Report Writing

British & IGCSE › Checkpoint 6 English (Cambridge Primary 0058)

1. What is report writing?

A report gives factual, organised information about a topic, an event or a place for a particular reader — often a head teacher, a teacher, a school council or a club. Its job is to inform clearly and fairly, so the reader can understand what happened or what was found, and sometimes decide what to do next.

A report is objective: it is based on facts, numbers and what people said, not on the writer's feelings. If the task asks for your view (for example, whether a trip was worthwhile), you give it in a separate, clearly labelled section at the end — usually called Conclusion or Recommendations — and you support it with the facts in your report.

Report, recount, newspaper report or non-chronological report?

These text types look similar. The task words tell you which one is wanted. This site has a separate page for the newspaper report and the non-chronological report — use this table to tell them apart.

Where it sits in the exam and how it is marked

Year 6 students sit Cambridge Primary Checkpoint English (0058). There are two papers: Paper 1 Non-fiction and Paper 2 Fiction. Each paper lasts 1 hour and has Section A Reading (25 marks) and Section B Writing (25 marks). About 30 minutes is suggested for each section. Report writing is a Paper 1 task, because it is non-fiction.

Your writing is marked out of 25 in five categories. Here is what each category means for a report. The teacher's older names are in brackets.

How to get full marks: checklist

• A clear title that names the subject: Report on the Year 6 Trip to…
• An introduction that says what the report is about, who it is for and why it was written.
• Headings for each section, matching the points in the task.
• One main idea per paragraph, with specific facts: numbers, times, places, names of activities.
• Formal, objective language: no 'I loved it!' in the main sections.
• Evidence such as survey results or what people said (reported, not chatty).
• A conclusion or recommendations section that sums up and, if the task asks, gives a supported view.
• Correct tenses: past for the event, present for facts that are still true.

2. Features of a report

3. How to structure a report

Use this plan. In 30 minutes aim for 250–350 words. Turn the bullet points in the task into your headings — that way you cannot forget one.

How to start: introductions that work

• Purpose: This report describes the Year 6 trip to the Nile Science Centre and suggests whether it should be repeated next year.
• Who asked for it: As requested by the Head Teacher, this report presents the results of our survey on school lunches.
• Key facts first: On Tuesday 11th March, sixty Year 6 pupils visited the Nile Science Centre in Cairo.
• The problem: In recent weeks, several pupils have complained about the condition of the playground. This report examines the problem and suggests solutions.
• What was done: The school council asked 120 pupils for their opinion of the library. This report presents what they said.

How to end: conclusions that work

• Sum up: Overall, the trip was a great success and met its main aim.
• Recommend: It is therefore recommended that the trip is repeated next year, with two changes.
• Balance: Although there were some small problems, the advantages were far greater.
• Next steps: If these suggestions are followed, the playground will be safer for everyone.
• Thank the reader (formal): Thank you for considering these recommendations.

4. Useful phrases and vocabulary

5. Strong sample: report on a school trip

Other report tasks: short plans

6. Common mistakes

Practice tasks

1. The head teacher wants to know what pupils think of the school library. Write a report from the school council. Include: what the library offers, how pupils use it, any problems, and your recommendations.

   Show answer

   Title: Report on the School Library. Introduction: purpose. Survey of 100 pupils in Years 4–6. What the Library Offers: about 3,000 books, six computers and a quiet reading corner, open 8 a.m.–3 p.m. How Pupils Use It: 70 out of 100 visit every week, mostly to borrow adventure stories. Some use computers for homework. Problems: closed at lunchtime, not enough new books and slow computers. Recommendations: open at lunchtime with pupil helpers, add a monthly new-books shelf and upgrade two computers. Formal closing line.

2. Your class held a charity bake sale. Write a report for your teacher.

   Show answer

   Headings: Introduction (when, where, why) · Preparation (who baked, how many cakes) · The Sale (how much money was raised, best-selling item) · Problems (ran out of change, rain) · Recommendations (bring a cash box with coins, hold it indoors). Past tense, third person, numbers throughout.

3. Change these into objective report sentences: (a) 'The robot show was totally awesome!' (b) 'Loads of people came.'

   Show answer

   (a) Most pupils described the robot show as the highlight of the trip. (b) Approximately 200 parents and pupils attended the event.

4. A task says: 'Write a report for the school newspaper about the new school garden.' Which text type is wanted, and what features should you include?

   Show answer

   A newspaper report — because it is for the school newspaper. Include a headline, an opening sentence that answers who, what, where and when, quotations from people involved, and past tense for what happened. (See the newspaper report page.)

5. Why do reports often use the passive voice, e.g. 'The trip was organised by the science department'?

   Show answer

   It makes the writing sound formal and objective, and it puts the focus on the event (the trip) rather than on the people who did it.