Report Writing: The Most Structured Format
Reports are the most formal format in Directed Writing. They often appear for school-related topics — activity reports, survey findings, or problem investigations.
Report Format Template
[REPORT TITLE — CAPS]
Prepared by: [Name and Position]
Prepared for: [Recipient]
Date: [Date]
1.0 Introduction
[Purpose of the report]
2.0 Findings
2.1 [Finding 1]
2.2 [Finding 2]
2.3 [Finding 3]
3.0 Recommendations
[Specific, actionable suggestions]
4.0 Conclusion
[Summary and next steps]What Makes a Good Report
Use Subheadings
Subheadings show organisation and make your report easy to follow. Examiners specifically look for this in the format marks.
Write Objectively
A report is not an opinion essay. Use phrases like “It was found that…” and “The data indicates…” rather than “I think…”
Include Numbers
“70% of students surveyed preferred…” is stronger than “many students preferred…” Specific numbers demonstrate research and credibility.
Make Recommendations Specific
Weak: “The canteen should be improved.” Strong: “The school should install three additional fans, repaint the walls, and implement a weekly hygiene inspection.”
Common Mistakes
- Writing in essay format — reports need subheadings and numbered sections
- Missing the header — no name, position, or date = lost format marks
- Vague recommendations — every recommendation should be actionable
- Casual language — maintain formal register throughout
- No introduction stating purpose — always begin with why the report was prepared
Useful Phrases
Introduction:
- “This report is prepared to evaluate…”
- “The purpose of this report is to investigate…”
Findings:
- “Based on the survey conducted among…”
- “It was found that…”
- “The data collected indicates that…”
Recommendations:
- “It is recommended that the school…”
- “Immediate action should be taken to…”
- “The committee proposes the following measures…”
Master this format and you can write a report in 30 minutes with confidence of scoring 28+ out of 35.