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Joy English · Level C1 · Reportsjoy-english.com

A report with findings and recommendations

Name:Date:

Write a clear, impersonal report that presents findings from a survey and makes justified recommendations.

Report on evening opening at Riverside Library

Introduction. The aim of this report is to assess whether Riverside Library should extend its opening hours on weekday evenings. It is based on a survey of users carried out between 3 and 17 March and on a review of staffing records for the previous year.

Findings. In total, 214 users completed the survey. Roughly one in three respondents said that they were unable to visit the library before five o'clock because of work or study commitments, and 62 per cent were in favour of later closing. Demand appears to be strongest on Tuesdays and Thursdays, when many students prepare for evening classes. By contrast, only a small minority expressed interest in Sunday opening.

It was also found that the study area is almost full between four and six o'clock, which suggests that existing space is already under pressure. However, it should be noted that staff costs would rise if the building remained open until nine. According to the figures supplied by the finance office, an additional evening would cost approximately £1,150 per month.

Conclusions. There is clear evidence of unmet demand, particularly among people who work during the day. Nevertheless, a permanent change would carry financial risk, and the data on weekend use is too limited to draw reliable conclusions.

Recommendations. It is recommended that the library introduce late opening on Tuesdays and Thursdays on a six-month trial basis. Attendance should be monitored each month, and the results reviewed before any permanent decision is made. Provided that funding can be secured from the community budget, the trial could begin in September.

Choose the best option

Choose the option that suits a formal report.

  1. Which sentence best states the purpose of a report?
    • a) I just want to tell you a few things about the library.
    • b) The aim of this report is to assess whether evening opening is viable.
    • c) This report is going to be about libraries, which are great.
  2. Most respondents (62 per cent) ___ later closing.
    • a) are fond with
    • b) have a liking for
    • c) were in favour of
  3. It is recommended that the library ___ its weekday hours.
    • a) to extend
    • b) extend
    • c) extending
  4. The data ___ that demand is highest on Thursdays.
    • a) suggest
    • b) prove beyond doubt
    • c) guarantee
  5. Which is the most appropriate way to report a result?
    • a) Loads of people said no.
    • b) Roughly one in three respondents said no.
    • c) Tons of respondents were against it.
  6. Staffing costs would rise; ___, a small charge may be needed.
    • a) meanwhile
    • b) admittedly
    • c) consequently
  7. Which sentence belongs in the Findings section rather than the Recommendations?
    • a) The council should fund two extra staff.
    • b) Forty-one per cent of users arrive after five o'clock.
    • c) We suggest a six-month trial.

Complete the report language

Type one word to complete each sentence.

  1. The purpose of this report is ___ assess the demand for evening opening.
  2. The survey was carried ___ between 3 and 17 March.
  3. Respondents were asked to ___ their preferred closing time.
  4. Opening until nine would ___ in higher staffing costs.
  5. With ___ to cost, a pilot scheme would limit the risk.
  6. On the ___ of these findings, we recommend a six-month trial.
  7. The trial could begin in May, ___ that funding is secured.

Writing task

You are the sports officer at a medium-sized college. The principal has asked for a report on whether the college should open its gym early in the morning. Using the notes below, write the report. Notes: 120 students surveyed; 45 per cent want opening at seven o'clock; many currently travel to a private gym; extra staffing would cost about £900 per month; no data yet on winter use.

220–280 words

Check your writing

  • I used clear headings (for example Introduction, Findings, Conclusions, Recommendations).
  • I stated the purpose and the evidence the report is based on.
  • I reported the figures accurately and with suitable quantifiers.
  • I kept an impersonal, formal style.
  • I separated findings from conclusions and recommendations.
  • My recommendations are specific and justified.

Answer key

Choose the best option

  1. b) The aim of this report is to assess whether evening opening is viable.It is impersonal, precise and states the purpose. The others are informal or vague.
  2. c) were in favour ofBe in favour of is the correct fixed phrase. Fond takes of, not with, and have a liking for does not fit this register.
  3. b) extendAfter recommend that we use the base form (subjunctive-like): extend.
  4. a) suggestSuggest is appropriately cautious for survey results. Prove beyond doubt and guarantee overstate what a survey can show.
  5. b) Roughly one in three respondents said no.Roughly one in three is precise and formal. Loads and tons are informal.
  6. c) consequentlyConsequently introduces a result of the previous statement.
  7. b) Forty-one per cent of users arrive after five o'clock.A statement of data is a finding. The other two sentences recommend actions.

Complete the report language

  1. toThe purpose of this report is to + infinitive.
  2. outCarry out is the usual phrasal verb for conducting a survey.
  3. indicate / state / specify / give / name / choose / select / identify / suggestIndicate, state, specify and similar verbs (give, choose, name) report what respondents told the researchers.
  4. resultResult in means "cause" or "lead to".
  5. regard / respect / referenceWith regard / respect / reference to means "concerning".
  6. basis / strengthOn the basis of (or on the strength of) means "using these facts as grounds".
  7. provided / providing / assumingProvided (that), providing (that) and assuming (that) introduce a condition.

Model answer

Report on early-morning gym opening

Introduction. The purpose of this report is to consider whether the college gym should open at seven o'clock on weekdays. It is based on a survey of 120 students and on estimates supplied by the finance office.

Findings. Forty-five per cent of respondents said that they would like the gym to open at seven o'clock, and many added that they currently travel to a private gym because of the limited hours here. Although this falls short of a majority, it represents a substantial group of potential users, and the demand appears to be genuine.

Extra staffing would cost approximately £900 per month. However, no data is yet available on how usage might change during the winter months, when dark, cold mornings may well discourage early exercise. It should therefore be noted that the current figures may overstate long-term interest.

Conclusions. There is reasonable evidence of demand, but it is not yet strong enough to justify a permanent commitment, particularly as winter attendance is unknown.

Recommendations. It is recommended that the gym open early on three weekdays for one term, and that attendance be recorded daily so that staffing can be adjusted if demand changes. Students should also be told about the trial through the college website and notice boards. Provided that the trial attracts at least thirty users per session, the arrangement could then be extended.

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