A report on a student meeting

A report on a student meeting

Learn how to write a report.

Do the preparation task first. Then read the text and tips and do the exercises.


Reading text

Improvements to Oak Hall


This report aims to describe problems in Oak Hall of Residence and discuss possible maintenance work to solve them. The two biggest issues were discussed at a meeting on 12 May, which was attended by 165 of the 250 students who live in the building.

Issue 1: temperature in rooms

A number of students complained that the second-floor bedrooms are too hot. Concerns were raised about lack of sleep and students finding it hard to study in their rooms. Air conditioning was suggested as a possible solution.

However, there is no budget left for installing air conditioning this academic year. Also, installation can only be carried out during holidays as students cannot be present in the building while the work takes place.

Issue 2: improving wheelchair access to Oak Café

It was noted that wheelchair users can only access Oak Café from the back and not the front entrance nearer the lifts. This makes access to the café difficult for wheelchair users. The university is looking to improve its wheelchair access in general by installing ramps in key areas and work can take place during term time with no issues for staff or students.

Conclusion and recommendations

Taking the factors mentioned into account, August would be the best time for the installation of air conditioning. Until then, the university could consider supplying fans to each second-floor room so students can sleep and study comfortably.

The front of the café is recommended as an ideal place to install a wheelchair ramp. This work can take place immediately and should be a priority.


  1. Start with the aim of the report and say where the information comes from.
  2. Use subheadings to make the layout clear. Follow a logical structure, e.g.:
    • Introduction
    • The problem(s) (Give each issue a separate section)
    • Conclusion and recommendations
  3. Assume the person reading the report has asked you to write it and needs only a brief introduction to the situation.
  4. Use an impersonal, formal style.
  5. Use the passive to keep the focus off individual people:
    Concerns were raised about ...
    ... was suggested ...
  6. You should also use objective language for recommendations and conclusions:
    ... would be the best …
    the university could consider ...
    ... is recommended ...

Task 1

Task 2

Task 3


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Submitted by VNatasha on Tue, 23/07/2024 - 17:55


This report aims to describe problem in a large house with many people living in it. The one big issue was discussed at a meeting in June,  which  were attended be 100 of the 200 people who live here.

A number of neighbours complained that very often turn off a light in the house. There are twenty five floors in this house. A lot of people are pregnant and elderly who live here. If someone needs to call an ambulance they don’t be able to because they can’t climb up a high floor. There is also no water in pipes when there is no light. In winter won’t be a warm in the house. The neighbours decided to buy a big generator and turn it on when there will be no light. 
Unfortunately there is no budget on the generator. The head of the house proposed a vote to raise funds  for the generator. And 70 answered “yes”. 
The neighbours  come to a conclusion that it is necessary  to buy  very quickly, before winter begins.

Submitted by Suhair on Fri, 31/05/2024 - 11:59


This report aims to describe problems in Al-Farooq school and discuss possible development and maintenance work to solve them. A meeting was held on 1 March, which was attended by the building and maintenance committee that is formed by the Ministry of Education, in addition to the head of school, teaching staff, and the students. The main issues that were discussed are as follows:

Issue 1: several students complained about the broken windows in their classrooms that need to be fixed. Also, the desks were rather old and damaged.

Issue 2: teachers suggested that classes need to be equipped with modern technology. Also, scientific laboratories and libraries are considered important to enrich the learning environment.

Issue 3: improving safety and security measures, such as installing surveillance cameras and alarm systems.

Issue 4: enhancing outdoor areas with green spaces, playground equipment, and recreational activities.

The committee members promised to convey these requests to the ministry, and their recommendations about issues as mentioned above which implies the allocation of sufficient funding and resources to the school.

Submitted by Andreamirez on Fri, 05/01/2024 - 18:58


Improve to us department
This report aim to describe frequently common issues in our apartment and discuss possible solutions to solve them. Most of the issues have developed due to tenants’ carelessness and irresponsibility. With this report we want to find a solution and consensus for all the member of this apartment.
Issue 1: Cleaning of common areas
All tenants use the community area like kitchen, TV room, living room, bathroom, shower and entrance. So that’s why everyone have to clean this area at least ones a week. For this first issue the proposal is do a schedule to organize the cleaning duties.
Issues 2: Laundry and TV room use
Considering that we are many people in the apartment and a everyone want to use this area, it is important have other schedule to know when is us time to use this area. However if is important to you use this area in a specific day you just need to talk with the person that have this day and have a agreement to change days.
Conclusion and recommendations
Considering a schedule as the best option to organize everyone’s duties, this agreement will start the next Monday but if you have any opinion or suggestion about this proposal, please let us know, we would appreciate your feedback.

Submitted by ThaoLee on Tue, 31/10/2023 - 18:10


Improvements in the ordering process

This report aims to describe the main problems in the ordering process at the cafe and discuss possible solutions. The two most significant issues were discussed at the meeting last day, which was participated by members of the order team and managers.

Issue 1: Missing dishes
Customers frequently complain about missing or incorrect dishes being delivered. Concerns were raised about customer dissatisfaction and the return ratio. The possible solution is that the order staff should create and pass bills to the chef. The chef then gives them to the waiter to double-check before taking them to the diner.

However, this solution must be approved by the owner before applying in the cafe and carrying out 1-month trial.

Issue 2: There are no tools for customer feedback
The owner wants to know the customer experience in the cafe; however, there needs to be tools for that. Evaluation form was recommended as a possible solution. The order team and manager are responsible for making it.

Conclusion and recommendations
Taking the factors mentioned into account, two weeks would be the ideal time to apply two solutions. After one month, the team will meet to review the solution's effectiveness.

Submitted by murtada on Tue, 17/10/2023 - 15:15


Maintenance for building B2 in Gize area
This report aims to describe problems in our building B2 and discuss the possible solutions and maintenance work to take place.
The two biggest issues were discussed at the neighbors' meeting in 15 April which was attended by 20 neighbors out of 35 who live in the building
Issue 1: fixed the water leakage from the bathroom in floor 7th
A number of neighbors complained about water leakage from some floors which affected the safety of the building, concerning about the safety arise. replacing the old pipes with the new ones was suggested as a possible solution.
However, there is no budget for replacing the pipes this month and replacement can not take place duo to the working day and the presence of neighbors.
Issue 2 : lift doors arm broking
It was noted the doors of the lift sometimes don't close because of the arm which causes the lift to be hung on on some floors, this creates a lot of problems for the residents of the building and lets them take the stare instead of the lift.
We suggest replacing the old broking arm with a new one during the holidays as many residents will be on vacation.
The maintenance of the lift should take place as soon as possible.
Fixed water leakage needs time and budget and a special contractor so the process should start immediately

Submitted by Ensiye on Wed, 23/08/2023 - 20:20


Have you ever had to write a report? What for?
when I was a student at the university, I should have written a report on the progress of my thesis every other month. about what I am doing or what steps I have done successfully. also if something didn't live with my hopes, I would explain why the reasons are. Writing these reports was helpful for me because they would make me use my own efficiency in the best way. meanwhile, they would give me an opportunity to bring up my problems with my professor. because my professor wasn't on the hand always.

Submitted by julminador on Tue, 30/05/2023 - 15:40


Improve quality
This report aims to describe the most important problems in the university main building. On May 30, two important topics were discussed and attended by all maintenance personnel.

Issue 1: Upgrading computer lab equipment
Concerns were raised because maintenance staff receive many complaints about the performance of the computers in the main building. It was suggested to buy new computers with current technology.
However, the budget will be exceeded if the university purchases new computers, but purchase only specific upgraded parts was recommended.

Number 2: Expand the wellness area
It was suggested to expand the wellness area in order to accommodate a larger number of students. This is necessary because students are disgusting because they don't have enough space to play and relax. The staff is looking to expand all areas, but actually the university can improve the wellness area.

Conclusion and Recommendations
Taking the factors mentioned into account, better computer parts for labs should be purchased. Expanding the wellness area is the priority, requesting the necessary permission to work outside should be done soon, for now maintenance recommends working inside with small infrastructure changes.

Submitted by Abdullah-_-506 on Sun, 14/05/2023 - 20:26


Lack of teaching staff in the department
This report aims to describe a lack of teaching staff in the department and suggested solutions. This issue was discussed at a meeting on 12 June, which was attended by all of the students.
The students wanted to study up-to-date courses and update the materials of the ongoing courses but the issue is there is no staffing to teach or update the courses.
Conclusion and recommendations:
The student suggested hiring new teachers or providing paid online courses from famous online course websites for free.

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Submitted by Su.Hlaing.Win on Wed, 05/04/2023 - 09:51


Improvements to Cool Learning Center
This report aims to describe problems in Cool Learning Center and discuss possible solution. The two biggest issues were disscused at a meeting on 2nd of April, which was attended by the office staff and manager who work for Cool Learning Center.

Issue 1: insufficent space
Even though the classrooms were intended for 10 students of class size, the number of students is increasing up to 15 at the moment so that the students cannot do the lessons very well due to the insufficent space. Consequently, the ventilation inside the room is not good.

Issue 2: improving bike rack
It was noted that some students who come to class by bicycles parked their bikes in the sun where is not secured and the heat can disturb the bikes as well.

Conclusion and recomendations
Classroom expansion should be taken into account the fact that large rooms are currently needed. Construction can be started at the beginning of Thingyan holiday.

The bike rack is recommended to do immediately since it is outside the class building and it should be a priority.

Submitted by wisdom1979 on Mon, 03/04/2023 - 19:31


This report aims to describe problems in technical school and discuss possible solution to solve them.
Issue 1: exams of end academic year will start soon and will be held in the main hall as regard the main hall has no sufficient air conditioning so the students will encounter to problems during their exams.in other hand there is no enough budget left for buying advanced and most powerful new airconditioning .
Coclusion and recommendation: taking the factors mentioned in account it is recommended that shall school principal make a session with his assistants to survey of best way to supply enough budget for buying air conditioning for main hall