Report writing is a common directed writing task in IGCSE English and in Singapore secondary exams. A report presents facts and findings in a clear, structured way—for example, a report on a school trip, an event, or an investigation. This guide explains the report writing format, the structure to use, gives examples and report writing samples, and covers common mistakes so you can write full-mark reports in exams.

What is a report?

A report is a formal piece of writing that gives information about something that happened or was observed (e.g. a visit, a survey, an incident). It is usually written for a specific reader (e.g. principal, teacher, or committee) and should be objective, clear, and organised. In IGCSE and Singapore exams, you might be asked to write a report as a student, a prefect, or a club member, so you must use the correct format and formal tone. Reports are different from notices (which are short announcements) and from letters (which have a different layout); the report writing format uses a title, by line, date, introduction, body with sections, and conclusion, often with subheadings.

Report writing format: structure

The report writing format usually follows this structure:

1. Title – A clear title that states what the report is about (e.g. “Report on the Science Fair 2026”).
2. By line / Reporter – Who wrote the report and their role (e.g. “By John Lim, Student Reporter”).
3. Date – The date of the report.
4. Introduction – One short paragraph that says what the report is about, when and where the event or activity took place, and why the report was written (e.g. to inform the principal).
5. Body – Two or more paragraphs or sections with subheadings. Each section covers one aspect (e.g. “Preparation”, “Activities”, “Conclusion”). Use facts and details (what happened, who was involved, what was achieved). You can use bullet points or short paragraphs.
6. Conclusion – A short paragraph that summarises the main points and may include a recommendation or suggestion (e.g. “The event was successful; we recommend holding it again next year.”).

Tone and language

Reports are formal and neutral. Use third person (e.g. “The event was attended by…”) or first person only if the question asks for a personal report (“I observed…”). Avoid slang, exclamation marks, or emotional language. Use past tense for events that have already happened. Keep sentences clear and concise. Do not use contractions (write “did not” not “didn’t”) and avoid vague words like “nice” or “fun”; use specific facts and figures instead. In Singapore and IGCSE exams, the word limit is usually given in the question; plan your sections so you cover all the required points without going over the limit.

Report writing example (short)

Report on the School Library Reading Week
By Priya Sharma, Library Prefect
20 February 2026

Introduction
This report describes the Reading Week held in the school library from 10 to 14 February 2026. The aim was to encourage students to borrow more books and take part in reading activities.

Activities
During the week, the library displayed new fiction and non-fiction titles. A “Recommend a Book” board was set up, and students could write short reviews. On Thursday, an author spoke to Year 9 and 10 students about writing. Over 200 students borrowed books during the week, compared to about 80 in a normal week.

Conclusion
Reading Week was successful and increased interest in the library. I recommend running a similar event every term and inviting more authors to speak.

Common mistakes to avoid

• Missing a title, by line, or date.
• Writing in an informal or vague way (e.g. “It was really fun.”).
• No structure (no clear sections or subheadings).
• Forgetting a conclusion or recommendation when the question asks for it.
• Including only one long paragraph instead of splitting the body into sections.
• Using present tense for past events; reports about things that happened should use past tense.

How report writing is marked in IGCSE and Singapore exams

Examiners look for correct report writing format (title, by line, date, introduction, body with subheadings, conclusion), completeness (all bullet points or requirements from the question covered; missing a point costs marks), formal tone and past tense, clear organisation (each section has a purpose; the reader can follow easily), and a conclusion that summarises and optionally recommends. Practise with past IGCSE or school papers and time yourself so you can produce a full report within the time limit. For more report writing examples and a full sample, see our report writing examples article.

Planning your report before you write

Before you start writing, read the question and list every bullet point or requirement. Decide your sections: for example, for an event report you might have Introduction, Preparation, The Event, and Conclusion. Allocate words roughly so you do not run out of space before the conclusion. Write the introduction first (what, when, where, why); then fill in each body section with the points from the question; finally write the conclusion and, if asked, a recommendation. This plan helps you cover everything and stay within the word limit.

Next steps

Practise report writing with past IGCSE or school papers. For more help with directed writing and writer’s effect, book a free trial with an IGCSE English tutor on Tutopiya, or use Tutopiya’s learning portal for resources.