How to Write Analytical Reports at C1 Level

The key idea

The learner can write a formal report with a clear structure, analysed findings and justified recommendations.

What is it for?

Learn to present findings, interpret evidence and recommend practical action in a formal report.

What you need to know

A title and terms of reference that define the report's purpose and scope.
Findings organised under headings, with relevant facts and figures.
Analysis that explains patterns, possible causes and limits in the evidence.
Objective language that uses nominalisation, passive forms and careful hedging.
Ranked recommendations supported by findings, followed by a concise conclusion.

1. Give the report a clear structure

A formal report helps readers make decisions from evidence.

Use a title, terms of reference, findings, analysis, recommendations and a conclusion.

Each section has one clear job, so readers can find information quickly.

Terms of reference explain why the report was prepared and what it covers.

Write a specific title that names the subject.
State the purpose and scope in the opening section.
Use numbered headings when the report contains several sections.
Keep findings separate from your interpretation and proposed actions.

Report on Staff Break Times

This title identifies the subject clearly.

The report examines break-time arrangements in the main office.

This sentence states the report's scope.

2. Report facts without personal bias

A report should sound fair, measured and professional.

Avoid personal reactions such as 'I loved the new schedule'.

Use passive forms when the action matters more than the person.

Use nominalisation to present actions as clear topics for discussion.

Hedging shows caution when the evidence does not prove a firm conclusion.

Replace personal opinions with evidence-based statements.
Use 'was recorded' or 'were identified' when the actor is unimportant.
Use nouns such as 'a reduction', 'an increase' and 'an improvement'.
Use 'appears to', 'may indicate' and 'is likely to' when certainty is limited.
Do not make a claim stronger than the available evidence.

A reduction in waiting times was recorded after the change.

The passive form focuses on the result.

The figures may indicate a link between staffing and delays.

The cautious wording avoids claiming proven cause.

3. Describe and interpret the evidence

Findings show what the evidence says, not what you think about it.

Analysis explains why the findings matter and what they might mean.

Compare figures, identify patterns and note important differences.

Mention limits when the sample is small or the information is incomplete.

Do not treat a link between two things as proof of cause.

Give the source, period or sample size when relevant.
Report exact figures before interpreting them.
Compare the strongest patterns rather than listing every number.
Use cautious language when several explanations remain possible.
Explain how each finding relates to the report's purpose.

Of 80 staff members, 52 preferred flexible break times.

This statement gives a clear figure and sample.

This preference may reflect the different demands of each department.

The analysis suggests a possible explanation without claiming certainty.

4. Recommend actions and justify their order

Recommendations should follow directly from the findings.

Rank them by likely benefit, cost, urgency and ease of delivery.

Explain why the first action matters more than the others.

Name a practical next step when the evidence supports one.

The conclusion should summarise the main result, not repeat every detail.

Use 'It is recommended that' for a formal proposal.
Use 'should be prioritised' to show which action comes first.
Explain the expected benefit and any important limitation.
Avoid promises that the evidence cannot support.
End with a brief judgement based on the full report.

It is recommended that a flexible break system be trialled first.

The sentence proposes a clear and testable action.

This option should be prioritised because it requires limited extra spending.

The reason explains the ranking.

5. Use headings and precise linking

Headings help busy readers move directly to the information they need.

Use short, informative headings rather than vague labels.

Link evidence to interpretation with phrases such as 'This suggests that'.

Use contrast phrases when results differ, and qualifying phrases when evidence is limited.

Keep tables and figures close to the text that explains them.

Use consistent heading styles throughout the report.
Give tables clear titles and label their figures.
Use 'by contrast' to compare different results.
Use 'to a limited extent' when a finding has restricted support.
Never include a personal opinion without relevant evidence.

Finding 2: Preferences by Department

The heading tells readers exactly what follows.

By contrast, evening staff reported fewer scheduling problems.

The linking phrase introduces a meaningful difference.

How to do it, step by step

Choose a title, then define the report's purpose and scope.
Present the findings under clear headings, using relevant facts and figures.
Analyse the evidence, explain patterns and acknowledge uncertainty.
Rank practical recommendations and justify each with a finding.
Write a concise conclusion and check the layout, evidence and tone.

Formulas and key language

Use it for	Example	Another example
The purpose of this report is to examine + noun	The purpose of this report is to examine staff break arrangements.	The purpose of this report is to assess the current booking system.
The findings indicate that + clause	The findings indicate that most staff prefer flexible hours.	The findings indicate that delays occur mainly after lunch.
A total of + number + noun + were recorded	A total of 24 complaints were recorded in June.	A total of 68 responses were received during the survey.
There was a + noun + in + noun	There was a noticeable reduction in booking errors.	There was a moderate increase in afternoon demand.
This may suggest that + clause	This may suggest that staff need clearer instructions.	This may suggest that the current timetable is unsuitable.
The evidence appears to support + noun	The evidence appears to support a trial of flexible breaks.	The evidence appears to support a shorter booking form.
It is recommended that + subject + base verb	It is recommended that the team review the timetable.	It is recommended that management introduce a short staff survey.
Priority should be given to + noun or -ing form	Priority should be given to reducing morning delays.	Priority should be given to training new reception staff.
This option is preferable because + clause	This option is preferable because it requires less equipment.	This option is preferable because it addresses the main complaint.
Overall, the evidence suggests that + clause	Overall, the evidence suggests that flexible breaks merit further testing.	Overall, the evidence suggests that clearer signs could reduce confusion.

UK / US: British English often uses 'analyse' and 'organisation'; American English uses 'analyze' and 'organization'. Follow one spelling style throughout.

Level up: Replace basic words (good, very, nice) with stronger ones. See our A2 to C1 upgrades page.

Model text

Report on Break-Time Arrangements at Greenfield Office

1. Terms of Reference

The purpose of this report is to assess staff satisfaction with current break-time arrangements and identify practical improvements. The report draws on a fictional survey of 80 employees conducted in September.

The opening explains the purpose, scope and source of the information.

2. Findings

Of the 80 respondents, 52 preferred flexible break times, while 18 favoured fixed schedules. The remaining 10 had no clear preference. In addition, 46 employees reported occasional difficulty finding a suitable break time during busy periods. Only 21 respondents considered the existing arrangements consistently convenient.

This section presents the survey figures without adding personal opinions.

3. Analysis

The preference for flexibility suggests that one fixed schedule may not meet every department's needs. The reported difficulties also indicate a possible mismatch between staffing levels and break allocation. However, the survey did not record individual workloads, so the exact cause remains uncertain. These findings support a limited trial rather than immediate, permanent changes.

The analysis interprets patterns and identifies a limit in the evidence.

4. Recommendations

First, it is recommended that a flexible break system be trialled for four weeks. This option should be prioritised because most respondents preferred flexibility. Second, managers should record delays and collect weekly staff feedback. These measures would show whether the change improves access without disrupting essential tasks. Finally, the results should be reviewed before any permanent policy is introduced.

The actions are ranked, justified and linked to measurable results.

5. Conclusion

Overall, the survey indicates that the current system could be improved. A short, monitored trial offers a proportionate response to the findings. The final decision should depend on recorded results and staff feedback, rather than preference alone.

The conclusion summarises the judgement and states how the final decision should be made.

Common mistakes

✗ I think flexible breaks are the best idea.

✓ The findings suggest that flexible breaks may be preferable.

The revised sentence links the judgement to evidence and uses cautious language.

✗ The results was recorded in September.

✓ The results were recorded in September.

The plural subject 'results' requires 'were'.

✗ The figures prove that flexible breaks reduce stress.

✓ The figures suggest that flexible breaks may reduce stress.

A survey may suggest a link without proving a cause.

✗ The report found lots of problems with breaks.

✓ The report identified numerous problems with break arrangements.

The revised wording is more precise and formal.

✗ Recommendation: Staff should to receive clearer instructions.

✓ Recommendation: Staff should receive clearer instructions.

The modal verb 'should' takes the base verb without 'to'.

✗ The survey showed more delays. Because staff levels were low.

✓ The survey showed more delays because staff levels were low.

The reason belongs in the same sentence as the finding.

Plan it, then check it

Plan

Write one sentence explaining the report's purpose and scope.
Select the strongest figures and organise them under clear headings.
Identify patterns, possible explanations and limits in the evidence.
Rank two or three actions and connect each action to a finding.

Check

Does every section have a clear purpose?
Are findings supported by facts or figures?
Does the analysis explain the meaning and limits of the evidence?
Are recommendations ranked and justified?
Is the language formal, objective and consistent?

Practice

EXERCISE:

Choose the most formal sentence

Choose the sentence that best suits a formal analytical report.

1.Reporting a survey result

The second option uses precise, neutral language.

2.Describing uncertain evidence

The first option expresses uncertainty without overstating the evidence.

3.Introducing a recommendation

The third option presents a formal recommendation without personal opinion.

4.Describing a change in figures

The second option gives a measurable and precise change.

5.Explaining a possible cause

The first option suggests a possible cause without blaming people.

6.Ending the report

The third option gives a measured conclusion based on evidence.

Now write

Your task

Write a formal analytical report of 170-220 words for the manager of a fictional community library. Use the survey data below. Your report must have a title, terms of reference, findings, analysis, recommendations and a conclusion. Explain what the figures suggest, but do not claim more than they prove. Rank at least two recommendations and justify their order. Use headings and objective language. Survey data from 60 fictional visitors: 36 want longer evening opening hours; 30 report that weekend seats are often unavailable; 24 request more study tables; 18 say that signs are unclear; 42 visit at least twice each week. The survey did not ask visitors about staffing costs or the reasons for their choices. Do not invent extra survey results. You may suggest what the library should measure during a trial.

Target: 170-220 words

Word bank

terms of referencesurvey findingsa substantial proportionthe figures indicatemay suggestreported difficultya possible explanationthe available evidenceit is recommended thatshould be prioritiseda limited trialmeasurable outcomesstaff feedbackoperating costsoverall conclusion

Sentence starters

The purpose of this report is to...
Of the 60 visitors surveyed,...
The findings suggest that...
One possible explanation is that...
It is recommended that...
Overall, the available evidence...

Use only the fictional library and survey details provided. Do not include real names, workplaces or private information.

Instant feedback on your own text is part of Premium.

Check your writing

Does the title clearly identify the report's subject?
Have you separated findings from analysis?
Have you explained what the evidence suggests and what remains uncertain?
Are your recommendations ranked and justified with specific findings?
Does your conclusion give a clear judgement based on the evidence?

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