Victorian Report Writing Best Practices
Expert guidance on writing effective, compliant, and constructive report comments that meet Victorian Department of Educationstandards and support student learning.
Essential Best Practices
Follow these guidelines to ensure your comments are professional, helpful, and compliant
Use Student's Preferred Name
Always use the student's official given name as it appears on school records. Avoid nicknames unless formally requested by parents. Consistently use the correct pronouns (he/she/they) throughout the comment.
Write in Third Person
All comments should use third-person voice (he/she/they), not second person (you). This maintains professional standards and is a Victorian Department of Education requirement. Example: 'Sarah demonstrates' not 'You demonstrate'.
Start with Positives
Begin every comment with achievements, strengths, or positive attributes. This sets a constructive tone and recognises student effort before addressing areas for development. Even struggling students have something positive to highlight.
Be Specific and Evidence-Based
Ground your comments in concrete examples from the reporting period. Reference specific topics, skills, or assessment tasks. Avoid vague statements like 'tries hard' - instead say 'consistently completes homework and actively participates in class discussions'.
Use Appropriate Achievement Language
Align your language with the student's achievement level. A-grade comments should use words like 'exceptional', 'outstanding', 'consistently exceeds'. C-grade use 'sound', 'competent', 'meets expectations'. E-grade use 'developing', 'working towards', 'with support'.
Focus on Learning, Not Behaviour
Comments should primarily describe knowledge, skills, and understanding in relation to syllabus outcomes. Only mention behaviour when it directly impacts learning (e.g., 'distraction during lessons limits task completion').
Provide Actionable Next Steps
End with specific, achievable recommendations for improvement. Make suggestions clear enough that parents and students understand exactly what to focus on. Example: 'Practice multiplication tables 6-9 to improve automaticity' rather than 'work on times tables'.
Maintain Professional Tone
Use formal, parent-appropriate language throughout. Avoid educational jargon that parents may not understand, or explain terms clearly. Write as you would speak at a parent-teacher interview - professional, respectful, and supportive.
Common Pitfalls to Avoid
Learn from these frequent mistakes to ensure your report comments are professional and effective
Comparing Students
❌ Avoid: 'Liam is one of the top students in the class' or 'Emma struggles more than her peers'.
✅ Instead: Focus on the individual student's performance against syllabus outcomes, not their ranking among classmates.
Vague or Generic Statements
❌ Avoid: 'Works hard', 'Nice student', 'Needs to try harder', 'Could do better'.
✅ Instead: Be specific about what the student does well and exactly what improvement strategies would help.
Overly Negative Tone
❌ Avoid: Starting with deficits or using language that feels harsh or discouraging.
✅ Instead: Lead with positives, frame challenges constructively, and balance feedback throughout the comment.
Personal Opinions or Judgments
❌ Avoid: 'I think...', 'I feel...', 'In my opinion...', subjective statements about the student's character.
✅ Instead: Report observable facts, documented evidence, and professional assessments based on curriculum standards.
Copy-Pasting Without Personalization
❌ Avoid: Using identical comments for multiple students or relying on templates without customization. Parents notice.
✅ Instead: Always personalise comments with specific examples relevant to the individual student's learning journey.
Excessive Educational Jargon
❌ Avoid: 'Demonstrates metacognitive awareness in additive strategies', 'Synthesizes modalities effectively'.
✅ Instead: Use plain English that parents understand. Explain technical terms if necessary for curriculum reporting.
Inappropriate Length
❌ Avoid: Comments under 80 words (too brief, lacking detail) or over 300 words (overwhelming, unfocused).
✅ Instead: Aim for 150-250 words for subject comments, 180-200 words for general comments. Be concise yet comprehensive.
Focusing Only on Deficits for Struggling Students
❌ Avoid: Writing entirely negative comments for students with low achievement. This is discouraging and unhelpful.
✅ Instead: Find genuine positives (effort, specific small wins, improvement in one area), then address challenges constructively with support strategies.
Report Comment Quality Checklist
Before Finalizing Each Comment, Verify:
Use this checklist to ensure every comment meets Victorian standards
Student's official name used correctly throughout
Comment written entirely in third person (he/she/they)
Positive statement opens the comment
Specific evidence from the reporting period included
Achievement level appropriately reflected in language used
At least one area for improvement addressed constructively
Actionable next steps or recommendations provided
Professional, parent-appropriate tone maintained
No comparisons to other students or class rankings
Comment length appropriate (150-250 words for subjects)
Spelling and grammar checked (especially student's name)
Complies with Victorian Department of Education standards
Aligns with VCAA reporting requirements
Avoids educational jargon or explains terms clearly
Efficient Report Writing Strategies
1. Maintain Anecdotal Records
Keep brief notes throughout the term about specific student achievements, challenges, and memorable moments. Having concrete examples ready makes report writing much faster and more personalised.
2. Write as You Assess
When marking major assessments, jot down 1-2 sentences about each student's performance. These observations can be directly incorporated into report comments, saving hours of recall work later.
3. Batch Similar Students
Write comments for students at similar achievement levels together. This helps maintain consistent language and tone for each grade band while still personalizing individual comments.
4. Use AI Assistance Wisely
Leverage AI tools like VIC School Reports Comments to generate draft comments quickly, then personalise with your specific knowledge of each student. This combines efficiency with professional judgment.
5. Set Daily Targets
Rather than leaving all reports to the last week, aim to complete 5-8 comments daily over 2-3 weeks. This prevents burnout and maintains quality throughout the reporting process.
6. Review and Refine
Always read comments aloud or have a colleague review a sample. Fresh eyes catch errors, identify areas lacking clarity, and ensure the tone remains consistently professional and constructive.
Official Victorian Resources
Victorian Department of Education - Official Guidelines
Comprehensive official guidelines on report writing standards, achievement scales, and parent communication requirements from your state's education department.
Victorian Curriculum - Standards & Assessment
VCAA requirements for student assessment and achievement reporting across all year levels and learning areas.
Compass - Reporting System
Your school's reporting system information and support resources for entering and managing report comments.