Report Writing Guide
IGCSE ESL — Writing 120–160 Words
Master the format, headings, and formal tone for IGCSE ESL reports — from clear introductions to specific, actionable recommendations.
- Report structure — master the format with title, headings, and sections
- Headings & subheadings — use clear organisational markers
- Formal tone — write in an objective, professional style
- Data presentation — present findings and recommendations clearly
- Responding to prompts — address all required sections
- Word count management — stay within 120–160 words
Time management
Planning: 2–3 min · Writing: 15–20 min · Checking: 3–5 min · Total: 20–25 minutes
Use ← → arrow keys or the buttons below to navigate
Understanding the Task
IGCSE ESL reports require you to write a formal document presenting information, findings, or recommendations in 120–160 words. Reports should be objective, well-organised, and use clear headings.
Typical report questions
"Your school principal has asked you to write a report about the school canteen. Write a report. In your report: describe the current facilities, explain what students think about the food, and suggest improvements."
"You have been asked to write a report for your local council about sports facilities for young people. In your report: describe the current facilities, say what young people want, and make recommendations."
"Write a report for your headteacher about a recent school event. Include: what happened, how successful it was, and suggestions for next year."
- Tone: Formal, objective, and professional
- Language: Avoid contractions, use formal vocabulary
- Structure: Title · Introduction · 2–3 sections with headings · Conclusion/Recommendations
- Purpose: Present information and make recommendations
Report Structure
A successful IGCSE ESL report follows a clear structure with specific sections and headings.
Title
"Report on [topic]" — 3–6 words, not counted in total
Introduction
~15–20 words · state the purpose of the report
Main section 1
~35–45 words · first key point with heading
Main section 2
~35–45 words · second key point with heading
Conclusion / Recommendations
~20–30 words · summary and specific suggestions
Total: 120–160 words (title not counted)
Introduction: ~15–20 words · Sections 1 + 2: ~70–90 words · Conclusion: ~20–30 words
Using informal language or contractions · forgetting headings · sections too long or too short · vague recommendations · excessive use of "I think / I believe"
Title & Introduction
Start your report with a clear title and a brief introduction that states the purpose of the report.
Report on School Canteen Facilities
Report on Sports Facilities for Young People
Report on School Trip to London
Report on Library Services
State purpose: "This report aims to…"
Provide context: "This report examines…"
Outline scope: "This report presents findings on…"
Reference request: "As requested, this report…"
Example 1 (18 words): "This report aims to examine the current school canteen facilities and suggest improvements based on student feedback."
Example 2 (17 words): "As requested, this report presents findings on sports facilities for young people in our local area."
Example 3 (19 words): "This report examines the recent school trip to London and provides recommendations for future educational visits."
Clearly states the purpose · uses formal language (no contractions) · brief and concise (15–20 words) · sets professional tone
Writing Main Section 1
The first main section addresses the first key point from the question. Use a clear heading and present information objectively.
Current Situation: for describing existing conditions
Findings: for presenting research results
Facilities Available: for listing what exists
Student Opinions: for reporting feedback
Current Facilities
The school canteen currently offers a limited menu with basic hot meals and sandwiches. Seating capacity is adequate, but the dining area lacks modern equipment. Opening hours are restricted to lunchtimes only, which creates overcrowding.
Practice: Write your main section 1 (35–45 words)
Clear, relevant heading · objective, factual information · formal language · 35–45 words
Writing Main Section 2
The second main section addresses another key point from the question. Continue with clear headings and objective presentation.
Student Feedback: for reporting opinions
Problems Identified: for listing issues
Popular Features: for highlighting positives
Areas for Improvement: for noting weaknesses
Student Feedback
Most students find the food quality acceptable but complain about the lack of variety. Vegetarian options are particularly limited. Many students also report that queuing times are too long, especially during peak hours. Prices are considered reasonable by the majority.
Practice: Write your main section 2 (35–45 words)
Useful formal phrases
Presenting findings: The majority of… / Most respondents… / It was found that…
Reporting opinions: Students believe… / Many people feel… / It is generally agreed…
Identifying issues: A key problem is… / The main concern is… / Issues include…
Conclusion & Recommendations
End your report with a conclusion that summarises findings and makes clear, specific recommendations for action or improvement.
Recommendations · Conclusion · Suggestions for Improvement · Conclusion and Recommendations
Making suggestions: It is recommended that… / It is suggested that… / The school should…
Strong recommendations: It is essential to… / There is an urgent need to…
Multiple suggestions: Firstly… / Secondly… / Finally…
Recommendations
It is recommended that the canteen introduce more variety, including additional vegetarian options. Extended opening hours and improved queuing systems would also benefit students.
Practice: Write your conclusion / recommendations (20–30 words)
Don't introduce completely new information · don't make vague recommendations ("things should be better") · don't use informal language · don't forget specific suggestions
Complete Model Report
Task
"Your school principal has asked you to write a report about the school canteen. Write a report. In your report:
- describe the current facilities
- explain what students think about the food
- suggest improvements"
Report on School Canteen Facilities
Introduction (18 words)This report aims to examine the current school canteen facilities and suggest improvements based on student feedback.
Current Facilities (42 words)The school canteen currently offers a limited menu with basic hot meals, sandwiches, and salads. Seating capacity is adequate for approximately 200 students. However, the dining area lacks modern equipment and comfortable furniture. Opening hours are restricted to lunchtimes only, which creates overcrowding during peak times.
Student Feedback (48 words)Most students find the food quality acceptable but complain about the lack of variety and choice. Vegetarian and vegan options are particularly limited. Many students also report that queuing times are too long, especially between 12:30 and 1:00 pm. Prices are considered reasonable by the majority of respondents.
Recommendations (28 words)It is recommended that the canteen introduce more variety, including additional vegetarian and vegan options. Extended opening hours and improved queuing systems would also benefit students.
Clear professional title · formal, objective tone throughout · well-organised with clear headings · addresses all three required points · specific, actionable recommendations · 154 words ✓
Formal Language Features
Reports must use formal, professional language. Avoid contractions and informal expressions throughout.
Informal — avoid ✗
"Kids think the food is okay."
"The canteen's not great."
"I think we should fix this."
Contractions: don't, can't, won't, it's
Formal — use ✓
"Students find the food quality acceptable."
"The canteen requires significant improvement."
"It is recommended that this be addressed."
Full forms: do not, cannot, will not, it is
Presenting information objectively
Use passive voice: "It was found that…" / "It is recommended that…"
Report findings neutrally: "The majority of students…" / "Most respondents indicated…"
Use formal connectors: However · Furthermore · Moreover · In addition · Therefore · Consequently
Useful formal phrases
Introducing: This report aims to… / This report examines… / As requested…
Describing: Currently… / At present… / The facility consists of…
Reporting: According to… / Students reported that… / It was noted that…
Recommending: It is recommended… / It is suggested… / There is a need to…
Using Headings Effectively
Headings are essential in reports. They organise your content and make it easy to read. Choose clear, relevant headings for each section.
Choosing appropriate headings
Describing current situation: Current Facilities · Present Situation · Overview · Background
Reporting opinions/feedback: Student Feedback · Survey Results · Opinions · Findings
Identifying problems: Problems Identified · Issues · Concerns · Challenges
Ending the report: Recommendations · Conclusion · Suggestions for Improvement
Capitalise main words: "Current Facilities" not "current facilities"
Keep it brief: 2–4 words usually sufficient
Make it relevant: heading should match section content
Be consistent: use similar style throughout the report
Every main section needs a heading · headings should be clear and descriptive · use title case (capitalise main words) · keep headings consistent in style
Managing Your Word Count
Too short — under 120 words
Add more detail: "The canteen has limited seating capacity for approximately 150 students"
Add specific examples or data to support points
Include 2–3 specific improvements in recommendations
Add context or background in the introduction
Too long — over 160 words
Remove unnecessary details — focus on key points only
Combine sentences using formal connectors
Cut repetition — don't say the same thing twice
Shorten descriptions to keep details relevant
- Introduction: ~15–20 words
- Each main section: ~35–45 words
- Conclusion/Recommendations: ~20–30 words
- Total: 120–160 words (title not counted)
Practice Questions
Choose one and write a complete report (120–160 words, ~20 minutes)
Q1 — School library: Your headteacher has asked you to write a report about the school library. In your report: describe the current facilities, explain how students use the library, and suggest improvements.
Q2 — Sports facilities: Write a report for your local council about sports facilities for young people. In your report: describe what facilities are available, say what young people want, and make recommendations.
Q3 — School trip: Your teacher has asked you to write a report about a recent school trip. In your report: describe what happened, explain how successful it was, and suggest ideas for future trips.
Q4 — School clubs: Write a report for your headteacher about after-school clubs. In your report: describe which clubs are popular, explain what students would like, and make recommendations.
Write your complete report here
Checking Your Work
Always leave 3–5 minutes to check your report carefully.
Step 1: Count words — 120–160?
Step 2: Check all required points are addressed
Step 3: Verify all sections have headings
Step 4: Check for contractions — replace with full forms
Step 5: Review tone — objective and professional?
Step 6: Check spelling, grammar, and punctuation
Common errors to fix
Contractions: "don't" → "do not" / "it's" → "it is"
Informal language: "kids" → "students" / "stuff" → "items/facilities"
Personal opinions: "I think it's bad" → "The facility requires improvement"
Vague recommendations: "things should be better" → "It is recommended that the school introduce extended opening hours"
Read through once for content completeness · check each section has an appropriate heading · verify formal language throughout · ensure recommendations are clear and specific · count words carefully — don't include the title
Common Mistakes to Avoid
Too informal
"The canteen's food isn't great and kids don't like it." → "The canteen food quality is inadequate and students have expressed dissatisfaction." — Avoid contractions and informal vocabulary throughout.
Missing headings
Writing paragraphs without section headings is one of the most common errors. Add headings like "Current Facilities," "Student Feedback," "Recommendations" to every section.
Vague recommendations
"The school should make things better." → "It is recommended that the school introduce more vegetarian options and extend opening hours." — Be specific and actionable.
Too personal
"I think the library is terrible and I never use it." → "The library facilities are underutilised due to limited resources and outdated equipment." — Use objective, neutral language.
No clear structure
Mixing all information together without organisation. Plan your structure first: Introduction → Main sections → Conclusion.
Quick Reference Guide
Title: Report on [topic] (not counted)
Introduction: State purpose (15–20 words)
Section 1 + Heading: First main point (35–45 words)
Section 2 + Heading: Second main point (35–45 words)
Conclusion + Heading: Recommendations (20–30 words)
Total: 120–160 words
Essential formal language
Introducing: This report aims to… / This report examines… / As requested…
Describing: Currently… / At present… / The facility consists of…
Reporting: Students reported… / The majority… / It was found that…
Recommending: It is recommended… / It is suggested… / The school should…
Must-do checklist
- Include a clear title ("Report on [topic]")
- Use headings for all sections
- Avoid contractions (use "do not" not "don't")
- Keep tone formal and objective
- Make specific, actionable recommendations
- Stay within 120–160 words
Self-Assessment Checklist
Content & task achievement
- I addressed ALL required points from the question
- I provided sufficient detail for each section
- I made clear, specific recommendations
- My report has a clear purpose
- I included relevant information only
Structure & organisation
- I included an appropriate title
- I wrote a clear introduction stating the purpose
- I used clear headings for all main sections
- I organised content logically
- I ended with a conclusion or recommendations section
Language & style
- My word count is between 120–160 words
- I avoided contractions throughout
- My tone is formal and objective
- I used appropriate formal vocabulary
- My spelling and grammar are accurate
Final Tips for Success
Week 1–2: Practice writing introductions and conclusions (10 min daily)
Week 3–4: Write complete reports on different topics (20 min, 3× per week)
Week 5–6: Focus on improving weak areas from self-assessment
Week 7–8: Timed practice under exam conditions (20 minutes per report)
Good luck with your IGCSE ESL exam.