From Casual to Credible: Teaching Students to Write Formal SPM 1119/2 Reports

One of the most common problems faced by SPM 1119/2 candidates is the inappropriate use of language in report writing. Some students write a report as if they are writing a story, personal post on social media or magazine article. As a result, their writing may contain overly personal expressions, conversational phrases, rhetorical questions and emotional language that are not suitable for a formal report. Although the ideas may be relevant, the inappropriate language can make the report sound less objective and less professional.

Teachers therefore need to help students understand that a report is factual, objective and formal. Unlike a story, personal blog or an informal article, a report is written to present information, describe findings and make suggestions in a clear and organised manner. Students should learn to choose appropriate vocabulary, avoid unnecessary personal opinions and use a formal tone throughout their writing. Developing this awareness is important because good report writing is not only about having relevant ideas; it is also about presenting those ideas in the appropriate language and style.

Formal vs Informal Language in Report Writing

Further discussion on formal and informal language in report writing is based on this report question: Your school has recently opened a recreational area for students called Our Green Space. As the secretary of the Student Council, you have been asked by your principal to write a report about this new facility.

In your report, you should include:

• the location of the recreational space

• its special features and facilities

• suggestions on how the space can be maintained for future use

Write your report in about 200–250 words. Examples of informal and formal language:

Informal Language	Formal Language
I think...	It is believed that...
I really like...	The recreational space is highly appreciated by students.
It's awesome.	The facility is well designed and highly beneficial.
A lot of students love it.	Many students have expressed positive feedback.
You can relax there.	Students are able to relax and unwind in the area.
It has lots of trees.	The area is surrounded by a variety of trees and flowering plants.
We should take care of it.	Every effort should be made to maintain the area.
Don't throw rubbish.	Littering should be strictly discouraged.
We can organise cleaning activities.	Regular cleaning campaigns should be organised.
The place is cool.	The environment is pleasant and conducive to relaxation.

More examples of informal and formal language:

❌ Informal

I think Our Green Space is a really nice place. My friends and I always go there because it's cool and comfortable. Everyone loves hanging out there after school.

✅ Formal

Our Green Space has become a popular recreational area among students due to its peaceful atmosphere and comfortable surroundings. It provides an ideal environment for relaxation after school hours.

Example 2

❌ Informal

We should not throw rubbish because it makes the place dirty.

✅ Formal

To preserve the cleanliness of the area, littering should be prohibited and sufficient rubbish bins should be provided throughout the recreational space.

Example 3

❌ Informal

The school should plant more flowers because it will look prettier.

✅ Formal

It is recommended that additional flowering plants be introduced to enhance the aesthetic value of the recreational space.

Additional tips: Useful Formal Expressions

Introducing the Report

• The purpose of this report is to...

• This report aims to...

• This report has been prepared to...

• The following report outlines...

Describing the Location

• The recreational space is located...

• It is strategically situated...

• It can be easily accessed by...

• The area occupies...

Describing Facilities

• Among the facilities provided are...

• The space is equipped with...

• One of its notable features is...

• In addition, visitors can enjoy...

• The area has been designed to...

Giving Suggestions

• It is recommended that...

• It is suggested that...

• Consideration should be given to...

• Every effort should be made to...

• Regular maintenance should be carried out.

• Awareness campaigns should be organised.

• Additional facilities could be provided.

Ending the Report

• In conclusion,...

• Overall, the recreational space provides numerous benefits...

• It is hoped that these recommendations will contribute to...

• With proper maintenance, the area will continue to benefit students.

Seven Practical Teaching Tips and Activities for Teachers to Teach Formal Language

1. Introduce the "Formal Language Swap" Activity

Give students an informal sentence and ask them to rewrite it formally.

Example:

Original

I think the place is really nice because everyone likes sitting there after school.

Improved

The recreational space has become a popular gathering area due to its comfortable environment and peaceful surroundings.

This activity helps students recognise differences in register.

2. Ban Personal Opinions at the Beginning

Many weaker students start with:

I think...

Instead, encourage them to begin with:

• The purpose of this report is...

• This report aims to...

• The findings indicate...

• The recreational space...

A classroom rule can be:

No "I think" in reports.

3. Teach Passive Voice

Reports sound more objective when passive structures are used.

Examples:

Instead of

The school built a gazebo.

write

A gazebo has been constructed for students.

Instead of

Teachers organise cleaning activities.

write

Cleaning activities should be organised regularly.

4. Replace Emotional Words with Objective Vocabulary

Display a classroom chart.

Emotional	Objective
beautiful	attractive
nice	beneficial
amazing	impressive
fun	enjoyable
good	effective
bad	unsatisfactory

Students gradually adopt more formal vocabulary through repeated exposure.

5. Use Reporting Verbs

Instead of

I saw...

teach students to write

• It was observed that...

• It was found that...

• The report indicates that...

• The findings reveal that...

• The area provides...

These expressions create an objective tone.

6. Encourage Nominalisation

Formal writing often converts verbs into nouns.

Informal	Formal
clean the area	the maintenance of the area
improve the park	the improvement of the park
protect nature	environmental protection
educate students	student awareness

Example:

Instead of

We should maintain the area.

write

The maintenance of the recreational space should be given priority.

7. Teach the "FACT" Principle

A simple mnemonic helps students remember the characteristics of a report.

F – Factual Use facts rather than personal feelings.

A – Appropriate Register Use formal, objective language.

C – Clear Organisation Include a title, introduction, body, and conclusion.

T – Targeted Recommendations Offer practical, realistic suggestions.

A Classroom Editing Checklist

Before submitting their report, students should ask themselves:

• □ Have I written a clear report title?

• □ Have I stated the purpose of the report?

• □ Have I avoided contractions (don't, can't, it's)?

• □ Have I avoided phrases such as I think or I feel?

• □ Have I used formal linking devices (Furthermore, In addition, Moreover, Consequently)?

• □ Have I included at least four passive voice structures?

• □ Have I used formal reporting verbs (It was observed that..., It is recommended that...)?

• □ Have I ended with practical recommendations?

By explicitly teaching the difference between spoken English and formal written English, teachers can help students move beyond conversational writing. Regular modelling, guided rewriting activities, and structured editing checklists will enable learners to produce reports that are objective, coherent, and aligned with the expectations of the SPM 1119/2 assessment criteria.