Name: _____________________________ Set: ____ Date: _____________________________

S4 English Language
Writing a Report or a Proposal

Reports and proposals are informative formal pieces of writing written in response to a
request or instructions.

A. PURPOSE

Reports

 To evaluate positive and/or negative features of a subject

 To give an account of the progress made
 To analyze data obtained from surveys or questionnaires and draw conclusions
 To present opinions, suggestions or recommendations based on the present situation

Proposals

 To put forward plans, decisions or suggestions with justifications concerning possible

future courses of action for approval by one’s teacher or superior at work, members
of a committee, etc.

B. STRUCTURE

0. Header

Reports and proposals typically start with the following:

TO: (recipient’s name, and position)

FROM: (sender’s name, and position)
SUBJECT:
DATE:

Often it suffices to include just a title that indicates the subject of the report or proposal.

1. Introduction

 provide background information about the topic or give the context of the
situation
 state the purpose or aim of the report or proposal

2. Main body

 divided into sections, each of which has a title, also known as a section heading.
 section headings should be concise and informative, and (the outline that can be
generated from them) should resemble a roadmap that guides the reader
  there can be more than one paragraph in each section
 sections can be nested within each other, leading to subsections which should
also be headed.
 each paragraph should focus on one main idea, which is encapsulated in the topic
sentence(s)
 the main idea should be developed and substantiated with supporting details in
the content of the paragraph

3. Conclusion

Depending on the rubric, you can:

 summarize the ideas presented in the main body,

 make a recommendation for a future action,
 offer a personal opinion or evaluation,
 reassure the target reader, and
 (for proposals) mention the benefits of accepting the proposal

NOTE: Numbering is optional for the major headings, but should be incorporated for
subheadings, i.e. both examples below are acceptable.

1. Introduction Introduction

2. First Point First Point

a. First Sub-point 1. First Sub-point

b. Second Sub-point 2. Second Sub-point

c. Third Sub-point 3. Third Sub-point

3. Second Point Second Point

4. Third Point Third Point

5. Conclusion Conclusion

D. STYLE

Reports and proposal are official or business correspondence, so they should be written
in a formal register from an objective perspective.

 No slangs, colloquial expressions, coined phrases and contractions

 Complex and passive constructions are more frequently employed
 Refrain from using any first- and second-person pronouns in the main body
 Use “we” instead of “I” if writing on behalf of an organization or a group
Name: _____________________________ Set: ____ Date: _____________________________

E. USEFUL PHRASES

1. To begin a report or a proposal:

 The purpose / aim / objective / intention of this [REPORT or PROPOSAL] is to

examine / assess / evaluate / compare / describe / outline / analyze / present /
provide information on / consider / suggest…
 As requested, this [REPORT or PROPOSAL] aims / intends to…
 As requested, this is a [REPORT or PROPOSAL] concerning / regarding the matter /
subject of…
 This report contains the (relevant) information / details / assessment…
 … concerning the suitability / advantages and disadvantages of / the progress of /
the decision of…
 … outlines recent changes in…
 We would like to put forward a proposal for…

2. Expressing general opinions / findings:

 … is considered / said to be…

 … is highly regarded in…
 … in favour of…
 There is considerable agreement / disagreement regarding…
 … unanimously agree / disagree with…
 Opinions are divided amongst… regarding…
 It is common knowledge that…
 Recent research indicates that…
 The data included in this report was obtained by means of a questionnaire / a
survey / interviews / statistics compiled by…
 Interviewees who has first-hand experience / knowledge of the situation state
that…
 Apart from… we are convinced that…
 Another area we consider to be worthy of further investigation is…

3. Describing strengths and weaknesses:

 benefits / pros / strengths

 … unquestionably has many strengths, such as…
 … is particularly effective due to the fact that…
 drawbacks / downsides / cons / weaknesses
 There are areas that require urgent attention / improvement.
 … leaves a lot to be desired.
 … is not up to the required standard.
4. Verbs for problem-solving

 to remedy, to deal with, to handle, to alleviate, to placate, to appease, to pacify

5. Adjectives for forecasting

 Imminent, potential, probable, possible, forecast, forthcoming, future, expected,

proposed, etc.

6. Giving Recommendations:

 In the light of the above findings…

 On the basis of the aforementioned points / points posited above…
 It is (therefore) believed / apparent / obvious (that) … would be ideal for…
 It would (not) be advisable / practical / advantageous to…
 … the following measures should be adopted / implemented.
 We (strongly) recommend that we should (not) proceed with / adopt /
implement…
 The best course of action is / would be to…
 This would certainly enable / foster…

7. To end a report or a proposal:

 To conclude / To sum up/ In conclusion…

 On the whole, it would be fair to conclude that / it would seem that…
 The only / obvious conclusion to be drawn from these facts is that…
 We expect / predict / anticipate…
 … prompt action is / be taken.
 We do not anticipate any further problems and we hope to meet the deadline as
discussed.
 We hope that the plan / recommendations outlined in this [REPORT or PROPOSAL]
meets with your approval / receive your serious consideration.
 Should the recommendations outlined in this [REPORT or PROPOSAL] be carried
out, I have no doubt that… will be a resounding success.