Short reports and proposals

English Language · Senior Secondary (HKDSE) · 4 min read

Introduction to Short Reports and Proposals

Welcome! In this chapter, we are looking at two very important text types for HKDSE Paper 2 Part A: Short Reports and Proposals. Even though they sound "business-like," they are actually just organized ways to share information or suggest new ideas. In Part A, you only have about 200 words to get your point across, so being clear and organized is the key to success!

Don't worry if these seem formal or "stiff" at first. Once you learn the basic structure (the "skeleton"), you can fill in the details easily using the information provided in the exam prompt.

Note: For more on understanding who you are writing to, see the chapter "Reading the situation, purpose and audience."

1. What is a Short Report?

A report is a document that gives facts about something that has already happened or the current state of a situation. In a school or workplace setting, you might report on a recent event, a survey, or a problem that needs fixing.

The Structure of a Short Report

Because you have a tight word count (\(\approx 200\) words), your report should be "punchy" and use headings to help the reader find information quickly.

Title: Clear and descriptive (e.g., Report on the Recent English Week).
Introduction: State the purpose of the report (e.g., The purpose of this report is to review...).
Findings/Observations: What did you see or find out? Use bullet points to save words!
Conclusion/Recommendation: What should happen next based on these facts?

Key Language Features for Reports

1. Objective Tone: Focus on facts, not just your feelings.
2. Past Tense: Since you are reporting on something that already happened, use the past tense (e.g., "Students participated..." or "The event was successful...").
3. Passive Voice: This makes your writing sound more formal and objective (e.g., "It was observed that..." instead of "I saw that...").

Quick Review: A report looks back at the past and focuses on facts.

2. What is a Proposal?

A proposal is a document where you suggest an idea or a plan for the future. You are trying to persuade someone (like a Principal or a Manager) to agree with your plan.

The Structure of a Proposal

Similar to a report, use headings to keep it organized:

Title: Start with "Proposal for..." (e.g., Proposal for a New School Garden).
Introduction/Purpose: Why are you writing? (e.g., This proposal suggests the creation of...).
Proposed Details: What exactly is your plan? How will it work?
Benefits: Why is this a good idea? How will it help the school or company?
Conclusion: A polite closing (e.g., I hope you will consider this suggestion.).

Key Language Features for Proposals

1. Persuasive Modals: Use words like should, would, and could to suggest ideas politely (e.g., "This plan would benefit students by...").
2. Future Tense: Since the plan hasn't happened yet, use "will" (e.g., "The club will meet every Friday.").
3. Positive Vocabulary: Use words that show value, like effective, beneficial, improved, and cost-effective.

Quick Review: A proposal looks forward to the future and tries to persuade.

3. Using Headings and Bullet Points

In Paper 2 Part A, the prompt might actually give you the headings to use. If it does, use them! They help you stay within the word count and ensure you cover all the required points.

Why use bullet points?

They make long lists of information easier to read.
They help you stay organized.
They show the examiner you understand the "genre" (the style) of a report or proposal.

Did you know? Using headings and bullet points is a great way to "guide" the examiner through your writing, making it much easier for them to give you high marks for organization!

4. Common Phrases to Use

If you feel stuck, try using these "sentence starters":

For Reports (The Past/Facts):

"The purpose of this report is to..."
"It was found that..."
"According to the survey results..."
"In conclusion, the event was..."

For Proposals (The Future/Suggestions):

"I am writing to propose..."
"The main aim of this proposal is to..."
"One major benefit would be..."
"I suggest that we should..."

5. Important Reminders for the Exam

Watch the Word Count: Part A is only about 200 words. If you write 400 words, you are wasting time and might lose marks for not being concise. Aim for \(180 - 220\) words.

Use Neutral Names: The syllabus is very strict about this. If the prompt says your name is Chris Wong, use that name. Never use your real name, as it can lead to a penalty or disqualification.

Stick to the Facts: Use the information provided in the question. Don't invent too many extra details; focus on explaining the "given information" clearly.

Key Takeaway: Use headings for structure, be formal in your tone, and check if you are writing about the past (Report) or the future (Proposal). Master these, and Part A will be a breeze!

To learn how to keep your writing professional, check out the next chapter: "Register, tone and staying within the word count."

Quick check

Can you answer these now?

Open each question to check the key ideas from this chapter.

What are the primary purposes of Short Reports and Proposals in HKDSE Paper 2 Part A?

Reports provide facts about past events or current situations, while Proposals suggest ideas or plans for the future.

What is the typical structure of a Short Report?

A Short Report typically includes a Title, an Introduction stating the purpose, a Findings/Observations section (often with bullet points), and a Conclusion or Recommendation.

What grammatical features are characteristic of a Report's objective tone?

Reports use the Past Tense for events and the Passive Voice to maintain a formal, objective focus on facts rather than personal feelings.

What is the primary goal of a Proposal, and how is it structured?

A proposal aims to persuade a reader to agree to a future plan; it includes a Title, Introduction, Proposed Details, Benefits, and a polite Conclusion.

Which language features help make a Proposal sound polite yet convincing?

Proposals use persuasive modals (should, would, could), the Future Tense (will), and positive vocabulary like 'beneficial' or 'effective'.

Why are headings and bullet points essential in Part A writing?

They help organize information, save words, demonstrate understanding of the genre, and guide the examiner through the content for better marks.

What are some common sentence starters for Reports and Proposals?

Reports: "The purpose of this report is to..." or "It was found that..." Proposals: "I am writing to propose..." or "One major benefit would be..."

What is the recommended word count and naming convention for Paper 2 Part A?

Aim for 180–220 words and always use the name provided in the prompt (e.g., Chris Wong) to avoid penalties.

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