]

4. RECOMMENDATIONS
   [Numbered list of suggested actions]

Report Writing Examples for Students

Example 1: School Facilities Report (IGCSE Level)

REPORT ON CANTEEN FACILITIES AT PARKVIEW INTERNATIONAL SCHOOL

Prepared by: Sarah Chen, Head Prefect Prepared for: Mr David Williams, Principal Date: 15 February 2026

1. Introduction

This report has been prepared at the request of the Principal to assess student satisfaction with the school canteen. The findings are based on a survey of 350 students across Years 7–11, conducted during the first week of February 2026.

2. Findings

2.1 Food Quality and Variety

The survey revealed that 62% of students rate the food quality as “average” or “below average.” The most common complaints are:

• Limited vegetarian and halal options
• Repetitive weekly menu with little seasonal variation
• Fruit and salad options frequently running out before the end of lunch break

2.2 Pricing

A significant 71% of students consider canteen prices too high. A standard lunch costs between $5.50 and $7.00, while similar meals at nearby cafés average $4.50. Students from lower-income families report regularly skipping lunch due to cost.

2.3 Seating and Space

The canteen has 120 seats serving a student body of 800. During peak lunch hour (12:30–1:00 PM), all seats are occupied, and approximately 80 students are forced to eat standing or outside, regardless of weather.

2.4 Hygiene and Cleanliness

Hygiene standards received the most positive feedback, with 85% of students rating cleanliness as “good” or “excellent.” The cleaning team’s visible efforts during lunch breaks were frequently mentioned.

3. Conclusion

While hygiene standards are commendable, there is clear room for improvement in food variety, pricing, and seating capacity. The canteen is not adequately meeting the needs of our growing student body.

4. Recommendations

1. Introduce a rotating monthly menu with dedicated vegetarian, halal, and allergy-friendly options
2. Negotiate with the catering provider to reduce standard lunch prices to $4.50–$5.50
3. Install an additional 40 seats by converting the adjacent unused classroom
4. Stagger lunch breaks by year group to reduce overcrowding
5. Establish a Student Canteen Committee to provide ongoing feedback

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Example 2: Newspaper Report (IGCSE English)

LOCAL SCHOOL WINS NATIONAL SCIENCE COMPETITION

By Staff Reporter — 20 February 2026

Westfield Academy has won first place at the National Young Scientists Competition held at the Convention Centre last Saturday, beating 45 other schools from across the country.

The winning team — comprising Year 10 students Amir Hassan, Priya Sharma, and James O’Brien — impressed judges with their project on using biodegradable materials to filter microplastics from water. Their prototype filter, built from coconut husks and recycled cotton, removed 94% of microplastics in laboratory tests.

“We spent six months developing and testing the filter,” said Amir Hassan, the team leader. “Our teacher, Mrs Patterson, encouraged us to think about real-world environmental problems, and microplastic pollution seemed like something we could actually help solve.”

Head of Science Mrs Rachel Patterson described the victory as “a testament to the students’ dedication and creativity.” The school’s science department has invested heavily in practical project work over the past three years, with this award representing the culmination of those efforts.

The team will now represent the country at the International Science Olympiad in Geneva this July. Westfield Academy’s principal, Dr Kenneth Moore, confirmed the school will fully fund the team’s travel expenses.

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Example 3: Event Report (Formal)

REPORT ON THE ANNUAL INTER-HOUSE SPORTS DAY 2026

Prepared by: Athletics Committee Prepared for: School Management Board Date: 22 February 2026

1. Introduction

This report provides an overview of the Annual Inter-House Sports Day held on 18 February 2026 at the school’s main sports grounds. The event involved all four houses and approximately 600 student participants.

2. Event Summary

2.1 Participation

Total student participation increased by 15% compared to 2025, with 600 students competing across 24 events. Notable increases were seen in girls’ participation (+22%) and Year 7 participation (+30%).

2.2 Results

Phoenix House won the overall championship with 287 points, followed by Dragon House (264), Griffin House (251), and Falcon House (238). Three school records were broken:

• 100m sprint (boys): 11.2 seconds by Marcus Thompson (Year 11)
• High jump (girls): 1.58m by Fatima Al-Rashid (Year 10)
• 4x100m relay (mixed): 48.7 seconds by Phoenix House

2.3 Organisation and Safety

The event ran according to schedule with no significant delays. Two minor injuries (a sprained ankle and a grazed knee) were treated by the on-site first aid team. Parent and community attendance was estimated at 400 people.

3. Conclusion

Sports Day 2026 was a significant success, with increased participation, strong competitive standards, and smooth organisation. The growth in girls’ participation is particularly encouraging.

4. Recommendations

1. Expand the event to include para-athletic categories in 2027
2. Introduce an opening ceremony to build house spirit
3. Increase first aid team from 4 to 6 members
4. Provide shaded spectator seating for parents and guests

Common Report Writing Mistakes to Avoid

Using First Person

Reports should generally be written in the third person. Avoid “I think” or “in my opinion” — instead, let the evidence speak for itself.

Mixing Facts and Opinions

Keep the findings section strictly factual. Save your interpretations and suggestions for the conclusion and recommendations sections.

Poor Organisation

A report without clear headings and logical structure loses marks immediately. Always plan your sections before writing.

Ignoring the Audience

A report to your school principal should use formal language. A report for a student newsletter can be slightly less formal. Always match your tone to your audience.

Forgetting Recommendations

If the brief asks for recommendations, omitting them means you have not completed the task. Always check the requirements.

Being Too Vague

Replace vague statements with specific evidence:

• ❌ “Many students are unhappy”
• ✅ “67% of surveyed students expressed dissatisfaction”

Report Writing Tips for Exam Success

For IGCSE English

• Read the question carefully — note who the report is for and what it should cover
• Use a clear format with a title, headings, and numbered sections
• Include a brief introduction and conclusion
• Use formal register throughout
• Aim for 350–450 words for directed writing tasks
• Allocate about 5 minutes for planning

For A-Level Subjects

• Reports are often longer and require more detailed analysis
• Include data, charts, or tables where appropriate
• Reference your sources clearly
• Use appendices for supporting material
• Follow any specific formatting guidelines from the mark scheme

For IB Students

• Written tasks in IB English may require report-style writing
• Focus on purpose, audience, and register
• Use the assessment criteria to guide your structure
• Balance factual reporting with analytical depth

Practice Makes Perfect

Report writing improves dramatically with practice. Here are some exercises to sharpen your skills:

1. School improvement: Write a report on one aspect of your school that could be improved
2. Event report: Write a report on a recent school event you attended
3. News report: Convert a story from your local news into a formal newspaper report
4. Survey report: Conduct a small survey among classmates and present the findings in report format
5. Comparison report: Compare two options (e.g., two holiday destinations, two phone models) using report structure

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