Write Reports and Proposals: B2 Writing Guide

The key idea

Choose a report to describe a situation or a proposal to recommend changes, using clear headings and supported recommendations.

What is it for?

Learn to write reports about current situations and proposals for useful changes.

What you need to know

Choose a report for facts and a proposal for planned changes.
Use short headings to organise the information.
Present findings in a formal and objective way.
Support recommendations with reasons, costs and time estimates.
Explain the results that the suggested changes could bring.

1. Choose the right text type

A report describes a situation and presents findings.

A proposal suggests changes and explains why they should happen.

Both texts use headings and formal language. However, their main purposes are different.

A report answers a request for information.
A proposal presents a practical plan.
A report can include recommendations at the end.

The report examines how students use the school library.

This sentence introduces a report about a current situation.

This proposal recommends extending library opening hours.

This sentence introduces a suggested change.

2. Organise the text with headings

Headings help readers find information quickly.

Choose short headings that match the content below them.

Use a clear order, from the purpose to the final recommendation.

Introduction: explain the purpose of the text.
Findings: present facts about the current situation.
Recommendations or Proposal: suggest practical changes.
Conclusion: summarise the main point or expected result.
Keep headings short and use a consistent style.

Introduction / Findings / Recommendations / Conclusion

These headings follow a clear and useful order.

Current Situation / Proposed Changes / Expected Results

These headings suit a proposal about improving a service.

3. Present findings in a formal way

Reports should focus on facts rather than personal feelings.

Use evidence, such as comments, counts or simple observations.

Passive forms and impersonal phrases can make the tone more objective.

Use It was found that to introduce a finding.
Use The results suggest that to explain evidence.
Use reported comments when other people provide information.
Avoid personal or emotional words without supporting facts.

It was found that the room became crowded after lunch.

The impersonal phrase presents an observation objectively.

Several students reported that the noise affected their work.

The reporting verb connects the finding to student comments.

4. Make a practical proposal

A proposal explains what should change and why.

Give each recommendation a clear reason.

Include the likely cost, the time needed and the expected results.

Use careful language when results are not certain.

Start suggestions with I would like to propose.
Explain benefits with This would help to.
Give a realistic cost or time estimate.
Explain how the change would improve daily life.

I would like to propose a quiet study room near the library.

This sentence introduces a clear and specific recommendation.

The benefits would include fewer distractions and better concentration.

This sentence explains the expected benefits.

The room could be prepared within two weeks at a low cost.

This sentence gives a time estimate and mentions cost.

5. Keep the language formal and clear

Use complete sentences and precise words.

Avoid chatty expressions, contractions and personal comments.

Connect each recommendation to a finding or a clear benefit.

Use the same heading style throughout the text.

Use Furthermore to add another supporting point.
Use Consequently to show a result.
Use It is recommended that to present a formal recommendation.
Check that every suggestion has a clear purpose.

Furthermore, the room would provide space for group projects.

Furthermore adds another benefit to the proposal.

Consequently, students could complete more work during study periods.

Consequently introduces a possible result.

How to do it, step by step

State the purpose and explain the situation.
Present the main findings or the problem.
Suggest changes and explain their benefits.
Include realistic costs and time estimates.
Finish with the main recommendation or expected result.

Formulas and key language

Use it for	Example	Another example
The purpose of this report is to + verb	The purpose of this report is to examine library use.	The purpose of this report is to review staff working conditions.
This report examines + noun or -ing form	This report examines the current booking system.	This report examines how students use study rooms.
It was found that + clause	It was found that the room was too noisy.	It was found that most visitors arrived before noon.
The results suggest that + clause	The results suggest that more seats are needed.	The results suggest that shorter waiting times would help.
I would like to propose + noun or -ing form	I would like to propose a new study room.	I would like to propose extending the library's opening hours.
This would help to + verb	This would help to reduce noise during study periods.	This would help to make booking easier for visitors.
The benefits would include + noun or -ing form	The benefits would include better concentration and fewer interruptions.	The benefits would include shorter queues and easier access.
It is recommended that + subject + base verb	It is recommended that the library extend its opening hours.	It is recommended that the school provide extra study desks.
The change could be completed within + time period	The change could be completed within two weeks.	The new booking system could be introduced within one month.

UK / US: Both British and American English use reports and proposals. Some words differ, such as organise in British English and organize in American English.

Level up: Replace basic words (good, very, nice) with stronger ones. See our A2 to B2 upgrades page.

Model text

Proposal for a Quiet Study Room

Introduction

The purpose of this proposal is to improve study conditions at the school. Several students have reported difficulties concentrating in the main library. This proposal recommends creating a separate quiet study room.

The introduction explains the problem and states the main recommendation.

Current Situation

The library becomes crowded during afternoon study periods. It was found that noise increased when several groups worked together. Furthermore, some students reported that they could not finish tasks on time. The current room arrangement does not provide enough quiet space for individual work.

This section presents findings and explains the need for change.

Proposed Changes

I would like to propose converting the unused room beside the library. Six desks, suitable chairs and clear signs would be required. The room could be prepared within two weeks. The estimated cost would be 300 local currency units, mainly for furniture and signs. Existing school furniture could reduce this amount. Students would be asked to keep conversations outside the room.

This section gives a practical plan, a time estimate and a cost.

Expected Results

The benefits would include fewer distractions and improved concentration. Students could also complete individual tasks more efficiently. Consequently, the library would better support both group activities and quiet study. The school could review student feedback after one month.

This section explains the expected benefits and suggests a simple review.

Conclusion

For these reasons, it is recommended that the school approve this proposal. The change would use existing space and require limited spending.

The conclusion repeats the recommendation and gives its main reason.

Common mistakes

✗ I think this room is really great for studying.

✓ The room would provide suitable conditions for studying.

The revised sentence uses formal language instead of personal praise.

✗ The students says the library is noisy.

✓ The students say the library is noisy.

Use say with a plural subject such as students.

✗ The proposal include new desks and chairs.

✓ The proposal includes new desks and chairs.

Use includes because the subject proposal is singular.

✗ I wanna add more chairs.

✓ I would like to propose adding more chairs.

Wanna is too informal for a formal proposal.

✗ The change would cost 300 local currency units, and it is helpful.

✓ The change would cost 300 local currency units and would be helpful.

Use would in both parts to describe the expected result.

✗ findings

✓ Findings

Use consistent capitalisation for headings in this document.

Plan it, then check it

Plan

Decide whether you need a report or a proposal.
Write the purpose and choose three or four short headings.
List the main facts, problem or suggested change.
Add reasons, costs, time estimates and expected results.
Choose formal phrases and put the ideas in a clear order.

Check

Does the text have a clear purpose?
Do the headings match the information below them?
Are the findings factual and the suggestions practical?
Have you included costs, time estimates and expected results when needed?
Have you checked grammar, spelling and formal language?

Practice

EXERCISE:

Choose the formal sentence

Choose the best sentence for a report or proposal.

1.Which sentence introduces a report?

The first sentence states the report's purpose in formal language.

2.Which sentence makes a clear proposal?

The second sentence introduces a specific change formally.

3.Which sentence presents a finding objectively?

The third sentence reports an observation without personal feelings.

4.Which sentence explains a possible benefit?

The first sentence links the change to a clear benefit.

5.Which sentence gives a time estimate?

The second sentence gives a clear and useful time estimate.

6.Which sentence gives a formal recommendation?

The third sentence presents a recommendation in a formal style.

Now write

Your task

Write a proposal of 150-190 words to your manager or school. Suggest creating a new quiet study room. Explain the current problem, your plan, the cost, the time needed and the expected results. Use these fictional details: six desks are available, four chairs must be bought, the chairs cost 120 local currency units, and the room could be ready within two weeks. Include clear headings and a final recommendation.

Target: 150-190 words

Word bank

current situationstudy conditionsquiet study roomI would like to proposeIt was found thatfewer distractionsimproved concentrationexisting furnitureestimated costwithin two weeksThe benefits would includeIt is recommended thatexpected resultsstudent feedback

Sentence starters

The purpose of this proposal is to...
It was found that...
I would like to propose...
This would help to...
The estimated cost would be...
It is recommended that...

Use made-up details. Do not include private information about yourself or other people.

Instant feedback on your own text is part of Premium.

Check your writing

Have you chosen a report for findings or a proposal for changes?
Have you used clear headings in a sensible order?
Have you presented facts and recommendations in formal language?
Have you explained the costs, time needed and expected results?
Have you checked that every recommendation has a clear reason?

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