Navigating Formal vs. Informal Language in SPM 1119/2 Report Writing

As English Language teachers, we would notice a common problem in the classroom: some of our pupils’ reports have a storytelling tone or their reports use informal language. Growing up with social media, slang, and instant messaging, some pupils naturally bring their everyday speaking habits into their formal schoolwork. When asked to write an SPM 1119 report, they often get stuck. They struggle to replace simple daily words with precise vocabulary, drop personal pronouns like "I" and "we," and avoid common contractions. As a result, pupils end up feeling confused; unsure if their writing sounds properly formal or just plain strange.

This issue happens because pupils often view formal writing as a set of strict, scary rules rather than a useful skill. Instead of seeing formal tone as a way to share facts clearly, they may view it as a trap designed to lose them marks. They struggle to turn simple sentences into passive forms or varied sentence structures, which leads to clumsy writing and weak paragraph flow. Ultimately, pupils know what information they want to share, but they lack the confidence and tools to write it in a clear, professional way.

Formal vs. Informal Language Comparison Table

To understand further about the formal and informal language in a report, let’s examine the examples in Table 1 below. Based on the given question, Table 1 presents 5 informal examples (to avoid) and 5 formal alternatives (to use) for each of the three tasks below.

Your school intends to construct a new sports facility. A survey was recently conducted among pupils to identify their preferred facility. Write a formal report for your principal summarising the findings and proposed next steps.

In your report, ensure you address the following key points:

1. State which sports facility was most requested by the pupils.

2. Explain the main reasons why pupils selected this facility.

3. Suggest practical ways to raise funds for constructing the facility.

Write the report in 200-250 words.

Task / Prompt Bullet Point	Informal Language (Avoid ❌)	Formal Language (Use ✅)
1. Facility Most Requested	Most kids voted for a brand-new swimming pool because it's cool.	A majority of pupils indicated a strong preference for a new swimming pool. OR 75% of the pupils indicated a strong preference for a new swimming pool.
	Everyone wanted a gym more than anything else.	The survey results reveal that an indoor gymnasium was the most frequently requested facility. OR It is revealed by the survey results that an indoor gymnasium was the most frequently requested facility.
	Loads of pupils said they really want a tennis court.	According to the survey data, a tennis court emerged as the top choice among respondents. OR According to the survey data, a tennis court was selected as the top choice by the respondents
	A bunch of us picked a football field.	The highest proportion of pupil feedback favoured the construction of an all-weather football pitch.
	Skatepark won by a lot.	80% of the pupils voted in favour of establishing an outdoor skatepark.
2. Reasons for Choice	Kids hate the old court because it's totally broken and dangerous.	Pupils expressed concern that the current court facilities are deteriorating and pose safety risks. OR Concerns were expressed by pupils regarding the deterioration of the current court facilities and the safety risks they pose.
	We don't have anywhere to play when it rains outside.	The facility would provide an undercover area, allowing physical activities during adverse weather conditions.
	Playing sports helps us chill out after hard exams.	Engaging in regular sport at this facility will help pupils manage stress and improve overall well-being.
	Lots of pupils want to get super fit and join competitions.	The new facility would support pupils seeking to improve physical fitness and train for competitive events. OR The new facility would be used to support pupils aiming to improve physical fitness and prepare for competitive events.
	It’s super boring during recess with nothing fun to do.	Additional sports amenities would offer structured recreational activities during break times.
3. Fundraising Ideas	We can sell yummy cupcakes and bake stuff at school.	A school bake sale could be organised as an effective initial fundraising initiative.
	Ask rich local companies to give us heaps of cash.	The school could reach out to local businesses to explore potential corporate sponsorship opportunities.
	Do a fun run and get people to pay money.	A sponsored charity run should be held to encourage community involvement while raising vital funds.
	Get parents to buy tickets for a big raffle draw.	Ticket sales from a hosted community raffle could generate significant financial contributions.
	Put on a talent show and charge everyone at the door.	A ticketed pupil talent showcase should be initiated to raise additional revenue for the project.

  Table 1: Formal vs. Informal Language

A sample report

Your school intends to construct a new sports facility. A survey was recently conducted among pupils to identify their preferred facility. Write a formal report for your principal summarising the findings and proposed next steps.

In your report, ensure you address the following key points:

1. State which sports facility was most requested by the pupils.

2. Explain the main reasons why pupils selected this facility.

3. Suggest practical ways to raise funds for constructing the facility.

Write the report in 200-250 words.

To: The Principal, SMK Gading

From: Head Prefect, SMK Gading

Report on Proposed Sports Facility

Introduction

This report is written to present findings of a survey on the proposed new sports facility. Recently, an online survey was caried out among 755 pupils of SMK Gading. This report summarises the findings regarding the most requested sports facility, the rationale behind their preferences, and practical strategies for raising funds.

Most Requested Sports Facility

The survey results revealed that an indoor gymnasium was the most frequently requested facility. Pupils explained that such a facility would not only enable them to improve physical fitness but also provide a safe environment for training during inclement weather.

Reasons for Preference

The preference for an indoor gymnasium stemmed from several factors. Firstly, pupils highlighted that existing outdoor courts are deteriorating, which poses safety risks. Secondly, they noted that an indoor space would allow year-round usage, thereby maximising opportunities for training. Finally, it was argued that the gymnasium could serve multiple purposes such as hosting school tournaments.

Fundraising Suggestions

To ensure the construction of the new sports facility is financially viable, a few fundraising suggestions were put forward. Pupils recommended organising charity runs that would engage both students and the wider community, thereby fostering school spirit while generating income. Additionally, hosting cultural fairs featuring traditional food stalls and performances was seen as a creative way to raise funds.

Conclusion

In conclusion, the survey clearly demonstrated that pupils overwhelmingly favour the construction of an indoor gymnasium. Given its potential to offer numerous benefits, it is strongly recommended that the school prioritise this project and initiate fundraising efforts without delay. (260 words)

Reported by,

(ALEX BENJAMIN)

Head Prefect,

SMK Gading

✅ To be highlighted among the pupils:

• Complex structures (3 examples):

  • “Pupils explained that such a facility would not only enable them to improve physical fitness but also provide a safe environment…”

  • “Finally, it was argued that the gymnasium could serve multiple purposes, including hosting school tournaments and community programmes.”

  • “Given its potential to enhance physical well-being, nurture competitive spirit, and strengthen community ties, it is strongly recommended…”

    
    

• Cohesive devices (6 examples): Firstly, Secondly, Finally, Moreover, In conclusion, Given that

  
  

• Less common lexis (6 examples): inclement, resilience, feasibility, initiatives, sponsorship, prioritise

  
  

• Passive verb – let the pupils discuss and identify each passive verb in the report. Ask them to highlight whether the verb is singular or plural and past or present. To further enhance their grammar knowledge, assign them to relate each verb to the subject in the sentence (determine whether the subject is singular or plural).