Reports & Proposals

Purpose

A report often answers questions such as:

• What did we investigate?
• What did we find?
• What does the evidence show?
• What limitations should be considered?

A proposal usually adds another question:

What should be done next?

Audience

Reports and proposals are written for a reader who needs usable information.

That may be a teacher, school management team, organisation or project group.

Choose detail and terminology according to what that reader already knows.

Headings

Unlike a standard essay, a report often uses headings to help the reader locate information.

Possible sections include:

• Purpose
• Method
• Findings
• Discussion
• Recommendations
• Conclusion

Findings and interpretation

Separate what you found from what you conclude from it when that distinction matters.

Finding: 61% of respondents preferred a later start.

Interpretation: The result suggests substantial support, although the sample does not represent every student.

Recommendations

A recommendation should follow from the evidence presented.

Weak: The school should change everything immediately.

Stronger: Because the pilot produced improved attendance in two year groups, the school could extend it for one term before making a permanent decision.

Concise formal style

Reports usually benefit from direct wording.

Prefer precise statements, clear headings and relevant evidence over decorative language.

Topic

Should the school create more quiet study areas?

Purpose

To examine how students currently use study spaces and identify possible improvements.

Findings

• Most respondents reported difficulty finding quiet space during lunch.
• The library was the most frequently used study area.
• Students identified noise and lack of seating as the main problems.

Recommendation

The school could trial one additional quiet room during lunch for six weeks and then compare usage and student feedback before deciding whether to make the change permanent.

1. Identify the reader and purpose.
2. Decide what information the reader needs.
3. Organise the text using functional headings where appropriate.
4. Present findings accurately.
5. Distinguish evidence from interpretation.
6. Acknowledge important limitations.
7. Make recommendations that follow from the findings.
8. Edit for clarity, consistency and unnecessary repetition.

Writing an essay instead of a report

If the task asks for a report, use the structure and conventions expected for a report rather than automatically writing an essay.

Recommendations without evidence

The recommendation should respond to the findings rather than appearing as a personal opinion at the end.

Hiding limitations

A small sample, missing information or uncertain evidence should be acknowledged when it affects the conclusion.

Too much description

Do not report every detail collected. Select information that helps answer the purpose of the report.

A survey of 25 students finds that 18 would use an additional quiet study room. Which recommendation is best supported?

• A. The school must rebuild the entire library immediately.
• B. The result proves that every student wants more study space.
• C. The school could test an additional quiet room and collect broader feedback before making a permanent change.
• D. The survey should be ignored because it did not include every student.

Answer: C. It uses the evidence while recognising that the small sample does not justify an absolute conclusion.

• Reports and proposals are organised around a practical purpose.
• Use headings when they help the reader navigate the text.
• Separate findings from interpretation when useful.
• Acknowledge limitations that affect the conclusion.
• Recommendations should follow from evidence.
• Write for the needs of the intended reader.