Reporting News and Explaining What Others Said.

In this lesson you move towards more formal and professional English by learning how to describe processes and report what people say. You read short news items, emails and notices where the focus is on actions and results rather than on who did them, and you practise turning simple active sentences into forms that highlight the event. You also work with common reporting verbs and patterns that allow you to explain what someone said without quoting their exact words. Listening tasks show workplace situations where colleagues report decisions or share updates from meetings. You then practise writing short summaries of news stories or conversations for another person. By the end, you can describe processes and events in a neutral, formal style and clearly explain what other people have said.

1. Reading a short news report about your company.

In this lesson you are going to sound more professional and formal when you talk about news and events. To keep everything concrete, imagine you work for a company called GreenTech Solutions. This morning, you open a business news website and see a short article about your company. The journalist is not really interested in who did every action. The focus is on what has happened and why it is important. So the language is quite neutral, and you hear lots of sentences like, “A new research centre was opened yesterday,” instead of “The directors opened a new research centre yesterday.” This kind of style is very common in news, emails and reports. In this block, you will read a short news report, notice how the writer uses passive forms like “was opened”, “is expected”, and “will be created”, and compare them with more direct active sentences. Then you will write a short summary of what happened, using at least one passive sentence yourself so you start to control this formal, neutral style.

The situation.

Imagine you work for GreenTech Solutions, a company that makes eco friendly technology. A business news website publishes a short article about your company.

When journalists write news, they often focus on the event or result, not on the exact person who did the action. To do this, they often use the passive.

Here is the short news item:

> New GreenTech Research Centre Opened in Manchester

> A new research centre for renewable energy was opened in Manchester yesterday. The centre was built to develop cleaner battery technology for electric cars. Around 150 new jobs will be created over the next two years. The project is supported by the city council and is expected to attract international investment. According to the company, more products will be tested at the site from next year.

Noticing the style.

Look at one idea from the article in two different ways:

• Active: GreenTech opened a new research centre in Manchester yesterday.
• Passive: A new research centre was opened in Manchester yesterday.

In the active sentence, the subject is GreenTech. In the passive sentence, the subject is a new research centre. The event is the same, but the focus changes.

In news and formal reports, the passive is useful when:

• the person who did the action is not important, or is already clear;
• we want a more neutral, objective tone;
• we want to put the result or the object at the beginning of the sentence.

Useful patterns from the article.

• was opened
• was built
• will be created
• is supported
• is expected
• will be tested

Notice how these all have a form of be plus a past participle.

In the task below you will read the article again and then write a very short summary of the main news in your own words, using at least one passive sentence.

Practice & Feedback

Read the short news report carefully in the box below. Then write a short paragraph of 2 to 4 sentences explaining the main news in your own words, as if you were telling a colleague in another department.

Please:

• Include at least one passive sentence from the patterns you saw above, for example was opened, was built, will be created, is expected.
• Focus on the key information only: what was opened, why, how many jobs, and what is expected in the future.
• Try to keep a neutral, news style tone, not an emotional personal reaction.

You can also change one active sentence into a passive sentence if you want. Do not worry about being perfect. The important thing is to show that you understand the article and can use the passive to talk about the event.

2. Describing a process in a neutral formal style.

You have just seen how journalists use the passive to describe news about your company. Now let us move to another very common situation at work or in study. People often need to describe how something is done, step by step. This could be how products are tested, how customer complaints are handled, or how applications are processed. In English, these descriptions of processes usually use the present simple passive, for example, “The forms are checked”, “Complaints are recorded”, “Samples are tested in the lab.” This helps the description sound general, objective and professional. In this block, we will look at a short explanation of how online orders are processed at GreenTech. Then you will write a few sentences about a simple process you know from your own life or work, using the same style. The focus is not on you personally, it is on the general procedure, so we will keep using the passive to highlight the actions and results.

The situation.

Your manager asks you to explain to a new colleague how online orders are handled in your company. She wants a short written description that she can add to a welcome pack.

She says:

> Could you write a few sentences that explain how an online order is processed, please?

You want your explanation to sound neutral, clear and professional, not like a personal story. This is a good time to use the present simple passive.

Model process description.

Read this short text:

> How online orders are processed at GreenTech Solutions

> When an order is placed on our website, a confirmation email is sent to the customer automatically. The order details are then checked by the sales team. If there are any problems, the customer is contacted within one working day. Next, the products are prepared in the warehouse and a shipping label is printed. The parcel is collected by our delivery partner and is normally delivered within three to five days. Finally, customer feedback is collected and is reviewed every month.

Notice these passive forms:

• an order is placed
• a confirmation email is sent
• the order details are checked
• the customer is contacted
• the products are prepared
• a shipping label is printed
• customer feedback is collected
• feedback is reviewed

We are not talking about who does each action. We know it is people in the company. The important thing is what happens in the process.

Useful chunks for process descriptions.

You can reuse these patterns for other processes:

• First, X is done...
• Next, Y is checked / prepared / recorded...
• Then, Z is sent / delivered / stored...
• Finally, the results are reviewed / shared.

In the task below you will write about a simple process you know using this style.

Practice & Feedback

Think of a simple process you know well. It could be from work, study or daily life. For example:

• how customer complaints are handled in your company;
• how exam papers are marked at your college;
• how rubbish is collected in your area;
• how ID cards are issued;
• how bookings are confirmed.

Write 4 to 6 sentences describing the process in a neutral, general way. Do not talk about yourself. Use the present simple passive as in the model: is checked, are sent, is prepared, are delivered. Try to:

• start with a general title sentence, for example, First, the form is completed online;
• show the order with words like first, next, then, finally;
• include at least three passive verbs.

Imagine your text will be used in a small company guide, so keep the tone clear and professional.

3. Listening to a meeting and reporting what was said.

So far you have focused on describing events and processes with the passive. Now we will look at another key skill for more formal English, especially at work: reporting what other people said. Imagine there was an important meeting at GreenTech yesterday about the new research centre. You could not join the meeting, because you were visiting a client. Later, a colleague tells you what the manager said. Or you might need to write a message to someone who was absent and explain the main points. In these situations, we do not normally repeat every sentence as a direct quote. Instead, we say things like, “Maria said that the budget had been approved” or “She told us that more staff would be hired.” In this block you will listen to a short extract from the meeting, where the manager speaks directly. Then you will practise writing a short update for a colleague, using reporting verbs like *said*, *told us*, *explained* and changing some tenses so that the information sounds natural when you report it later.

The situation.

Yesterday there was a team meeting about the new research centre. Your manager, Maria, led the meeting. You could not attend, so today you need to tell your colleague Tom what Maria said.

First, you will listen to a short part of the meeting as if you were in the room. Maria is speaking directly to the team. Then you will report the main points to Tom in a short written message.

Direct speech vs reported speech.

Look at this example:

• In the meeting (direct speech): “We are going to move some teams into the new centre next year.”
• Later, to a colleague (reported speech): Maria said that they were going to move some teams into the new centre the following year.

What changes?

• The pronoun we becomes they.
• The time word next year becomes the following year.
• The tense are going to move becomes were going to move.

Here is another example:

• Direct: “The budget has been approved.”
• Reported: Maria explained that the budget had been approved.

We often:

• use a reporting verb like said, told us, explained, announced;
• add that after the verb, for example, She said that...;
• move the tense one step back in time, especially when the reporting verb is in the past.

Useful reporting chunks.

• She said that...
• She told us that...
• She explained that...
• She announced that...
• According to Maria, ...

In the task below you will listen to Maria speaking in the meeting, then write a short message to Tom that reports the main information in a clear, neutral style.

Practice & Feedback

Listen to Maria speaking in the team meeting. While you listen, make quick notes of the main points, not every word. Focus on: decisions, plans and important facts about the new research centre.

Then imagine Tom sends you this message:

“Hi, I missed the meeting yesterday. What did Maria say about the new centre?”

Write a short reply of 4 to 6 sentences to Tom. In your reply:

• use reporting verbs like said, told us, explained or announced;
• change pronouns and time expressions where necessary, for example, next month → the following month;
• try to move tenses back where it sounds natural, for example, is going to → was going to;
• keep a neutral, factual tone.

Do not worry if you do not remember every detail, but try to cover the main news and any clear decisions.

4. Reporting questions and requests from a phone call.

You can now report basic statements from a meeting, which is an excellent step. But in real life, we also need to pass on questions and requests. For example, imagine you receive a phone call from a supplier, Mr Lee. He asks several questions about the new research centre and makes some polite requests. Your manager is not available, so afterwards you send her a message explaining what he asked. In English, we normally **change the form of the question** when we report it. We do not keep the word order of direct questions. Instead of saying, “He asked what is the exact opening date,” we say, “He asked what the exact opening date was.” For requests, we often use *asked me to* or *told me to*, such as, “He asked me to send the latest schedule.” In this block you will read a short phone conversation with Mr Lee, notice how the questions and requests look in direct speech, and then write a short note to your manager reporting them clearly.

The situation.

You take a phone call from Mr Lee, a supplier who is helping with equipment for the new research centre. Your manager is in another meeting, so you have to pass on his questions and requests.

Here is part of the call:

> Mr Lee: Good morning. Could I speak to Maria, please?

> You: I am afraid she is in a meeting at the moment. Can I take a message?

> Mr Lee: Yes, thank you. First, could you tell me what the exact opening date is? And I would also like to know whether all the safety checks have been completed.

> You: I can check that for you.

> Mr Lee: Great. Could you also ask Maria if we can deliver the final equipment at the end of September? And please tell her to send us the updated floor plans as soon as they are ready.

Now, imagine you write a message to Maria afterwards. You will use reported questions and reported requests.

Reporting questions.

Direct question:

• “What is the exact opening date?”

Reported question:

• He asked what the exact opening date was.

Changes:

• No question word order – it becomes a normal statement word order.
• The verb is becomes was.

Another example:

• Direct: “Have all the safety checks been completed?”
• Reported: He asked whether all the safety checks had been completed.

Reporting requests.

Direct request:

• “Could you ask Maria if we can deliver the final equipment at the end of September?”

Reported request:

• He asked me to ask you if they could deliver the final equipment at the end of September.

Another one:

• Direct: “Please tell her to send us the updated floor plans as soon as they are ready.”
• Reported: He told me to ask you to send them the updated floor plans as soon as they are ready.

Useful patterns:

• He asked what / when / whether...
• He wanted to know if...
• He asked me to...
• He told me to...

In the task below you will practise turning Mr Lee's questions and requests into reported speech in a clear note to your manager.

Practice & Feedback

Read the phone conversation carefully again in the box above. Imagine you now need to send a quick message to your manager, Maria, for example on email or chat, explaining what Mr Lee asked.

Write 4 to 6 sentences that report his questions and requests. Do not copy the direct questions exactly. Instead:

• use reporting verbs like asked, wanted to know, asked me to, told me to;
• change question word order to normal statement word order, for example, what the exact opening date was;
• move the tenses back where necessary, for example, have been completed → had been completed;
• keep the style neutral and polite, as if you are writing to your manager.

You can start with something like: “Mr Lee called while you were in the meeting. He asked what the exact opening date was...”

5. Chatting with a colleague about news and updates.

You have now worked with quite formal texts and situations – a news article, a process description, a meeting, and a phone call. In real life, however, we often share this information in faster, more informal ways, for example in a chat on Teams, Slack or WhatsApp. The language is usually shorter and simpler, but we still use the same tools: passives to talk about events and processes, and reported speech to say what people decided or asked. In this block, you will practise doing exactly that. Imagine your colleague Aisha works in another office. She has seen the news about the new research centre but could not attend the meeting and does not know about Mr Lee’s phone call. She sends you a quick chat message to ask what is happening. You will answer her in a short chat style conversation, using the language you have practised so far, but in a friendly, natural way. This is a nice step before the final block, where you will write a more formal email summary.

The situation.

Your colleague Aisha works in a different city. She sends you some quick chat messages:

> Aisha: Hey, I saw something online about a new GreenTech centre in Manchester. Do you know what is going on?

> Aisha: And I missed Maria's meeting yesterday. What was decided? Anything I should do?

> Aisha: Also, I heard a supplier called. Was there anything important?

You want to reply in a friendly but clear way. You are not writing a formal report, but you still need to:

• show you understood the news article about the centre;
• report Maria's main points from the meeting;
• report Mr Lee's questions and requests from the phone call.

Example chat reply.

Here is an example of how someone might reply, using a mix of passive and reported speech:

> You: Hi Aisha, yes, a new research centre was opened in Manchester. It was built for battery research and about 150 jobs will be created.

> You: In the meeting, Maria said that our battery team was going to move there next year and she explained that the budget had already been approved. She also told us to finish our reports by the end of this month.

> You: A supplier called Mr Lee asked what the exact opening date was and whether the safety checks had been completed. He asked Maria to confirm if they could deliver the final equipment at the end of September.

Notice:

• passive forms: was opened, was built, will be created;
• reported speech: Maria said that..., She explained that..., He asked what..., He asked whether...;
• the tone is friendly but still quite professional and clear.

In the task below you will write your own chat style reply to Aisha.

Practice & Feedback

Imagine you are replying to Aisha in a chat app at work. Read her three messages again in the box above. Then write your reply as a short chat style conversation from you to her.

Please:

• Answer all three questions: about the news article, the meeting and Mr Lee's call.
• Write 3 to 6 short messages. You can put each message on a new line, as in a real chat.
• Use at least two passive sentences to describe events or processes (for example, was opened, was built, will be created, is being prepared).
• Use at least two reported speech sentences to explain what Maria and Mr Lee said or asked.

Keep the tone friendly but clear and professional. Imagine Aisha is a colleague you know well, not your manager. Do not worry about being perfect – focus on communicating the information naturally.

6. Writing a formal email summarising news and decisions.

You are ready for the final step of this lesson. You have read a news report, described a process, reported a meeting and a phone call, and practised sharing information in a chat. Now you will bring these skills together in a more formal piece of writing – a short email. Imagine your senior manager, Ms Patel, was travelling yesterday. She missed both Maria’s meeting and Mr Lee’s call. She has seen the headline about the new research centre but does not know the details. She sends you an email asking for a clear summary. Your job is to write a polite, well organised email that explains the main news about the centre, reports the key decisions from the meeting, and passes on the important points from the supplier’s call. You should sound neutral and professional, using passive forms and reported speech naturally. I will show you a possible structure and some useful phrases, then you will write your own complete email as your performance task for this lesson.

The situation.

Your senior manager, Ms Patel, sends you this message:

> Subject: Update on Manchester centre

> Hi,

> I have just seen a news headline about a new GreenTech research centre in Manchester, but I have not read the full article yet. I also missed Maria's meeting yesterday and I understand there was an important call from a supplier.

> Could you please send me a short summary of the main news, decisions and any actions we need to take?

> Thanks,

> Ms Patel

You need to reply with a clear, neutral and fairly formal email.

A possible structure.

You can organise your email like this:

1. Opening – thank her and say you are happy to give an update.
2. Paragraph 1 – the news article – explain what the article said about the centre.
3. Paragraph 2 – Maria's meeting – report the main decisions and plans.
4. Paragraph 3 – Mr Lee's call and actions – summarise his questions and requests, and any actions needed.
5. Closing – offer further help.

Useful chunks and style.

For a formal neutral tone you can use phrases like:

• Thank you for your email about...
• According to the news report, ...
• A new research centre was opened in Manchester...
• It was built to...
• Around 150 new jobs will be created...
• In yesterday's meeting, Maria said that...
• She explained that the budget had been approved.
• It was decided that the battery team would move there next year.
• Mr Lee called to ask what the exact opening date was...
• He also asked whether the safety checks had been completed.
• He asked us to confirm if the final equipment could be delivered...
• Please let me know if you need any further details.

Mini checklist.

Before you submit your email, check:

• Have you clearly described the centre using at least one passive sentence?
• Have you reported Maria's main points using reporting verbs and appropriate tense changes?
• Have you reported Mr Lee's questions and requests?
• Does your email have a polite opening and closing?
• Is the tone neutral and professional, with no very informal language like hey or cheers?

In the task below you will write your full reply to Ms Patel.

Practice & Feedback

Write a complete reply email to Ms Patel based on her message and everything you know from this lesson about the new research centre, Maria's meeting and Mr Lee's call.

Your email should be around 120 to 160 words and should:

• start with a polite opening line, for example, Thank you for your email about the Manchester centre;
• include at least two passive sentences to describe the centre and related actions;
• include at least two examples of reported speech, for example, Maria said that..., She explained that..., Mr Lee asked whether...;
• clearly mention any actions or next steps that Ms Patel should know about;
• finish with a polite closing line.

Do not copy the example phrases word for word – adapt them to make the email sound natural for you. Imagine this is a real message you are sending in a professional context.