The report as a text type: A report is one of the text types in Unit 2. It presents facts and data on a topic — usually drawn from a survey or an investigation — and ends with recommendations.
The key feature is the register: a report is formal, neutral and impersonal. You write about findings, not feelings — so you avoid "I think" and use impersonal structures like "it was found that…" and "it is recommended that…".
- a report
- a formal text that presents facts/data on a topic and gives recommendations
- aim / objective
- the purpose of the report, stated near the start ("the aim of this report is to…")
- findings
- the facts or data discovered, often from a survey or investigation
- survey
- a set of questions used to collect data from a group of people
- respondents
- the people who answer a survey
- recommendation
- a suggested action, stated impersonally ("it is recommended that…")
- register
- how formal or informal the language is; a report is formal and impersonal
- impersonal
- written without "I"/"you"; uses passive or "it is…" structures
- objective
- based on facts rather than personal opinion or emotion
- heading / section
- a labelled part of the report (Aim, Findings, Recommendations…)
| Report language (formal/impersonal) | What it does |
|---|---|
| The aim of this report is to… | States the purpose at the start. |
| According to the survey / the data… | Introduces a fact from the evidence. |
| It was found that… / It was noted that… | Presents a finding impersonally. |
| The majority of respondents… | Reports what most people said, objectively. |
| It is recommended that… | Gives a recommendation without saying "I". |
| In conclusion, … | Sums up the main idea at the end. |
Why register matters: On Paper 1, the examiner checks that your text matches the text type asked for. Getting the report register right — formal, impersonal, data-led — is exactly what earns Criterion C (Conceptual understanding), and the precise vocabulary earns Criterion A (Language).
Four labelled sections: A report is organised under headings, so the reader can find each part quickly. The standard structure is Title → Aim → Findings → Recommendations → Conclusion. Presenting the data clearly under headings is half of what makes a text read as a report.
Report structure — 5 steps
1
Title
Name the topic plainly. "Report on the school canteen".
2
Aim
State the purpose impersonally. "The aim of this report is to assess… and to suggest…"
3
Findings
Present the data objectively. "It was found that…", "According to the survey…"
4
Recommendations
Suggest actions impersonally. "It is recommended that…"
5
Conclusion
Sum up the main idea. "In conclusion, …"
Title → Aim → Findings → Recommendations → Conclusion
A report does this
- Uses a title and labelled sections.
- Presents facts and data objectively.
- Uses impersonal structures (it was found, it is recommended).
- Ends with clear recommendations and a short conclusion.
A report does NOT do this
- Open with a greeting ("Hi everyone!").
- Use first person and feelings ("I love…", "I hate…").
- Tell a personal story, like a diary.
- Sign off informally ("see you soon!").
Headings are your friend: Writing the headings Aim, Findings and Recommendations first gives you a ready-made plan — and instantly signals to the examiner that you know the report conventions.
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Read like Paper 2: Here is a short report — the kind of text Paper 2 (Reading) gives you. Read it once for the general idea, then notice how each heading does its job. Afterwards we'll work through one exam question together.
Model report — the school canteen: Report on the school canteen
Aim. The aim of this report is to assess the quality of the school canteen and to suggest improvements.
Findings. According to a survey of 120 students, it was found that most respondents consider the choice of vegetarian dishes to be limited. It was also noted that the queues at lunchtime are too long.
Recommendations. It is recommended that the menu be widened and that a second serving point be opened.
Conclusion. In conclusion, the canteen provides a good service, but its rating would improve with these changes.
- The aim of this report is to…
- the standard way to open the Aim section
- According to a survey of 120 students
- introduces the data source
- it was found that…
- presents a finding impersonally
- it is recommended that…
- gives a recommendation without saying "I"
- in conclusion
- signals the closing summary
IB-style task — one Paper 2 question
One question, step by step
- The question — "According to the report, what do most students think of the vegetarian choice?"
- Find it in the text. Look in the Findings section: "most respondents consider the choice of vegetarian dishes to be limited."
- The answer — They think the choice of vegetarian dishes is limited. The words are right there in the Findings, so no outside knowledge is needed.
Reading technique: In a report, the answer to a comprehension question is usually under the matching heading: questions about data live under Findings, questions about suggested actions live under Recommendations. Go straight to the right section.
The task: Your school ran a recycling project this term and you coordinated it. Write a report for the teachers and families that presents the results and recommends how to extend it next year.
Use a formal, impersonal register and clear headings. Write 250–400 words.
Report plan — 5 steps
1
Title
Name the topic. "Report on the recycling project at our school."
2
Aim
State the purpose. "The aim of this report is to present the results… and to recommend…"
3
Findings
Give the data impersonally. "It was found that participation rose…"
4
Recommendations
Suggest actions. "It is recommended that clearer labels be added…"
5
Conclusion
Sum up. "In conclusion, the project was a success…"
Title → Aim → Findings → Recommendations → Conclusion
Model: the 5 steps in action
The report, step by step
- Report on the recycling project at our school
- Aim. The aim of this report is to present the results of the recycling project run during this term and to recommend how to extend it next year.
- Findings. According to the figures collected, it was found that participation rose steadily and that the amount of paper recycled doubled. It was also noted that plastic was still often placed in the wrong bin.
- Recommendations. It is recommended that clearer labels be added to each bin and that a short training session be held at the start of the year.
- Conclusion. In conclusion, the project was a success, and with these changes it could have an even greater impact next year.
Why it scores: This answer hits all three Paper 1 criteria — here's what earns each one:
A — Language /12
- Impersonal structures: "it was found that", "it is recommended that"
- Precise topic vocabulary: participation, recycled, training session
- Connectors used accurately
B — Message /12
- Task fully done: presents results AND recommends how to extend
- Findings developed with concrete data
C — Conceptual /6
- Report conventions: a title and labelled sections
- Consistent formal, impersonal register
- Recommendations clearly set out
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Reading data in a report: Reports often present numbers — averages, fractions, percentages. In Paper 2 you may be asked to read those figures off the text. Read the questions first, then find the matching figure in the Findings section.
Report — screen use: Report on screen use among Year 11 students
Aim. This report sets out to examine how much time students spend on screens and to propose ways of reducing it.
Findings. A survey of 90 students showed that the average screen time is just over four hours a day. It was found that almost half of the students check their phone within ten minutes of waking up. However, two thirds said they would welcome a screen-free study hour at school.
Recommendations. It is recommended that the school introduce a daily screen-free study hour and that teachers share simple tips for managing screen time.
Conclusion. In conclusion, screen use is high but students are open to change, so small, supported steps are likely to succeed.
IB-style task — two questions on the data
Two questions, step by step
- Q1 — What is the average screen time? Look in Findings: "the average screen time is just over four hours a day." That is your answer.
- Q2 — What would two thirds of students welcome? The text says: "two thirds said they would welcome a screen-free study hour at school." Answer: a screen-free study hour.
Reading technique: For a "how many / how much" question, scan the Findings for the figure the question asks about. Quote or paraphrase the exact line — don't estimate from memory.