Master formal report writing for school events, incidents, surveys, and field visits. Learn to present information objectively, systematically, and professionally.
✅ Recommended for: Class 9-10 (Board Exam Focus) | School Magazine | Newspaper Reporting | Official Documentation
1. What is Report Writing?
The Challenge: Students often confuse reports with articles or stories, missing the formal, objective, and structured nature of reports.
Board Exam Reality: CBSE allocates 5 marks for report writing (120-150 words). You need to show understanding of format, objectivity, and factual presentation.
A report is a formal document that presents information about an event, situation, or investigation in an organized, objective manner. Unlike articles, reports avoid personal opinions and focus on facts.
Example Difference:
Article: "The Science Exhibition was absolutely fantastic! Students displayed incredible creativity..."
Report: "The Annual Science Exhibition was held on 15th March 2024 in the school auditorium. Over 50 projects were displayed across three categories..."
Key Characteristics of a Formal Report:
- Objective Tone: Third person, no personal opinions
- Factual Content: Based on observations, data, evidence
- Structured Format: Clear headings and sections
- Chronological Order: Events presented in sequence
- Formal Language: Professional vocabulary, no contractions
- Concise: 120-150 words for board exams
- Action-Oriented: Often includes recommendations
2. Types of Reports (Board Exam Focus)
Board exams typically ask for these 4 types of reports. Each has specific conventions.
| Type | Purpose | Occasion/Context | Key Features | Common Topics |
|---|---|---|---|---|
| Event Report | Document school/college events | Annual day, science fair, sports day, competitions | Date, venue, chief guest, highlights, outcomes | Cultural fest, sports meet, exhibition, workshop |
| Incident Report | Record accidents or incidents | Accidents, emergencies, unusual occurrences | What, when, where, who, how, actions taken | Fire accident, theft, natural disaster, fight |
| Survey/Field Visit | Present findings from research | Educational trips, community surveys, projects | Purpose, methodology, findings, conclusions | Pollution survey, historical site visit, market study |
| Meeting Report | Document discussions and decisions | Committee meetings, club meetings, planning sessions | Agenda, attendees, discussions, decisions, action items | Eco-club meeting, student council, parent-teacher |
Quick Identification:
• "Write a report on the Annual Sports Day" → Event Report
• "Report the fire incident in school" → Incident Report
• "Write a report on your visit to a museum" → Field Visit Report
• "Document the Science Club meeting" → Meeting Report
3. Report Structure & Format (Board Exam: 120-150 words)
Every report must follow this specific structure to score full marks.
| Part | What to Include | Approx. Words | Must-Have Elements | Marks Allocation |
|---|---|---|---|---|
| Heading/Title | Clear, descriptive title | 5-10 words | Event name + "Report" (e.g., "Annual Sports Day Report") | 0.5 mark |
| By-line | Writer details | 5-10 words | "By [Your Name], Class X, School Name" | 0.5 mark |
| Date & Place | When and where | 10-15 words | "Date: [DD/MM/YYYY], Place: [Venue]" | 0.5 mark |
| Introduction | Basic event details | 25-30 words | What, when, where, purpose, organizer | 1 mark |
| Main Body | Event description | 50-60 words | Sequence of events, highlights, key moments | 2 marks |
| Conclusion | Outcome & significance | 20-25 words | Results, impact, future implications | 0.5 mark |
Word Count Strategy:
1. Heading + By-line + Date/Place: 25 words
2. Introduction: 28 words
3. Main Body: 55 words
4. Conclusion: 22 words
5. Total: 130 words (perfect within limit)
Remember: Reports are denser than articles—more facts in fewer words
4. The 5W1H Principle for Complete Reporting
Ensure your report covers all essential aspects using this journalist's checklist.
| Element | Question | Where in Report | Example Answer | Importance |
|---|---|---|---|---|
| WHAT | What happened? | Heading & Introduction | "Annual Science Exhibition 2024" | Core event/incident |
| WHO | Who was involved? | Introduction & Main Body | "Organized by Science Club, attended by 500+ students" | Key participants/organizers |
| WHEN | When did it happen? | Date line & Introduction | "15th March 2024, 9 AM to 4 PM" | Timeline context |
| WHERE | Where did it happen? | Place line & Introduction | "School Auditorium and Science Labs" | Location context |
| WHY | Why did it happen? | Introduction (Purpose) | "To promote scientific temper among students" | Purpose/objective |
| HOW | How did it happen? | Main Body | "Students displayed projects, judges evaluated, prizes distributed" | Process/sequence |
5. Formal Language & Vocabulary for Reports
Reports require specific formal vocabulary to maintain objectivity.
| Purpose | Informal/Article Language | Formal Report Language | When to Use | Example |
|---|---|---|---|---|
| Starting | Hey everyone! Let me tell you about... | This report documents/presents... | Introduction | "This report presents the proceedings of..." |
| Describing | It was really amazing! | The event was successfully organized... | Main body | "The exhibition was effectively organized with..." |
| Sequencing | First, then, after that | Initially, subsequently, following this | Chronological order | "Subsequently, the chief guest inaugurated..." |
| Reporting Speech | He said, "It's wonderful!" | He expressed appreciation for... | Quoting officials | "The principal commended the participants for..." |
| Concluding | So that's what happened! | In conclusion, the event successfully... | Conclusion | "In conclusion, the exhibition achieved its objectives..." |
| Numbers/Data | Lots of, many, some | Approximately, a total of, comprising | Statistics | "Approximately 150 students participated, comprising..." |
6. Complete Examples with Different Report Types
Example 1: Event Report (Most Common)
Topic: Write a report on the "Annual Sports Day" for your school magazine. (120-150 words)
Model Answer:
Annual Sports Day 2024 Report
By Rohan Mehta, Class X-A, Delhi Public School
Date: 20th February 2024, Venue: School Sports Ground
The Annual Sports Day of Delhi Public School was held on 20th February 2024 at the school sports ground. The event aimed to promote sportsmanship and physical fitness among students.
The day commenced with a march past by four houses. Mr. Rajesh Kumar, District Sports Officer, inaugurated the event as chief guest. Approximately 300 students participated in various track and field events including 100m race, long jump, relay races, and shot put.
Green House emerged as the overall champion, securing the trophy. Individual champions received medals from the chief guest. The event concluded with the national anthem at 4 PM.
The sports day successfully fostered team spirit and highlighted athletic talent within the school community.
Word Count: 145 words | Type: Event Report | Marks: 5/5
Example 2: Incident Report
Topic: Write a report on a "Fire Accident in School Laboratory" for the principal. (120-150 words)
Model Answer:
Fire Incident Report - Chemistry Laboratory
By Head Boy, Modern Public School
Date: 15th March 2024, Time: 11:30 AM
A minor fire incident occurred in the Chemistry Laboratory on 15th March 2024 at approximately 11:30 AM during Class X practical session.
The incident was caused by accidental spillage of ethanol near a Bunsen burner. Flames quickly ignited, creating panic among 25 students present. Laboratory assistant Mr. Sharma immediately activated the fire extinguisher, controlling the fire within two minutes.
No serious injuries were reported. Two students experienced minor smoke inhalation and were treated by the school nurse. Laboratory equipment worth approximately ₹5,000 was damaged.
The quick response prevented major damage. Recommendations include stricter supervision during experiments and mandatory fire safety training for all science students.
Word Count: 135 words | Type: Incident Report | Marks: 5/5
7. Common Board Exam Errors & How to Avoid Them
| Error Type | Wrong Example | Correct Version | Why It's Wrong | Marks Lost |
|---|---|---|---|---|
| Personal Opinion | "It was the best event ever!" | "The event was successfully organized..." | Reports require objectivity, not personal views | 1-1.5 marks |
| Missing Format Elements | No date/place/by-line | Includes all formal elements | Incomplete report format | 1-1.5 marks |
| Informal Language | "The kids had a blast!" | "Students participated enthusiastically..." | Inappropriate tone for formal report | 0.5-1 mark |
| Chronological Confusion | Jumping between times | Clear time sequence | Poor organization of events | 0.5-1 mark |
| Vague Details | "Many students came" | "Approximately 150 students attended" | Lacks specific factual information | 0.5-1 mark |
| No Conclusion | Ends with last event | Includes summary/outcome | Incomplete report structure | 0.5 mark |
🎯 Report Writing Challenge
Practice with different report types. Write reports within 120-150 words.
1. Field Visit Report
Topic: Write a report on your educational visit to a Science Museum for the school magazine.
Educational Visit to National Science Museum
By Class X Students, St. Mary's School
Date: 10th March 2024, Venue: National Science Museum, Delhi
Class X students of St. Mary's School visited the National Science Museum on 10th March 2024 as part of their educational excursion program. The visit aimed to enhance practical understanding of scientific concepts.
The group of 40 students, accompanied by three teachers, explored various galleries including Space Technology, Human Biology, and Innovation Hub. Students interacted with working models of satellites, observed DNA structure exhibits, and experimented with physics principles through hands-on displays.
A special session on "Climate Change Solutions" featured interactive simulations demonstrating renewable energy technologies. Museum educators provided detailed explanations, clarifying textbook concepts.
The visit successfully bridged theoretical knowledge with practical applications, making abstract scientific principles tangible and memorable for participants.
Word Count: 140 words2. Survey Report
Topic: Write a report on a "Cleanliness Survey" conducted in your locality for the municipal corporation.
Cleanliness Survey Report - Green Park Colony
By Eco-Club, Modern Public School
Survey Period: 1st-7th April 2024
The Eco-Club of Modern Public School conducted a week-long cleanliness survey in Green Park Colony from 1st to 7th April 2024. The objective was to assess waste management practices and identify improvement areas.
The survey covered 200 households through questionnaires and physical inspection. Key findings indicate 60% households segregate waste, 30% use plastic bags routinely, and only 25% compost organic waste. Three garbage collection points were found overflowing, attracting stray animals.
Major issues identified include inadequate dustbins, irregular garbage collection, and lack of awareness about plastic alternatives. Residents expressed willingness to improve if provided proper infrastructure.
The survey recommends increasing dustbin distribution, conducting awareness workshops, and implementing weekly collection schedules to enhance colony cleanliness effectively.
Word Count: 138 words3. Meeting Report
Topic: Write a report on the first meeting of the newly formed "Literary Club" of your school.
Literary Club Inaugural Meeting Report
By Secretary, Literary Club, Delhi Public School
Date: 5th April 2024, Time: 3:00 PM, Venue: School Library
The inaugural meeting of the newly formed Literary Club was held on 5th April 2024 at 3:00 PM in the school library. English teacher Ms. Sharma presided over the meeting attended by 25 student members.
The meeting commenced with the election of office bearers: Rohan as President, Priya as Secretary, and Amit as Treasurer. Subsequently, members proposed various activities including monthly book discussions, creative writing workshops, and poetry recitation competitions.
Key decisions included conducting the first book discussion on "To Kill a Mockingbird" on 20th April and organizing a creative writing contest in May. Ms. Sharma emphasized the club's role in enhancing language skills and critical thinking.
The meeting concluded with members enthusiastically committing to active participation in planned literary activities throughout the academic year.
Word Count: 142 words9. Board Exam Quick Checklist
Before Writing:
✓ Identify report type (event/incident/survey/meeting)
✓ Note all 5W1H details
✓ Gather facts, numbers, names
✓ Plan chronological sequence
✓ Note word limit: 120-150
While Writing:
✓ Include heading, by-line, date, place
✓ Maintain third person, objective tone
✓ Present facts chronologically
✓ Use formal vocabulary
✓ Include specific details (numbers, names)
✓ End with conclusion/outcome
Before Submission:
✓ Count words (120-150 range)
✓ Check all format elements present
✓ Verify objective tone (no "I/we")
✓ Ensure chronological order
✓ Include specific factual details
✓ Review formal language usage
📝 Practice Report Writing
Master report writing with exercises on event reports, incident reports, survey reports, and meeting reports!
Go to Report Writing WorksheetIncludes 20+ report writing scenarios • Step-by-step guidance • Model answers • 5W1H practice • Board exam pattern questions
