The key idea
Choose a clear structure that presents the purpose, findings and recommendations in separate sections.
What is it for?
Learn to write a short report that gives clear information, shares people's views and suggests useful changes.
What you need to know
- A clear title that names the topic.
- An introduction that explains the report's purpose.
- Findings grouped under short, useful headings.
- Facts and people's views written in a neutral tone.
- A final recommendation based on the findings.
1. Know why you are writing
A report gives information to someone who needs to make a decision. It may describe a school trip, a class activity or a staff meeting. The reader needs facts, not a personal story. Before writing, ask what the reader needs to know.
- Name the topic clearly.
- Explain the report's purpose near the beginning.
- Choose details that help the reader understand the situation.
The purpose of this report is to review the school trip.
This sentence tells the reader why the report exists.
This report examines the new lunch arrangements.
The topic and purpose are clear.
2. Put the information in the right order
A short report usually has four parts. Start with a title and a brief introduction. Next, present the findings under headings. Finish with a recommendation. This order helps readers find information quickly.
- Use a short title.
- Explain the purpose in the introduction.
- Group related findings under separate headings.
- Put your recommendation at the end.
Title: Review of the School Trip
The title names the subject.
Findings: Most students enjoyed the museum visit.
The heading shows where the main information begins.
3. Report facts and people's views
Use a neutral tone. This means you give information without adding personal feelings. Separate what happened from what people said. Include clear details, such as numbers, dates or common opinions, when you have them.
- Use facts that you know are correct.
- Report opinions with phrases that show whose views they are.
- Avoid personal comments about whether something was wonderful or terrible.
- Do not present one person's opinion as everyone's opinion.
Most students said the journey was comfortable.
This reports a general view without adding personal feelings.
Three teachers asked for a later departure.
This gives a specific finding.
4. Make a useful recommendation
A recommendation suggests what should happen next. Link it to the findings. Explain a practical change that could help. Use polite phrases that suit school or work reports.
- Suggest a clear action.
- Use information from the findings to support your suggestion.
- Keep the recommendation realistic.
- Use a separate heading for the final section.
I suggest booking a larger bus next time.
This gives a clear action.
It would be a good idea to provide more water.
This makes a polite, practical suggestion.
How to do it, step by step
- Write a short title that names the topic.
- Introduce the report and explain its purpose.
- Present the findings under clear headings.
- Include facts and people's views in a neutral tone.
- End with a recommendation based on the findings.
Formulas and key language
| Use it for | Example | Another example |
|---|---|---|
| The purpose of this report is to + base verb | The purpose of this report is to review the school trip. | The purpose of this report is to examine lunch arrangements. |
| This report examines + topic | This report examines the new library timetable. | This report examines the staff meeting. |
| Most people said that + sentence | Most people said that the room was too warm. | Most students said that the visit was informative. |
| Several students mentioned that + sentence | Several students mentioned that the bus was uncomfortable. | Several students mentioned that lunch was too short. |
| The main finding was that + sentence | The main finding was that the room lacked enough chairs. | The main finding was that students needed more time. |
| According to the feedback, + sentence | According to the feedback, the activity was useful. | According to the feedback, the instructions were unclear. |
| I suggest + verb-ing | I suggest adding another short break. | I suggest sending the schedule earlier. |
| It would be a good idea to + base verb | It would be a good idea to open the room earlier. | It would be a good idea to offer more seats. |
UK / US: Both British and American English use reports with headings. Some words differ, such as timetable in British English and schedule in American English.
Level up: Replace basic words (good, very, nice) with stronger ones. See our A2 to B1 upgrades page.
Model text
Review of the School Science Day
Title
Review of the School Science Day
The title names the event.
Introduction
The purpose of this report is to review the school's science day, which took place on 14 September. The report uses student feedback and teachers' observations to identify successful activities and possible improvements.
The introduction gives the purpose and explains the information used.
Activities
Most students enjoyed the simple experiments because they could test their own ideas. The water-filter activity attracted the largest group. However, several students waited more than fifteen minutes to take part. Teachers also reported that some instructions were difficult to follow.
This section reports activities, facts and problems.
Organisation
The event started on time, and the classroom was well prepared. However, there were not enough tables for every group. Several students suggested adding another work area, while teachers asked for clearer instructions before each activity.
This section groups feedback about the event's organisation.
Recommendation
I suggest providing more tables and displaying the instructions before the next event. It would also be useful to divide students into smaller groups. These changes could reduce waiting times and help everyone take part.
The final section offers practical changes based on the findings.
Common mistakes
✗ The science day was amazing, and I loved every minute.
✓ Most students enjoyed the science day.
A report gives readers information instead of personal feelings.
✗ Title: I Want a Better Lunch Break
✓ Title: Review of the Lunch Break
A neutral title describes the report's topic.
✗ Everyone thought the meeting was useful.
✓ Most staff members thought the meeting was useful.
Use everyone only when the information supports that claim.
✗ Findings: I think we need more chairs.
✓ Findings: Several students requested more chairs.
Report people's views as findings instead of personal opinions.
✗ Recommendation: The room was too cold.
✓ Finding: The room was too cold.
A finding describes a problem, while a recommendation suggests an action.
✗ I suggest to add more tables.
✓ I suggest adding more tables.
Use a verb ending in -ing after suggest.
Plan it, then check it
Plan
- Write down the report's purpose and intended reader.
- List the main facts and people's views.
- Group related details under short headings.
- Choose one or two practical recommendations.
Check
- Does the title clearly name the topic?
- Does the introduction explain the report's purpose?
- Are the findings grouped under useful headings?
- Is the tone neutral and based on information?
- Does the recommendation follow from the findings?
Practice
Choose the best report language
Choose the best sentence or heading for each report.
1.Which sentence best introduces a report about a class trip?
A report introduction states its purpose in a clear, neutral way.
2.Which heading best introduces information about students' views?
Student Feedback clearly identifies the information in this section.
3.Which sentence reports a finding objectively?
This sentence reports students' views without adding personal feelings.
4.Which heading suits a section about possible changes?
Recommendations introduces suggestions for future action.
5.Which sentence makes a suitable recommendation?
A recommendation suggests a clear action for the future.
6.Which sentence is most suitable for a neutral report?
This sentence presents a specific finding without personal judgement.
Match each report part
Match each report part with its correct example.
1.Title
2.Introduction
3.Findings
4.Feedback
5.Recommendation
Complete the report phrases
Write the missing words. Use the report phrases you learned.
1.The purpose of this report is to the school trip.
Review states that the report examines an event.
2.Most students that the activity was useful.
Said introduces what people reported or believed.
3.Several students that the room was too warm.
Mentioned introduces a point that people raised.
4.The main was that students needed more time.
Finding introduces an important result from the report.
5.I suggest (provide) more chairs for the meeting.
Use providing after suggest to recommend an action.
6.It would be a good idea to the instructions earlier.
This phrase introduces a practical suggestion.
Improve the report sentences
Correct the one small mistake in each sentence.
1.I suggest to add more chairs.
Use adding, not to add, after suggest.
2.Several students says the room was cold.
Use said to report what students stated in the past.
3.Most students enjoyed the visit, in my opinion.
Remove the personal comment to keep the sentence neutral.
4.The main findings was that lunch was too short.
Use the singular finding with was.
5.Recommendation: The bus arrived twenty minutes late.
Change the heading because this sentence reports what happened.
Now write
Your task
Write a short report of 120-160 words about a class trip or staff meeting. Use made-up details. Imagine your reader needs to decide what to change next time. Include a title, an introduction, findings under headings and a recommendation. Here is your information for a class trip: The class visited a local museum on 14 September. Twenty students attended. Most students enjoyed the science room. Six students waited fifteen minutes for an activity. Three students said the lunch break was too short. The teacher reported that the instructions were unclear. Write a neutral report using these details. You may add other simple details that fit.
Word bank
The purpose of this reportfindingsstudent feedbackmost studentsseveral studentsaccording to the feedbackmain findingwaiting timeclear instructionslunch breakI suggestIt would be a good idea toas a resultnext timerecommendation
Sentence starters
- The purpose of this report is to...
- The event took place...
- Most students reported that...
- Several students mentioned that...
- The main finding was that...
- I suggest...