WT2: Writing a Report

General information about reports

Reports are normally written for someone in authority and contain factual information.

Assessment Report - present and evaluate the positive and negative qualities of a person or a building/place (i.e. a hotel, a restaurant, a shop, a cinema complex, etc) in order to make a judgement or recommendation about them.

Proposal Reports - present suggestions, plans and decisions about future actions.


Reports should consist of:

• an introduction in which you state the purpose and content of the report;
• a main body in which you present each topic in detail under suitable subheadings. (these headings introduce the topic of the paragraphs, so you don't need to start a paragraph with a topic sentence) - the number of paragraphs may vary depending on the rubric;
• a conclusion which summarises the information from the main body and states your general assessment and/or recommendation.

** All subheadings must be in bold, italics or underlined.

Style:

• Reports are written in a formal, impersonal style. You should use factual language, passive voice and full verb forms. You should also write fairly short sentences to help your reader pick out the information easily. Present tenses are normally used for assessment reports. Past tenses can be used for reports related to past events. Modals, conditionals or 'would' are normally used for proposal reports.
• You should always begin your report by stating who the report is addressed to and what their position is, the writer's name and position, what the report is about and the date.

eg. To: Thomas Prescot, Chairman of Council

From: Mary Scott, Senior Manager

Subject: Big Screen Cinema Complex

Date: 3rd June, 2005.

Useful Language:

You can start a report with the following phrases:

1. The purpose/aim of this report is to assess/investigate...
2. This report was carried out to assess...
3. As requested, this report is to assess...

To express your opinion/findings throughout the main body:

1. “ As might be expected, …”
   eg. As it might be expected some pubs are quite expensive in this area.
2. “ It is surprising that …”
   eg. It is surprising to see so many young people in a so-called single’s bar.
3. “ It is interesting that …”
   eg. It is interesting that people in this pub can talk to each other on a phone available in each table.
4. “ Not surprisingly, …”
   eg. Not surprisingly, many of the exhibitors are Brazilian.
5. “ Strangely, …”eg. Strangely, many teenagers can be found in the Our Lady of Acheropita’s street celebration.

To end your report you can use the following phrases:

1. On the whole, ...
2. To sum up, ...
3. All in all, ...
4. In conclusion, ...
5. In spite of the (dis)advantages, ....
6. I would (not) recommend ...
7. ... is (not) recommended ...
8. ... is (not) suitable for....

Models

Model A - Layout

Title Underlined

Introduction

The aim of this report is mmmmmmmmmmmmmmmm mmmmmm mmmmmm mmmmmmm mmmmmmmmmmmmm mmmmm.

Food
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Festivals
Mmmmmmmmmmmmmmmmmmmmmmmm 10% mmmmmmmmmmm mmmmmm mmmmmmm mmmmmmmmmmmR$30,00m.

Restaurants
Mmmmmmmmmmmm mmmmmmmmmm mmmmmmmmmmmmm mmmmmmmmm mmmmmmmmm50% mmmmmmmmmmmmmmm mmmmmmmmm mmmmmmmmmmmmmmmmmmm mmmmmmmmmmm.

Meeting people
Mmmmmmmmmmmm mmmmm mmmmmmm mmmmmm mmmmmmm mmmmmm mmmmmmmmmmmmmm mmmmmmmm mmmmm m m m mmmm mmmmmm.

Recommendation

All in all, mmmmmmmm mmmmmmmmm mmmmm mmm mmmmm mmmmmmmmm mmmmmmmmmmmm mmmm mmmmmmmm mmmmmmmmmm mmmmmmmmm mm mmm mmmmmm. Therefore, I recommend / I do not recommend mmmmm mmm mmmmmmm.

Model B

Public Satisfaction with local underground railway system

Introduction

The aim of this report is to analyse the results of a survey in which 500 residents were questioned about the local underground railway system and whether or not they were satisfied with it.

Convenience
Many people do not find the system convenient. This is illustrated by the fact that more than fifty per cent complained that stations are too far from their homes and that the system can only be used to reach a few areas of the city, forcing many customers to use other means of public transport to complete their journeys.

Cost
Seventy per cent of those questioned had no complaints about the cost of the service. This shows that the majority of passengers consider the cost reasonable, and that a slight increase would be considered acceptable.

Comfort
A large number of people who participated in the survey stated that they felt the trains are insufficiently heated in cold weather. There were also comments on the hardness of the seats and that trains are not always as clean as they might be. That indicates that passengers are not entirely satisfied as far as comfort is concerned.

Recommendation
All points considered, some improvements evidently need to be made if passengers are to be satisfied with the service. Perhaps a slight increase in the fare would make it possible for the service to be improved in the areas mentioned in this report.

(223 words)

Model C - Report made after a magazine requirement – Formal

To: Veja Magazine
From: Ana Paula Yule
Subject: Assess suitability of the Le Monde Restaurant for School’s Graduation Party

Introduction

The aim of this report is to asses the suitability of the Le Monde Restaurant to hold the Graduation party as in the up coming month the class of 2003 will celebrate their graduation.

Food
Le Monde serves good quality meals with a wide variety of delicious local and international dishes. As well as an excellent choice of starters and desserts, they also offer a number of French specialties.

Service
Despite the polite well trained staff, the service is sometimes slow mainly when the restaurant is full. As it takes some time to arrive at table, salads are usually wilted.

Prices
The prices are quite reasonable, although some dishes, such as the French specialties, are rather expensive.

Atmosphere
The atmosphere is charming and relaxing, the background music is pleasant and the décor is modern. In addition, at night the usual lamp is replaced by candlelight, which creates a romantic feel.

Conclusion
Despite some minor downsides, in general, Le Monde Restaurant appeals to customers of all ages. Besides it is the perfect place for a glamorous graduation night.

(176 words)

Model D - Report made for a tourist guide book – Semi formal

London’s Disco Inferno

Introduction
There is more to London’s night life than people could ever dream of. London boats one of the most popular night clubs among teenagers – the acclaimed Thorntree Disco

Opening Hours
To begin with, the Thorntree Disco does not open until 9pm weekdays and 10pm on weekends and it has been confirmed to close after the last client has paid their bill.

Facilities
More suitable for older teenagers and young adults, there are 4 well ventilated toilets in each of the 4 floors, which is a good number considering the amount of clients. Therefore, hardly ever there is a queue. There are three dance floors playing different music styles where couples and friends can enjoy dancing. To go from one floor to another you can climb the stairs or get a ride on the elevator and have a panoramic view of London by night. On the third floor there’s a sushi bar and a pub where you can have a bite to eat or drink some extravagant cocktails.

Décor
The interior is decorated as a living room with quaint pieces of furniture. On the third bar there are many sofas and comfortable chairs around large coffee tables, which resembles Friend’s Central Perk pub.

Conclusion

What really makes Thorntree Disco unique is the attractive décor and the multiplicity of music styles. I recommend it to people of all ages and especially for those who love listening as well as dancing to good music.
(240 words)