Writing: reports

What are reports? Formal documents which present required

information.

The writer (that is to say, you), are given a role and

specific instructions.

That means that it is a very guided text, as you have

to include the information given in the instructions.

Structure of a report1. Introduction to state the reason for writing.

2. Main body separated into headed sections.

Each section is written as a different paragraph.

It is necessary to give the section headings.

These headings need to be appropriate, showing the contents of the section.

3. Conclusion. Main points are summarised.

A reference/recommendation to future action may be included.

Offer a personal opinion.

Characteristics of a report It is written in a formal style.

It states the reason for writing at the beginning.

It consists of sections with headings.

Each paragraph starts with a topic sentence.

It is written in an impersonal style. This means that the passive voice is broadly used.

It contains language appropriate for a formal register.

Mainly used verb tenses:

Past simple; present perfect; present simple (to refer to future time).

Verb tenses used Present simple, to describe the present situation.

Present continuous, to describe things currently happening.

Present perfect, to emphasize past actions which are

relevant now.

Past simple, to report on past actions and events.

The future tenses can be included in the conclusion to

include future action.

Useful language By far the most serious issue is…

The majority of people are against the suggestion.

One suggestion which has been put forward is to…

This problem needs to be addressed urgently.

It has been suggested that matters could be helped if…

In recent years, …

We wholeheartedly support…

In the next six months, we intend to…

Useful language Common verbs:

Propose, intend, hope, expect, predict, forecast, look forward to,

anticipate.

Common adjectives:

Imminent, potential, probable, possible, forthcoming, future,

expected, proposed.

Modal verbs, for hypothetical constructions:

Would, could, should, might, may, etc.

Linking structures To introduce or list pointsFirstly / First of all / To begin with;

Furthemore / Moreover / In addition / Additionally, / Not only …, but also…

To give examplesFor instance / For example / As an example, …;

Especially / particularly / specifically;

Like / such as / namely

To introduce contrasting pointsHowever / On the other hand / Nevertheless / In contrast, …;

Although …, / While …;

Despite… / Despite the fact that…

Linking structures To express cause and effectBy doing this, we could/would…

(Doing this) would (solve the problem of…)

If we were to do this, …

If this were to happen, …

In this way, …

In order to, …

So as to, …

So that, …

This would mean that …

As a result …

Linking structures To make suggestions and recommendationsI (would) (strongly) recommend…

One solution / suggestion would be to…

It would be a good idea to…

To express opinionsI (firmly/strongly) believe (that)…

In my view / opinion…

To my mind, …

I hold the opinion that…

As far as I am concerned, …

I consider it … that …

It seems to me that…

Linking structures To concludeIn conclusion / To conclude

All in all

In summary / To summarise / To sum up

On the whole, it would seem that… / it’s apparent that…

The conclusion to be drawn from the above is that…

Model sample: formal structures and lexisPurpose

The purpose of this report is to present the main issues discussed by the society

this term.

Crime

By far the most controversial issue that we have covered is the crime rate in

modern times. In the three separate debates, chaired by Jonathan Deacon, we had

almost maximum attendance. A wide range of opinions was expressed and a final

vote was taken, in which the majority were in favour of stricter policing but more

lenient punishment.

Model sample: formal structures and lexis

Homelessness

In the first two debates, James Lawton put forward the suggestion that

homelessness was a matter of choice. This led to a lively exchange with several

members voicing their strong disagreement. The second debate focused on

the government’s responsibilities in this area. A final vote on the question of

whether the situation would improve in the near future revealed that over sixty per

cent of our members were undecided.

Model sample: formal structures and lexis

Poverty

The approach which the society took to this matter was two-fold. Firstly, it

was suggested that banks should cancel debts owed by developing countries.

After the facts were presented by Jane Howell and Doreen Rose, there was

tremendous support for the motions and our members voted overwhelmingly in

favour. In addition, it was suggested that the problem of debt needed to be

addressed on a local level, with more focus on the individual. It was

unanimously agreed that financial counselling should be made more freely

available to members of the public.

Model sample: formal structures

Conclusion

All in all, this was a successful term, with over eighty per cent attendance on

average. For the autumn term we hope to sustain these figures when we discuss

the subjects of animal rights, urban anonymity and the use of surveillance

cameras.

Model sample: verb tenses

Purpose

The purpose of this report is to present the main issues discussed by the society

this term.

Crime

By far the most controversial issue that we have covered is the crime rate in

modern times. In the three separate debates, chaired by Jonathan Deacon, we

had almost maximum attendance. A wide range of opinions was expressed and a

final vote was taken, in which the majority were in favour of stricter policing but

more lenient punishment.

Model sample: verb tensesHomelessness

In the first two debates, James Lawton put forward the suggestion that

homelessness was a matter of choice. This led to a lively exchange with several

members voicing their strong disagreement. The second debate focused on the

government’s responsibilities in this area. A final vote on the question of whether

the situation would improve in the near future revealed that over sixty per cent of

our members were undecided.

Model sample: verb tensesPoverty

The approach which the society took to this matter was two-fold. Firstly, it was

suggested that banks should cancel debts owed by developing countries. After

the facts were presented by Jane Howell and Doreen Rose, there was

tremendous support for the motions and our members voted overwhelmingly in

favour. In addition, it was suggested that the problem of debt needed to be

addressed on a local level, with more focus on the individual. It was unanimously

agreed that financial counselling should be made more freely available to

members of the public.

Model sample: verb tensesConclusion

All in all, this was a successful term, with over eighty per cent attendance on

average. For the autumn term we hope to sustain these figures when we discuss

the subjects of animal rights, urban anonymity and the use of surveillance

cameras.