Write the report soon after the incident; your memory may be unreliable. Make sure you include the time and date of the incident. Include the details of the incident in a chronological format.
Use factual descriptions and avoid judgmental language. For example, do not use phrases like "Michael had his usual disorganized approach to his work." This says more about you than the student. It shows that you have already formed your opinion of him. It is far better to say something like, "Michael did not produce the piece of work requested for this lesson."
Write facts rather than opinions. If you are writing an ongoing report on a teen, include positive incidents as well as negative. Try to avoid value judgement words, such as "disruptive" or "unmotivated." These are not really helpful, and they are not accurate. Be specific and give examples that illustrate the student's behavior.
Focus your report on the student rather than yourself. Try to keep yourself and your reactions out of the report. Saying that you found the student frustrating is not helpful or appropriate. Keep a balanced approach and keep behavior in perspective.