1 – Always use the right name:

Names are the most important thing to a student. Their report should be personal to them so the correct name is essential! Nothing gives away a copy/pasted phrase or report as badly as the wrong name!

2 – Use the correct gender:

Yes, we all have “stock phrases”… but when using these make sure that the gender is correct – nothing gives away a poor report (other than the wrong name) as much as a “he/his/him” in a female student’s report.

3 – Tell it like it is…

The report needs to tell the truth, they are a formal method of communication between you and the parents/guardians. You MUST tell it as it is – if you don’t how can the parents support you in putting it right?

4 – Personalise the report:

You know your students, show this in the report – it needs to be personal to each child, they do read each others and if you copy/paste without the personalisation is shows! (Plus feel sorry for the form tutor reading 30 reports that are the same from you!) Plus hope that you haven’t made an error in the 1st one or that is 30 changes you have to do!

5 – Always start with the positives:

Something positive at the start of a report will make parents more receptive to any constructive criticism further through. Always find something positive to say about the student regardless how small.

6 – Don’t pile on the criticism:

Criticism must be constructive – it is no good to say “don’t talk in class”, a statement such as “X needs to focus more in class on the work being done rather than his friends conversations to achieve his potential” will have a much more positive effect on the parents.

7 – Use stock phrases:

We all do it… The class have all studied the same thing, so a simple stock phrase that talks about collaborative learning, or some group task will be fine. BUT it MUST be appropriate to the report don’t just put it there because you can.

8 – Don’t over complicate them.

Remember these aren’t a literary masterpiece, not everyone has the same grasp of English as you do. Make them simple and easy to understand, whilst not using language that may be considered condescending or childish.

9 – Targets.

Include some SMART (Small, Measurable, Achievable, Realistic) targets in your report, if you have criticised link them to this. If there is no criticism link them to how the student can improve their grades.

10 – Praise!

If the student has done well this year, acknowledge this and encourage them to continue doing so. Acknowledge progress made… If students recognise that you have seen their achievements they will try harder.

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