CAE Writing Part 2: Reports & Proposals

The Real Challenge

Reports and proposals are two of the most common writing tasks in Part 2 of the CAE Writing exam. They look similar, but understanding the key differences is what separates Band 6 from Band 8.

The Question You Must Ask: Am I describing what IS (report) or suggesting what SHOULD BE (proposal)?

What's the Difference?

REPORT

Describes a current situation
Based on research, surveys, or observations
Presents findings objectively
Makes recommendations at the end
Tone: Informative and factual

"Here's what we found, and here's what we suggest."

PROPOSAL

Suggests future action or changes
Aims to persuade the reader
Focuses on benefits
Recommendations throughout
Tone: Persuasive and forward-looking

"Here's what we should do and why it will work."

What They Have in Common

Clear sections with headings - This is NOT optional
Formal register - No contractions, no colloquialisms
Recommendations - Both end with suggestions for action
Structured introduction - States the purpose clearly
220-260 words - Same word count requirement

Band 6 vs Band 8: Same Task, Different Results

Task: Write a report for your college principal about facilities that could be improved.

Band 6

Problems:

No clear section headings
Mixes informal language ("stuff", "a lot")
Vague recommendations ("things should be better")
No clear structure
Doesn't fully address all points

"The library needs a lot of stuff to be fixed. Students don't like it because it's not very good..."

Band 8

Strengths:

Clear headings for each section
Consistently formal register
Specific, actionable recommendations
Logical flow with cohesive devices
Addresses all required points

"Introduction: The purpose of this report is to evaluate current facilities and suggest improvements..."

The Difference: Band 8 answers show clear organization, appropriate register, and specific detail. It's not about being "better at English" - it's about knowing the FORMAT.

Decision 1: Understand the Task

Before you write a single word, you must analyze the task carefully. This takes 2-3 minutes but saves you from disaster.

Question 1: Who is the Reader?

The reader determines your tone and level of formality.

Reader	What This Means
Your boss / manager	Very formal, respectful, professional
College principal / director	Formal, academic tone
Town council / committee	Formal, public-facing language
Club members / colleagues	Semi-formal, still professional

Question 2: What's the Purpose?

To inform - Present facts and findings (reports)
To recommend - Suggest actions based on evidence (reports)
To persuade - Convince someone to approve a plan (proposals)
To request - Ask for resources or approval (proposals)

Question 3: What Points MUST You Cover?

CAE tasks always include bullet points or specific requirements. Miss one = lose marks.

Warning: Examiners check that you've addressed ALL the points. Even a brilliant answer that misses one requirement will be marked down.

Practice: Analyze These Tasks

Task A

You work for an international company. Your manager has asked you to write a report on the current state of the company's website. In your report, you should:

evaluate the website's current design and usability
describe any problems users have reported
make recommendations for improvements

Write your report in 220-260 words.

Click to See Analysis ▼

Reader: Your manager (formal, professional)

Purpose: To inform and recommend (this is a REPORT)

Must cover:

Current design and usability evaluation
User-reported problems
Recommendations for improvements

Suggested headings: Introduction, Current Design, User Feedback, Recommendations

Task B

Your college is considering offering more online courses. The principal has asked students to submit proposals. Your proposal should:

suggest which courses would be suitable for online delivery
explain the benefits for students
address any potential challenges

Write your proposal in 220-260 words.

Click to See Analysis ▼

Reader: College principal (formal, academic)

Purpose: To persuade and suggest (this is a PROPOSAL)

Must cover:

Suggested courses for online delivery
Benefits for students
Potential challenges (and how to address them)

Suggested headings: Introduction, Recommended Courses, Benefits, Addressing Challenges, Conclusion

Decision 2: Structure It Right

Both reports and proposals follow a similar structure. Master this template and you're halfway to Band 8.

Target word count: 220-260 words Aim for 240 words - gives you flexibility

The Standard Structure

INTRODUCTION (30-40 words)

State the purpose of the report/proposal. What is it about and why are you writing it?

MAIN BODY - Section 1 (50-60 words)

First main point with a clear heading

MAIN BODY - Section 2 (50-60 words)

Second main point with a clear heading

MAIN BODY - Section 3 (optional) (40-50 words)

Third point if needed

CONCLUSION / RECOMMENDATIONS (40-50 words)

Summary and recommendations for action

Section Heading Examples

Use clear, informative headings. Here are examples that work:

Introduction Current Situation Findings Staff Feedback Main Issues Proposed Changes Benefits Potential Challenges Recommendations Conclusion

Avoid: Vague headings like "Part 1", "Main Part", or "The End". Your headings should tell the reader what each section contains.

How to Write the Introduction

Your introduction must state the PURPOSE clearly. Use these templates:

For Reports:

"The purpose of this report is to evaluate/assess/examine..."

"This report aims to present findings on..."

"The aim of this report is to provide an overview of..."

For Proposals:

"The purpose of this proposal is to suggest/recommend..."

"This proposal outlines a plan for..."

"The aim of this proposal is to put forward ideas for..."

How to Write Recommendations

Use modal verbs to show degrees of certainty and politeness:

Modal	Strength	Example
should	Strong recommendation	The company should invest in new equipment.
would	Conditional/polite	It would be advisable to review the policy.
could	Suggestion/possibility	The college could consider offering evening classes.
might	Tentative suggestion	Management might wish to explore alternatives.

Pro Tip: Mix different modals in your recommendations section to show range. Don't use "should" for every sentence.

Decision 3: Use Formal Language

Reports and proposals require consistent formal register. One informal phrase can cost you marks.

Passive Voice for Objectivity

The passive voice creates distance and sounds more objective:

"We surveyed 50 students."

→

"50 students were surveyed."

"People have complained about noise."

→

"Complaints have been received regarding noise levels."

"We need to fix this problem."

→

"This issue needs to be addressed."

Formal Linking Words

Adding Information:

Furthermore, Moreover, In addition, Additionally, What is more

Contrasting:

However, Nevertheless, On the other hand, Conversely, Nonetheless

Explaining Results:

Therefore, Consequently, As a result, Thus, Hence

Giving Examples:

For instance, For example, Such as, Namely, In particular

Hedging Language

Hedging makes your writing sound more academic and less absolute:

Too Direct	Hedged (Better)
"Students don't like the cafeteria."	"Students appear to be dissatisfied with the cafeteria."
"This will solve the problem."	"This is likely to address the issue."
"Everyone agrees."	"There seems to be general agreement."
"The system fails."	"The system tends to experience difficulties."

Useful hedging phrases: appears to, seems to, tends to, is likely to, may/might, could potentially, it is possible that, evidence suggests that

Recommendation Phrases

Strong Recommendations:

"It is recommended that..."

"I strongly recommend that..."

"It is essential that..."

Suggestions:

"I would suggest that..."

"It would be advisable to..."

"It might be worth considering..."

Conditional Recommendations:

"If resources permit, it would be beneficial to..."

"Should funding be available, the organization could..."

"Provided that there is sufficient support..."

Practice: Transform Informal to Formal

Exercise: Rewrite these sentences formally

1. "Lots of people said the food is bad." ▼

"A significant number of respondents expressed dissatisfaction with the quality of food."

Changes: "lots of" → "a significant number of", "said" → "expressed", "bad" → "dissatisfaction with the quality"

2. "We should definitely do something about this." ▼

"It is strongly recommended that action be taken to address this matter."

Changes: Passive construction, "definitely" → "strongly", "do something" → "action be taken", "this" → "this matter"

3. "The wifi is really slow and it's annoying everyone." ▼

"The wireless connection appears to be inadequate, which has caused considerable frustration among users."

Changes: "wifi" → "wireless connection", "really slow" → "inadequate", "annoying everyone" → "caused considerable frustration among users"

4. "I think we could maybe try having more breaks." ▼

"It might be worth considering the implementation of additional break periods."

Changes: "I think we could maybe try" → "It might be worth considering", "having more breaks" → "the implementation of additional break periods"

Decision 4: Reports vs Proposals - Key Differences

Now let's look at when to use each format and how they differ in practice.

Reports: The Basics

Focus: Factual, based on research, surveys, or observations
Tone: Objective and informative
Purpose: Describes current problems or situations
Structure: Findings THEN recommendations
Language: Passive voice, hedging, formal register

Key question for reports: "What did we find out?" The answer forms your main body.

Typical Report Tasks:

Evaluate the effectiveness of a service/facility
Describe the results of a survey
Assess the current situation and recommend changes
Report on problems that have been identified

Proposals: The Basics

Focus: Persuasive, forward-looking, solution-oriented
Tone: Enthusiastic but professional
Purpose: Sells the benefits of an idea
Structure: Ideas + benefits woven together
Language: Modal verbs, conditional language, benefit-focused

Key question for proposals: "Why should they say yes?" The answer shapes your entire response.

Typical Proposal Tasks:

Suggest improvements to a facility/service
Propose a new event, programme, or initiative
Put forward ideas for changes
Recommend a course of action for the future

Sample Structures Compared

Report Structure

Introduction

Purpose: to evaluate X

Current Situation / Findings

What research/survey revealed

Problems Identified

Issues that were found

Recommendations

Based on findings, suggest actions

Proposal Structure

Introduction

Purpose: to propose X

Proposed Plan / Ideas

What should be done

Benefits / Advantages

Why this will work

Conclusion

Summary + call to action

Quick Decision: Report or Proposal?

Identify the text type:

1. "Your manager wants to know about customer satisfaction levels..." ▼

REPORT - You're describing findings about the current situation (satisfaction levels).

2. "Your college wants students to suggest ways to improve campus life..." ▼

PROPOSAL - You're suggesting future improvements and persuading.

3. "Write about the results of a survey on transport options..." ▼

REPORT - Based on survey results = factual findings.

4. "Your company is considering expanding into new markets. Suggest..." ▼

PROPOSAL - Forward-looking, suggesting a course of action.

Full Practice

Now it's time to put everything together. Complete these practice tasks using the planning templates provided.

Practice Task 1: Report

Task

You work for an international company. The HR manager has asked you to write a report on employee satisfaction with the current remote working policy. Your report should:

describe the findings from a recent staff survey
identify the main advantages and disadvantages employees have reported
make recommendations for improvements to the policy

Write your report in 220-260 words.

Planning Template: Report

Reader & Purpose:

Introduction (30-40 words):

Survey Findings (50-60 words):

Advantages & Disadvantages (50-60 words):

Recommendations (40-50 words):

Click to See Model Answer ▼

Model Report (248 words)

Introduction

The purpose of this report is to present the findings of a recent staff survey regarding the current remote working policy and to make recommendations for potential improvements.Clear purpose statement

Survey Findings

A total of 150 employees were surveyed, and the results indicate thatHedging language the majority (78%) are generally satisfied with the existing policy. However,Formal linker a significant minority expressed concerns about certain aspects of remote working arrangements.

Advantages and Disadvantages

The main advantages reported include improved work-life balance, reduced commuting time, and increased productivity for focused tasks. Nevertheless,Formal contrasting linker employees also identified several challenges. These include feelings of isolation, difficulties in collaborating with colleagues, and a tendency toHedging phrase work longer hours than when in the office.

Recommendations

Based on these findings, it is recommended thatFormal recommendation phrase the company introduce mandatory team days in the office to improve collaboration. Furthermore,Adding information management should considerModal for suggestion providing clearer guidelines about working hours to prevent burnout. Additionally, it would be advisable toPolite recommendation invest in better virtual communication tools to help remote employees feel more connected to their teams.

Practice Task 2: Proposal

Task

Your local community centre is looking for ideas to attract more young people. The centre manager has asked for proposals from local residents. Your proposal should:

suggest activities or facilities that would appeal to young people
explain the benefits these would bring to the community
address how any potential challenges could be overcome

Write your proposal in 220-260 words.

Planning Template: Proposal

Reader & Purpose:

Introduction (30-40 words):

Suggested Activities/Facilities (50-60 words):

Benefits (50-60 words):

Challenges & Solutions (40-50 words):

Click to See Model Answer ▼

Model Proposal (252 words)

Introduction

The aim of this proposal is to put forwardProposal-style opening suggestions for attracting more young people to the community centre through new activities and facilities that would benefit the wider community.

Proposed Activities and Facilities

I would recommendPersonal but formal introducing a dedicated gaming and digital media room where young people could participate in e-sports tournaments and learn video editing skills. In addition,Formal linker the centre could offerModal for suggestion weekend music workshops and a small recording studio space, as these activities tend to beHedging highly popular with teenagers and young adults.

Benefits for the Community

These initiatives would not onlyEmphasizing multiple benefits provide young people with constructive leisure activities but also help develop valuable digital and creative skills. Furthermore,Adding benefits increased youth engagement is likely toHedging language strengthen community connections and could potentially reduce anti-social behaviour in the area.

Addressing Potential Challenges

The main challenges would appear to beAcknowledging challenges formally initial funding and noise management. However,Showing solutions local businesses might be willing toPossibility modal sponsor equipment in exchange for advertising opportunities. RegardingFormal topic introduction noise concerns, soundproofing and designated hours for louder activities should effectively addressConfident recommendation this issue.

Conclusion

In conclusion, I firmly believe thatStrong closing implementing these proposals would significantly benefit both young people and the wider community.

Self-Assessment Checklist

Use this checklist to evaluate your own writing:

✓ I have a clear introduction stating the purpose
✓ I have used clear section headings throughout
✓ I have addressed ALL points in the task
✓ I have used consistently formal language (no contractions)
✓ I have included formal linking words
✓ I have used passive voice where appropriate
✓ I have included hedging language
✓ I have clear recommendations using modal verbs
✓ My word count is between 220-260 words
✓ My response matches the text type (report OR proposal)

Key Takeaways

Everything you need to remember on exam day.

Report Template

Introduction

The purpose of this report is to...

Findings / Current Situation

The survey revealed that...

Problems / Issues

However, several concerns were identified...

Recommendations

It is recommended that...

Proposal Template

Introduction

The aim of this proposal is to suggest...

Proposed Ideas

I would recommend introducing...

Benefits

This would bring several advantages...

Conclusion

In conclusion, I firmly believe...

Phrase Bank by Section

Introduction Phrases

The purpose/aim of this report/proposal is to...

This report aims to evaluate/assess/examine...

This proposal outlines suggestions for...

Presenting Findings (Reports)

The survey/research revealed that...

It was found that... / It emerged that...

The majority of respondents indicated...

A significant number of participants reported...

Hedging & Softening

It appears/seems that... / There tends to be...

Evidence suggests that... / It is likely that...

This may/might/could potentially...

Adding & Contrasting

Furthermore, / Moreover, / In addition, / Additionally,

However, / Nevertheless, / On the other hand,

As a result, / Consequently, / Therefore,

Recommendations

It is recommended that... / I would strongly recommend...

It would be advisable to... / ...should consider...

It might be worth implementing... / ...could potentially...

Conclusions

In conclusion, / To sum up, / Overall,

Taking everything into consideration...

I firmly believe that these measures would...

Common Mistakes to Avoid

Mistake 1: No headings
Reports and proposals MUST have section headings. No headings = automatic mark reduction.

Mistake 2: Mixing registers
One "gonna" or "lots of" in an otherwise formal text stands out badly. Stay consistent.

Mistake 3: Missing task points
Check the bullet points. Address ALL of them. Examiners specifically look for this.

Mistake 4: Confusing reports and proposals
Reports = what IS. Proposals = what SHOULD BE. Know which you're writing.

Mistake 5: Weak recommendations
"Things should be better" is vague. "The company should implement flexible hours" is specific.

Mistake 6: Wrong word count
Under 200 or over 280 words will cost you marks. Count carefully.

Quick Decision Checklist

If the task asks you to...	Write a...
Evaluate, assess, describe findings	Report
Present survey results	Report
Suggest ideas, propose changes	Proposal
Persuade someone to approve a plan	Proposal
Describe problems AND recommend solutions	Report
Put forward benefits of a future plan	Proposal

You've completed the lesson!
Remember: Band 8 comes from knowing the format, using appropriate language, and addressing all task points. Practice these templates until they become automatic.