Report Writing

Standard Cambridge report structure:

REPORT ON: [topic]
Submitted by: [your name or role — e.g., Student Representative]
Date: [e.g., May 2026]

1. Introduction
[Why the report was written; what it covers; how information was gathered]

2. Findings
[What was discovered; organised by sub-topic or category]

  2.1 [Sub-section heading]
  [Paragraph of findings]

  2.2 [Sub-section heading]
  [Paragraph of findings]

3. Recommendations
[What should be done based on the findings — bullet points acceptable here]

4. Conclusion
[Brief summary; overall assessment; forward-looking statement]

Key formatting decisions:

• Numbered sections look professional and are expected.
• Sub-sections (2.1, 2.2) are appropriate for longer reports.
• The title should state the report topic clearly: Report on School Canteen Facilities, not just Report.
• Date and 'submitted by' are optional but professional.

What the introduction does NOT do:

• It does not hook or entertain (that's for articles).
• It does not give any findings or recommendations.
• It does not express personal opinions.

What the introduction DOES do:

• States the purpose of the report.
• States the scope (what areas are covered).
• States the method (how information was gathered — survey, observation, interviews).

Model introduction: "This report has been prepared in response to a request from the school principal to investigate students' satisfaction with the school canteen. Information was gathered through a survey of 120 students from Years 10 and 11, conducted in April 2026. The report covers the quality of food, value for money, and the physical environment of the canteen, and concludes with a series of recommendations for improvement."

Notice:

• Third person throughout (no 'I').
• Formal vocabulary (prepared, conducted, concludes with).
• All three elements: purpose + scope + method.
• No opinions or findings — those come later.

The findings section is the core of the report. It presents what was discovered through research, survey, observation, or interviews.

How to organise findings:

• Divide by category or theme — not chronologically.
• Use subheadings (2.1, 2.2, 2.3) for each category.
• Each sub-section = one aspect of the topic.

Example — Report on School Canteen:

• 2.1 Food Quality
• 2.2 Value for Money
• 2.3 Physical Environment and Waiting Times

Language for findings:

• "The survey revealed that…"
• "It was found that the majority of respondents…"
• "According to the data collected, 75% of students…"
• "A significant concern raised by students was…"
• "Several respondents noted that…"

Passive voice is your friend here: Active: "Students told me that the food is cold." Passive (better for reports): "It was reported that food quality was unsatisfactory, with numerous complaints about meals being served cold."

The passive voice sounds more objective and formal — it removes the personal 'I' and makes the finding sound like an established result.

Model findings paragraph: "2.1 Food Quality The majority of students (68%) described the food quality as 'poor' or 'very poor'. The most common complaint related to food being served at an incorrect temperature, with respondents noting that hot meals frequently arrived lukewarm. However, a minority of students (22%) expressed satisfaction with the variety of options available, particularly the vegetarian and vegan choices introduced in January 2026."

What makes a good recommendation:

1. Specific — not "improve the food" but "implement a new catering contract with a supplier that meets temperature and quality standards".
2. Actionable — something that can actually be done.
3. Linked to a finding — every recommendation should address something identified in the findings.

Language for recommendations:

• "It is recommended that…"
• "The school should consider…"
• "In order to address this issue, it would be advisable to…"
• "Steps should be taken to ensure that…"
• "A review of… is strongly recommended."

Format: Recommendations can be presented as:

• Numbered bullet points (clear and scannable)
• Short paragraphs (more formal, more developed)

Model recommendations section: "3. Recommendations Based on the findings above, the following measures are recommended: 1. A new catering contract should be tendered, with food temperature and quality standards written into the agreement. 2. The canteen should introduce a feedback system — such as a weekly suggestion board — to allow students to raise ongoing concerns. 3. Additional serving stations should be introduced at peak times (12:15–12:45) to reduce waiting times. 4. A student canteen committee should be established, meeting with catering staff once per term."

Notice: each recommendation is specific, uses formal language, and links directly to a finding.

What the report conclusion does:

• Briefly summarises the main findings (one sentence).
• States the overall picture (is the situation serious? mild? improving?).
• Looks ahead — what will happen if recommendations are followed?
• Invites further action or review if appropriate.

Model conclusion: "In conclusion, the findings of this report suggest that student satisfaction with the school canteen is currently low, primarily due to concerns about food quality and long waiting times. If the recommendations outlined above are implemented, it is anticipated that satisfaction levels will improve significantly. It is suggested that a follow-up survey be conducted in January 2027 to assess the impact of any changes made."

Tone: Measured, objective, formal. No dramatic language. No new information. No personal opinion.