Paper 1: Report, Instructions, and Guidelines

Welcome to your study guide for Professional Texts! In the IB Language B Paper 1, you will be asked to produce a piece of writing based on a specific theme. Reports, instructions, and guidelines fall under the "Professional" category. This means they are written for an audience with whom you don't necessarily have a personal relationship, but who has a clear interest in the information you are providing. Whether you are writing for Standard Level (SL) or Higher Level (HL), mastering these formats is essential for scoring high in Criterion C: Conceptual Understanding.

Don’t worry if these formats seem a bit "dry" at first. Once you learn the basic structure, they are actually some of the most straightforward and logical texts to write!

1. Understanding the Professional Register

Before we dive into the specific text types, remember that reports, instructions, and guidelines all share a common register and tone:

  • Formal Tone: Avoid slang, contractions (like "don't" or "can't"), and overly emotional language.
  • Factual and Objective: Focus on the facts and the "how-to" rather than just your personal feelings.
  • Logical Presentation: The reader should be able to find information quickly. Use headings, bullet points, and numbered lists.
  • Clarity: Your goal is to transfer knowledge efficiently.

Section 1: Writing a Report

A report is a text that describes a situation, an event, or a finding. It is usually written for a specific person or group (like a school principal, a committee, or a club leader) to help them understand a topic or make a decision.

Key Conventions of a Report

To get full marks for text-type conventions, your report should include:

1. A Clear Title: Something descriptive, such as "Report on the Recent School Recycling Initiative."
2. Introduction: Briefly state the purpose of the report. Why are you writing it? What is being investigated?
3. Sub-headings: Break the body of the report into logical sections (e.g., "Current Situation," "Problems Identified," "Successes").
4. Conclusion/Recommendations: Summarize your findings and, if the prompt asks, suggest what should happen next.
5. Date and Name: It is common practice to include "Date:" and "To/From:" at the top or a signature at the end to show who wrote it.

Quick Tip: Think of a report like a map. You are guiding the reader through information so they don't get lost. Use "signposting" words like Firstly, Furthermore, In contrast, and Consequently.

Common Mistake to Avoid:

The "Storytelling" Trap: Students often start writing a report as if it were a personal diary or a story. Avoid saying "I woke up and then I saw..." Instead, use objective language like "The event commenced at 9:00 AM and was attended by fifty students."

Section 2: Instructions and Guidelines

While instructions and guidelines are very similar, there is a slight difference in their purpose:

  • Instructions: A step-by-step "how-to" guide to complete a specific task (e.g., How to use the new school lab equipment).
  • Guidelines: A set of "best practices" or rules to follow in a certain context (e.g., Guidelines for safe social media use).

Key Conventions for Instructions/Guidelines

1. Catchy or Informative Title: Use a clear heading like "How to..." or "Rules for..."
2. Brief Introduction: One or two sentences explaining the goal or the importance of following these steps.
3. Sequential Order: Use numbers (1, 2, 3) for instructions that must happen in a specific order. Use bullet points for guidelines that are general tips.
4. Use of the Imperative: Start your sentences with "command" verbs. For example: "Connect the cable," "Ensure your password is private," or "Do not share personal details."
5. Clarity and Brevity: Keep sentences short and direct. Avoid flowery descriptions.
6. Closing Sentence: A brief concluding thought, such as "Following these steps will ensure a safe environment for everyone."

Did you know? In instructions, the imperative mood (giving commands) is your best friend. It makes you sound authoritative and clear, which is exactly what the IB examiners are looking for in a professional text type!

Section 3: Applying the Themes

In Paper 1, you must connect these text types to one of the five IB themes. Here are some examples of how a report or instructions might look in an exam:

  • Identities: Guidelines for maintaining mental health and well-being during exam season.
  • Experiences: A report on a class trip to a local cultural heritage site.
  • Human Ingenuity: Instructions on how to use a new educational app for language learning.
  • Social Organization: A report for the student council about improving the school cafeteria.
  • Sharing the Planet: Guidelines for reducing plastic waste in the local community.

Section 4: Summary and Success Checklist

Before you finish your Paper 1 response, do a quick mental check of these points:

The Professional Text Checklist:

1. Audience: Did I use a formal register? (No "hey guys" or "thanks a lot!")
2. Layout: Does it look like the text type? Are there headings or numbered steps?
3. Purpose: Is it clear if I am informing (Report) or directing (Instructions)?
4. Word Count: Did I stay within the limit?
    - SL: 250–400 words
    - HL: 450–600 words
5. Criterion A (Language): Have I used a variety of vocabulary and grammatical structures correctly?

Key Takeaway: For reports and instructions, structure is everything. If your text looks organized at a glance, you are already halfway to a great score in Conceptual Understanding!

Note: If you are looking for information on how to write a proposal or a formal letter, please refer to the chapter "Formal letter and proposal."