The Formal Report
Understand how cohesion in texts is improved by strengthening the internal structure of paragraphs with examples, quotations and substantiation of claims.
A report tells someone what happened so that they can decide what to do. It is the one text type where your opinion belongs only at the end, clearly labelled.
Builds onYr 7 · The Formal Letter
Method
Facts first, opinion last
Findings are what you observed. Recommendations are what you think should happen. Never mix them.
Headings are part of the format
A report without headings reads as an essay and loses format marks.
Third person, past tense
Write the equipment was inspected, not I had a look at the equipment.
Worked example
e.g. Write a report for your principal on the condition of the school library after the summer storm.
- Title, in capitals. Say exactly what the report covers.REPORT ON STORM DAMAGE TO THE SCHOOL LIBRARY
- Who it is to, who it is from, and the date.To: The Principal · From: A. Nkomo, Library Monitor · 3 August 2026
- Heading — Purpose. One sentence saying why the report was written.This report sets out the damage caused to the library during the storm of 28 July.
- Heading — Findings. What was observed, in order. Facts only.Water entered through two roof panels. Approximately 60 books were damaged.
- Give evidence for each finding. Numbers, dates, quantities.The damage is confined to the north wall, shelves 1 to 4.
- Heading — Recommendations. Now your opinion, and only now.It is recommended that the roof panels be sealed before the next term begins.
- Sign off with your name and role.A. Nkomo, Library Monitor
Practice
Sort the fact from the opinion in each one.
1
Which of these belongs under Findings, and which under Recommendations? (a) Sixty books were water damaged. (b) The roof should be repaired urgently.
Answer(a) is a Finding — it is observed and countable. (b) is a Recommendation — it is a judgement about what should happen next.
2
Rewrite in report register: I went to check and honestly it was a disaster in there.
AnswerAn inspection was carried out on 29 July. Extensive water damage was found throughout the north end of the library.
3
Why does a report use headings when a letter does not?
AnswerA reader uses a report to make a decision, and often reads only one section. Headings let them find the findings or the recommendations without reading the whole thing.
4
A report has strong content but no Purpose section. What is lost?
AnswerFormat marks, and clarity — the reader has to work out why they were sent it. The Purpose line is one sentence and is never optional.