FS English Level 2 – April 22, 2023 (Writing Reports)

1. Pearson Edexcel Functional Skills English
Level 2
Writing a report

2. References to Pearson Edexcel Specification for Level 2 Writing
L2.23 Wr Communicate information, ideas and opinions clearly, coherently and
effectively.
L2.24 Wr Write text of an appropriate level of detail and of appropriate length to meet
the needs of purpose and audience.
L2.25 Wr Organise writing for different purposes using appropriate format and
structure.

3. Exam information
One of the exam writing tasks is to write a report. It is always a
Task 1 activity- the longer writing task (250-300 words).
Pearson Edexcel requires headings to be included for the different
sections of a report. An appropriate title should also be included.

4. What is the purpose of a
report?
Reports provide the reader with information and make
recommendations about a specific issue.
They also summarise the key points about an issue in a
straightforward and direct way.
Reports are always written in formal language.

5. Format features of a report
An appropriate title that tells the reader what the report is
about.
It is good practice to include your name as the author of the
report and a date (e.g. the date of the writing task if you have to
write a report for your exam).
Headings for the different sections of the report.
Bullet points or a numbered list to highlight key findings or
recommendations.

6. How do I set out a report?
Write a short introduction to explain the issue or problem you are
writing about. Say who you have written the report for and why the
report has been written.
Reports are always set out in sections. Each section must have a
heading.
The main sections of a report explain the positives/negatives or
advantages/disadvantages of an issue, provide a short concluding
summary of the key points, and then give recommendations to
advise on the best outcomes.

7. When you write a report...
Include a title that makes the purpose of the report clear (e.g. Report on...).
Organise the information you want your reader to know so that it is easy to find.
Use headings, bullet points, numbered lists and different type styles such as
italics or bold to help readers find the information they need.
Tell readers why the report has been written and who it has been written for in
the Introduction section.
Use the main part of the report to say what evidence has been gathered and what
you think it means.
Sum up your findings in a conclusion (e.g. This report has found that...
According to the evidence that has been gathered, it is clear that...).
Make recommendations based on your evidence and your findings (use bullet
points or a numbered list for this section).

8. Suggestions for headings
Title of the report
Introduction (say who the report has been written for and why the report has been
written. You can also add how you gathered your evidence in this section (e.g. This
report has been written for/ on behalf of... The purpose of this report is to... My
evidence was gathered in the form of interviews/surveys/questionnaires, etc. )
Findings (depending on the topic you are given, you can also use the following as
headings for the main section of your report:
Positives/Negatives
Advantages/Disadvantages
Conclusion (a short paragraph that summarises your findings).
Recommendations (the steps or measures you think should be taken to solve the
problem/issue).

9. Passive vs Active Voice
While it is usual for scientific reports to be written in the passive voice, most other
kinds of reports make use of the active voice.
Passive
This report has been written at the request of Robert Smith.
Active
Robert Smith has requested me to write this report.
As you can see, the active voice makes writing much clearer and easier to read.

10. Here is an example of an exam writing task for a report...

11. The writing prompt tells you why you are writing (the
purpose of your report) and who it has been written for
(the audience for your report).
You are given the headings for the sections you need to
include in your report.
The bullet points tell you what you need to do in each
section of your report.
Because it is a Task 1 writing activity, the word limit is
250-300 words.

12. Here is an example of an exam writing task for a report...

13. Report into the Staff Canteen
Introduction
This report has been written at the request of The Canteen Manager, Lottie Smith, with the purpose of identifying areas for improvement in the staff
canteen in order to increase the number of customers who are currently using it. My focus in this report is on the quality and variety of the food
available, the standard of counter service, and the overall appearance of the canteen environment. I will conclude by recommending suggested
improvements to address the specific areas identified.
Food
Overall, the food is of a very good standard: it is tasty, nutritious and well presented. However, there is an issue with the range of meals available. For
example, the only vegetarian option is a tomato and cucumber salad, while the choice of fruit on offer is similarly limited to apples or bananas.
Service and appearance
Only two members of the catering team are on duty during lunch service. As this is the busiest period for the canteen it means that often there is a long
queue of staff waiting to be served. In terms of appearance, the tables are bare, with only baskets of salt and pepper sachets on them. Some of the
ceiling lights do not work, so the canteen is not as well lit as it should be.
Conclusion
The range and variety of meals, including vegetarian options, is an issue requiring attention, as is the level of service at the counter. The canteen itself
is in need of a general makeover to transform it into a more pleasant environment in which to eat.
Recommendations
After careful consideration of the specific issues that this report has identified, the following improvements are recommended:
 Extend the vegetarian menu to include a wider variety of meal options, including hot meals.
 Offer a greater range of fresh fruit: for example, grapes, oranges or pre-prepared fruit salads.
 Increase the number of serving staff to three or four to avoid long queues forming during lunch service.
 Put table cloths on the tables to create a more welcoming appearance. Vases of artificial flowers would also add a homely touch to the canteen.
 Regularly ensure that all the ceiling lights are in full working order.
[372 words]

14. Report into the Staff Canteen
Introduction
This report has been written at the request of The Canteen Manager, Lottie Smith, with the purpose of identifying areas for improvement in the staff
canteen in order to increase the number of customers who are currently using it. My focus in this report is on the quality and variety of the food
available, the standard of counter service, and the overall appearance of the canteen environment. I will conclude by recommending suggested
improvements to address the specific areas identified.
Food
Overall, the food is of a very good standard: it is tasty, nutritious and well presented. However, there is an issue with the range of meals available. For
example, the only vegetarian option is a tomato and cucumber salad, while the choice of fruit on offer is similarly limited to apples or bananas.
Service and appearance
Only two members of the catering team are on duty during lunch service. As this is the busiest period for the canteen it means that often there is a long
queue of staff waiting to be served. In terms of appearance, the tables are bare, with only baskets of salt and pepper sachets on them. Some of the
ceiling lights do not work, so the canteen is not as well lit as it should be.
Conclusion
The range and variety of meals, including vegetarian options, is an issue requiring attention, as is the level of service at the counter. The canteen itself
is in need of a general makeover to transform it into a more pleasant environment in which to eat.
Recommendations
After careful consideration of the specific issues that this report has identified, the following improvements are recommended:
 Extend the vegetarian menu to include a wider variety of meal options, including hot meals.
 Offer a greater range of fresh fruit: for example, grapes, oranges or pre-prepared fruit salads.
 Increase the number of serving staff to three or four to avoid long queues forming during lunch service.
 Put table cloths on the tables to create a more welcoming appearance. Vases of artificial flowers would also add a homely touch to the canteen.
 Regularly ensure that all the ceiling lights are in full working order.
(372 words - writing over the suggested word limit is not an issue as long as all the information is relevant)
Introduction explains purpose and audience for report
Key findings are clearly set out in sections with appropriate headings
Conclusion summarises key findings
Use of bullet points to highlight recommended improvements linked
to key findings

15. Recap...
Reports provide the reader with information and make recommendations about a
specific issue.
They also summarise the key points about an issue in a straightforward and
direct way.
Reports are always written in formal language.
Reports are set out in different sections and with headings for each section.
Reports begin with an introduction to explain why the report has been written
and who it has been written for.
Reports also have a short conclusion that summarises the key findings.
Reports always make recommendations as to the best steps or course of action to
follow.

16. Homework
Remember to use headings for the different
sections of your report:
Introduction
The shopping area
Positives and Negatives
Conclusion
Recommendations/Recommended Changes
Use formal Standard English
Use the checklist on the next slide to make sure
that your report contains all the necessary
requirements.

17. CHECKLIST FOR A REPORT
Does my report contain...? Tick if
applicable
An appropriate title
An introductory paragraph explaining what the report is about and who it
has been written for
Information set out in different sections
Appropriate headings for each section
Formal Standard English
Use of highlighting features (e.g. bold print, bullet points, numbered list)
Use of statistics or numbers