Writing: B2 Lesson 11: How to Write a Formal Report (Structure & Language)

Writing: Specific Text Types

B2 Lesson 11: How to Write a Formal Report

Listen to key concepts for writing reports.

What you will learn: By the end of this lesson, you will be able to plan, structure, and write a clear, formal report using objective language, clear headings, and appropriate phrases for findings and recommendations.

Before You Start: Key Concepts 🧠

A report is very different from an essay. An essay persuades (gives opinions); a report informs (gives facts).

Formal Tone

| សម្លេងផ្លូវការ

Serious, polite, and professional language. No slang or contractions (e.g., use do not instead of don't).

Objective

| ភាវៈវិស័យ

Based on facts and data, not personal feelings. (e.g., "55% of people..." not "I feel that...").

The 5 Key Sections of a Formal Report

Almost all professional or academic reports follow this simple structure. Use clear headings for each section.

1

Introduction

State the report's purpose.

• Answers: "Why are you writing this?"
• Use phrases like: "The aim of this report is to..." or "This report outlines..."

2

Methodology

Explain *how* you got your information.

• Answers: "Where did this data come from?"
• Use phrases like: "A survey was conducted..." or "Data was collected from..."

3

Findings

Present the facts you discovered (no opinions yet!).

• Answers: "What did you discover?"
• Use objective language: "The results showed that..." or "A majority of respondents..."

4

Conclusion

Summarize your findings.

• Answers: "What does it all mean?"
• Use phrases like: "In conclusion, the findings suggest..." or "It is clear that..."

5

Recommendations

Suggest actions based on your conclusion.

• Answers: "What should we do now?"
• Use modal verbs: "It is recommended that..." or "The company should..."

Choosing the Right Language: Formal & Objective

Your language must be impersonal. Avoid emotional words and slang. Use facts and passive voice where appropriate.

INFORMAL / SUBJECTIVE (Wrong ❌)

"I think the cafe is terrible. I talked to 20 people and they all hated the coffee. It's way too expensive."

FORMAL / OBJECTIVE (Correct ✅)

"A survey of 20 students was conducted. The findings indicate that 85% of respondents were 'dissatisfied' with the coffee quality, citing 'high price' as the main reason."

Sample Report

Report on Student Cafeteria Usage

1. Introduction

The aim of this report is to investigate the reasons for the recent decline in student cafeteria usage and to recommend potential improvements.

2. Methodology

To gather information, a survey was conducted with 100 students from various faculties between October 20-25, 2025. Students were asked to rate the food, price, and atmosphere.

3. Findings

The survey results revealed the following key points:

• 72% of students stated they were 'dissatisfied' or 'very dissatisfied' with the price.
• Only 30% felt the food options were 'sufficiently varied'.
• The most requested item was a wider range of healthy/vegetarian meals.

4. Conclusion

In conclusion, the findings strongly suggest that the primary reasons for the decline in usage are perceived high prices and a lack of menu variety, especially healthy options.

5. Recommendations

Based on the conclusion, it is recommended that the cafeteria:

1. Introduce a subsidized 'student value meal'.
2. Add at least three new vegetarian options to the menu.

Practice What You Learned 🎯

Quiz: Check Your Understanding

Choose the best answer for each question. Click "Check Answers" when you're done.

1. What is the MAIN purpose of a formal report?

• A) To present factual information and findings objectively.
• B) To entertain the reader with a personal story.
• C) To persuade the reader to agree with your personal feelings.

2. Which sentence is UNSUITABLE for a formal report?

• A) It is recommended that the hours be extended.
• B) 45% of users reported dissatisfaction.
• C) I totally hate the new system, it's just awful!

3. In which section do you explain *how* you collected your data (e.g., surveys, interviews)?

• A) Findings
• B) Methodology
• C) Introduction

Key Vocabulary Reference (Click 🔊)

• Formal | ផ្លូវការ
  Serious, polite, and professional; used for work or university.
• Objective | ភាវៈវិស័យ
  Based only on facts, with no personal feelings.
• Methodology | វិធីសាស្រ្ត
  The methods used to collect information (e.g., surveys, research).
• Findings | ការរកឃើញ
  The information or facts that were discovered.
• Recommendations | អនុសាសន៍
  Suggestions for action based on the findings.
• To conduct (a survey) | ធ្វើ (ការស្ទង់មតិ)
  To organize and carry out an activity to get information.

Your Writing Mission ⭐

Write Your First Mini-Report

Your mission is to write a short, 3-section report on a topic you know.

Choose one topic:
1. The best coffee shop for students in your city.
2. Problems with traffic in your city.
3. The most popular free apps among your friends.

Write 3 short sections (1-2 sentences each):

1. Introduction: (e.g., "The aim of this report is to identify the best coffee shop for students...")
2. Findings: (e.g., "Based on interviews with 10 students, 'Brown Coffee' was the most popular. The main reasons were fast Wi-Fi and comfortable seating...")
3. Recommendation: (e.g., "It is recommended that students who need to study visit 'Brown Coffee'...")