Analyzing the findings

Group your information into logical themes. Introduce each theme with a subtitle. A report should be very objective, so try to keep your report factual.

USEFUL PHRASES

Give general impressions of the topic: On the whole the facilities are quite good. The majority said that they were unhappy with the situation.

Quote other people's opinions: According to some members of staff, the parking facilities are often not lit at night. Many of our customers have noted an improvement since the introduction of the new system.

Evaluating options

A report often requires you to compare alternative projects or options, or to assess the value of something.

USEFUL PHRASES

Compare options or systems: Many people said that they preferred the old system.

Assess a problem: A key challenge facing us is the shortage of staff willing to work unsociable hours. | We hope that these early difficulties will prove to be no more than teething problems.

Assess a solution: This action will address some of the most immediate concerns of staff.

Consider the benefits: One of the big advantages of this proposal is the low initial cost of the project.

Discussing implications

You may need to consider the reasons for your decisions, or the consequences of following one course of action, rather than another.

USEFUL PHRASES

Give reasons for any suggestions: The delay in the postal deliveries is largely due to problems with the new computer system.

Give the implications of the action: This will inevitably have an impact on other departments.

Conclusions

Make sure that your report has covered all the points that you were asked to cover and achieves that purpose. End with a final evaluation, recommendation or reference to further action that is necessary.

USEFUL PHRASES

Summarize the points so far: In conclusion, we are not yet in a position to make a final decision. | The following conclusions can be drawn:

Make a recommendation: As can be seen from the findings of this report, the only option we have is to close the London branch.

Refer to future action: The next stage is to contact our purchasing department to see if they have any further comments to add.

Useful language for reports

Introductory comments

I recently visited (the new Leisure Centre) and have prepared the following report for your consideration

Further to my visit to…, I have prepared the following report

The following report relates to my recent visit to.

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