Unit 5 – Report writing

Definition of Research report

According to Goode and Hatt, “The preparation of report is the final stage of research, and it’s
purpose is to convey to the interested persons the whole result of the study, in sufficient detail
and so arranged as to enable each reader to comprehend the data and to determine for himself the
validity of the conclusions.”

Research report : Meaning

It is a brief account of the problem of investigation, the justification of its selection and the
procedure of analysis and interpretation. It is only a summary of the entire research
proceedings.

In other words, it can be defined as written documents, which presents information in a

specialized and concise manner.

Significance/ Importance of Report Writing

1. Report writing is an important communication medium in organisations

2. The most crucial findings might have come out through a research report.
3. Reports are used for comprehensive and application oriented learning in academics
4. In organisations, reports are used for the basis of decision making.
5. The research report acts as a means of communication of various research findings to
the interested parties, organisations and general public.
6. Good report writing play, a significant role of conveying unknown facts about the
phenomenon to the concerned parties.
7. Research may provide new insights and new opportunities to the people.
8. Research report plays a key role in making effective decisions in marketing, production,
banking, materials, human resource development and government also.
9. Good report writing is used for economic planning and optimum utilisation of resources
for the development of a nation.
10. Report writing provides reference material for further research in the same or similar
areas of research to the concerned parties.
11. Report writing facilitates the validation of generalisation.
12. A research report is an end product of research
 13. A Report is a transfer of knowledge.

Steps in Writing Research Report

Report writing is a time consuming and expensive exercise.
Therefore, reports have to be very sharply focused in purpose content and readership.
There is no single universally acceptable method of writing a research report.
Following are the general steps in writing a research report:
1. Analysis of the subject matter
2. Research outline
3. Preparation of rough draft
4. Rewriting and polishing
5. Writing the final draft

Logical analysis of the subject matter: It is the first step which is primarily concerned with the
development of a subject. There are two ways in which to develop a subject (a) logically and (b)
chronologically. The logical development is made on the basis of mental connections and
associations between the one thing and another by means of analysis. Logical treatment often
consists in developing the material from the simple possible to the most complex structures.
Chronological development is based on a connection or sequence in time or occurrence. The
directions for doing or making something usually follow the chronological order

Preparation of the final outline: It is the next step in writing the research report “Outlines are
the framework upon which long written works are constructed. They are an aid to the logical
organisation of the material and a reminder of the points to be stressed in the report.”

Preparation of the rough draft: This follows the logical analysis of the subject and the
preparation of the final outline. Such a step is of utmost importance for the researcher now sits to
write down what he has done in the context of his research study. He will write down the
procedure adopted by him in collecting the material for his study along with various limitations
faced by him, the technique of analysis adopted by him, the broad findings and generalizations
and the various suggestions he wants to offer regarding the problem concerned
Rewriting and polishing of the rough draft: This step happens to be most difficult part of all
formal writing. Usually this step requires more time than the writing of the rough draft. The
careful revision makes the difference between a mediocre and a good piece of writing. While
rewriting and polishing, one should check the report for weaknesses in logical development or
presentation. The researcher should also “see whether or not the material, as it is presented, has
unity and cohesion; does the report stand upright and firm and exhibit a definite pattern, like a
marble arch? Or does it resemble an old wall of moldering cement and loose brick.”4 In addition
the researcher should give due attention to the fact that in his rough draft he has been consistent
or not. He should check the mechanics of writing—grammar, spelling and usage.

Preparation of the final bibliography: Next in order comes the task of the preparation of the
final bibliography. The bibliography, which is generally appended to the research report, is a list
of books.
in some way pertinent to the research which has been done. It should contain all those works
which the researcher has consulted. The bibliography should be arranged alphabetically and may
be divided into two parts; the first part may contain the names of books and pamphlets, and the
second part may contain the names of magazine and newspaper articles. Generally, this pattern
of bibliography is considered convenient and satisfactory from the point of view of reader,
though it is not the only way of presenting bibliography. The entries in bibliography should be
made adopting the following order:

For books and pamphlets the order may be as under:

1. Name of author, last name first.
2. Title, underlined to indicate italics.
3. Place, publisher, and date of publication.
4. Number of volumes. Example Kothari, C.R., Quantitative Techniques, New Delhi, Vikas
Publishing House Pvt. Ltd., 1978.

For magazines and newspapers the order may be as under:

1. Name of the author, last name first.
2. Title of article, in quotation marks.
3. Name of periodical, underlined to indicate italics.
4. The volume or volume and number.
5. The date of the issue.
6. The pagination. Example Robert V. Roosa, “Coping with Short-term International Money
Flows”, The Banker, London, September, 1971, p. 995

Writing the final draft: This constitutes the last step. The final draft should be written in a
concise and objective style and in simple language, avoiding vague expressions such as “it
seems”, “there may be”, and the like ones. While writing the final draft, the researcher must
avoid abstract terminology and technical jargon. Illustrations and examples based on common
experiences must be incorporated in the final draft as they happen to be most effective in
communicating the research findings to others. A research report should not be dull, but must
enthuse people and maintain interest and must show originality. It must be remembered that
every report should be an attempt to solve some intellectual problem and must contribute to the
solution of a problem and must add to the knowledge of both the researcher and the reader.

MECHANICS OF WRITING A RESEARCH REPORT

There are very definite and set rules which should be followed in the actual preparation of the
research report or paper. Once the techniques are finally decided, they should be scrupulously
adhered to, and no deviation permitted.

The following points deserve mention so far as the mechanics of writing a report are concerned
1. Size and physical design: The manuscript should be written on unruled paper 812″ × 11″ in
size. If it is to be written by hand, then black or blue-black ink should be used. A margin of at
least one and one-half inches should be allowed at the left hand and of at least half an inch at the
right hand of the paper.

There should also be one-inch margins, top and bottom. The paper should be neat and legible. If
the manuscript is to be typed, then all typing should be double-spaced on one side of the page
only except for the insertion of the long quotations
2. Procedure: Various steps in writing the report should be strictly adhered

3. Layout: Keeping in view the objective and nature of the problem, the layout of the report
should be thought of and decided and accordingly adopted (The layout of the research report and
various types of reports have been described in this chapter earlier which should be taken as a
guide for report-writing in case of a particular problem).

4. Treatment of quotations: Quotations should be placed in quotation marks and double spaced,
forming an immediate part of the text. But if a quotation is of a considerable length (more than
four or five type written lines) then it should be single-spaced and indented at least half an inch
to the right of the normal text margin.

5. The footnotes: Regarding footnotes one should keep in view the followings:
Footnotes are placed at the bottom of the page on which the reference or quotation which they
identify or supplement ends Footnotes should be numbered consecutively, usually beginning
with 1 in each chapter separately. Footnotes are always typed in single space though they are
divided from one another by double space.

6.Documentation style: Regarding documentation, the first footnote reference to any given
work should be complete in its documentation, giving all the essential facts about the edition
used. Such documentary footnotes follow a general sequence. The common order may be
described as under.

(i) Regarding the single-volume reference

1. Author’s name in normal order (and not beginning with the last name as in a
bibliography) followed by a comma;

2. Title of work, underlined to indicate italics;

3. Place and date of publication;

Pagination references (The page number)

Example John Gassner, Masters of the Drama, New York: Dover Publications, Inc. 1954, p. 315
Case of multiple authorship If there are more than two authors or editors, then in the
documentation the name of only the first is given and the multiple authorship is indicated by “et
al.” or “and others”

7. Punctuation and abbreviations in footnotes: The first item after the number in the footnote is
the author’s name, given in the normal signature order. This is followed by a comma.

ex., example
n.d., no date
n.p., no place
no pub., no publisher

8. Use of statistics, charts and graphs: A judicious use of statistics in research reports is often
considered a virtue for it contributes a great deal towards the clarification and simplification of
the material and research results. One may well remember that a good picture is often worth
more than a thousand words.

Statistics are usually presented in the form of tables, charts, bars and line-graphs and pictograms.
Such presentation should be self explanatory and complete in itself.

9.The final draft: Revising and rewriting the rough draft of the report should be done with great
care before writing the final draft. For the purpose, the researcher should put to himself questions
like:
Are the sentences written in the report clear? Are they grammatically correct? Do they say what
is meant’?

10. Bibliography: Bibliography should be prepared and appended to the research report
11. 11. Preparation of the index: At the end of the report, an index should invariably be given, the value
of which lies in the fact that it acts as a good guide, to the reader. Index may be prepared both as
subject index and as author index.
The former gives the names of the subject-topics or concepts along with the number of pages on
which they have appeared or discussed in the report, whereas the latter gives the similar
information regarding the names of authors.

PRINCIPLES OF RESEARCH WRITING

Precautions to be followed while writing a research report

Research report is a channel of communicating the research findings to the readers of the report.
A good research report is one which does this task efficiently and effectively. As such it must be
prepared keeping the following precautions in view:

 It should not be dull and complicated.

 It should be simple, without the usage of abstract terms and technical jargons.
 It should offer ready availability of findings with the help of charts, tables and
graphs, as readers prefer quick knowledge of main findings.
 The layout of the report should be in accordance with the objectives of the research
study.
 Abstract terminology and technical jargon should be avoided in a research report.
The report should be able to convey the matter as simply as possible.
 Charts, graphs and the statistical tables may be used for the various results in the
main report in addition to the summary of important findings

 The reports should be free from grammatical mistakes, the use of quotations,
footnotes, documentation, proper punctuation and use of abbreviations in footnotes
and the like.

 The report must present the logical analysis of the subject matter
 A research report should show originality and should necessarily be an attempt to solve
some intellectual problem.
 It must contribute to the solution of a problem and must add to the store of
knowledge.
 Appendices should be enlisted in respect of all the technical data in the report.

 Bibliography of sources consulted is a must for a good report and must necessarily be
given.
 Index is also considered an essential part of a good report and as such must be
prepared and appended at the end.
 Report must be attractive in appearance, neat and clean, whether typed or printed

 Calculated confidence limits must be mentioned and the various constraints experienced
in conducting the research study may also be stated in the report.

 Objective of the study, the nature of the problem, the methods employed and the
analysis techniques adopted must all be clearly stated in the beginning of the report in the
form of introduction.

 Repetition hampers lucidity. Report writers must avoid repeating the same word more
than once within a sentence.
Features of a Research Report

 It is a detailed presentation of research processes and findings, and it usually includes

tables and graphs.
 It is written in a formal language.
 A research report is usually written in the third person.
 It is informative and based on first-hand verifiable information.
 It is formally structured with headings, sections, and bullet points.
 It always includes recommendations for future actions.

Purpose of report writing

Knowledge Transfer: As already stated above, one of the reasons for carrying out research is to
contribute to the existing body of knowledge, and this is made possible with a research report. A
research report serves as a means to effectively communicate the findings of a systematic
investigation to all and sundry.

Identification of Knowledge Gaps: With a research report, you’d be able to identify knowledge
gaps for further inquiry. A research report shows what has been done while hinting at other areas
needing systematic investigation

A research report allows you to present information in a precise and concise manner. It is time-
efficient and practical because, in a research report, you do not have to spend time detailing the
findings of your research work in person.

The purpose of research is not well served unless the findings are made known to others.
Research results must invariably enter the general store of knowledge

Types of Reports
 a) Business Reports
b) Technical Reports
c) Academic reports

a) Business Reports:
A business report is a set of data which can provide historical information related to a
company’s operations, production, specific department’s insights, and create a base for future
decision-making processes or factual insights needed to organize business functions.

b) Technical reports:
A technical report (also scientific report) is a document that describes the process, progress, or
results of technical or scientific research or the state of a technical or scientific research
problem. It might also include recommendations and conclusions of the research.

C) An academic report is a piece of writing created for a class that employs a formal style
to express knowledge gained via reading and experimenting.
Academic writing serves as a tool of communication that conveys acquired knowledge in a
specific field of study. Writing academically will help students analyse, convey understanding,
think critically and focus on technique and style.
LAYOUT OF THE RESEARCH REPORT
(A) Preliminary Pages
(B) Main Text
(C) End Matter

(A) Preliminary Pages In its preliminary pages the report should carry a title and date,
followed by acknowledgements in the form of ‘Preface’ or ‘Foreword’.
Then there should be a table of contents followed by list of tables and illustrations so that the
decision-maker or anybody interested in reading the report can easily locate the required
information in the report
Main Text The main text provides the complete outline of the research report along with all
details.
Title of the research study is repeated at the top of the first page of the main text and then
follows the other details on pages numbered consecutively, beginning with the second page.
Each main section of the report should begin on a new page.

The main text of the report should have the following sections:
(i) Introduction;
(ii) Statement of findings and recommendations;
(iii) The results;
(iv) The implications drawn from the results; and
(v) The summary

Introduction: The purpose of introduction is to introduce the research project to the readers. It
should contain a clear statement of the objectives of research i.e., enough background should be
given to make clear to the reader why the problem was considered worth investigating.

A brief summary of other relevant research may also be stated so that the present study can be
seen in that context. The hypotheses of study, if any, and the definitions of the major concepts
employed in the study should be explicitly stated in the introduction of the report.

(ii) Statement of findings and recommendations:

After introduction, the research report must contain a statement of findings and
recommendations in non-technical language so that it can be easily understood by all concerned.
If the findings happen to be extensive, at this point they should be put in the summarised form.

(iii) Results: A detailed presentation of the findings of the study, with supporting data in the
form of tables and charts together with a validation of results, is the next step in writing the main
text of the report. This generally comprises the main body of the report, extending over several
chapters..
The result section of the report should contain statistical summaries and reductions of the data
rather than the raw data. All the results should be presented in logical sequence and splitted into
readily identifiable sections. All relevant results must find a place in the report.

(iv) Implications of the results: Toward the end of the main text, the researcher should again
put down the results of his research clearly and precisely. He should, state the implications that
flow from the results of the study, for the general reader is interested in the implications for
understanding the human behavior.

(C) End Matter At the end of the report, appendices should be enlisted in respect of all technical
data such as questionnaires, sample information, mathematical derivations and the like ones.
Bibliography of sources consulted should also be given.

Index (an alphabetical listing of names, places and topics along with the numbers of the pages in
a book or report on which they are mentioned or discussed) should invariably be given at the end
of the report. The value of index lies in the fact that it works as a guide to the reader for the
contents in the report

Project report
The project report is a document that contains all information regarding the proposed project. It
is served as a blueprint of all operations to be undertaken for attaining the desired results. The
project report is basically the business plan of action and clearly describes its goals and
objectives. It is one that helps in converting the business idea into a productive venture without
any chaos or confusion as it defines strategies for project execution.

The project report is an essential tool available with management for proper monitoring of
operations and helps them in recognizing any problems.

Unit 5 University questions

1. Give the meaning of report writing

2. What are the principles of report writing
3. Explain the steps involved in writing a research report
 4. What is a research report
5. What are the essentials of a research report
6. Define the term business report
7. Explain the functions of research report
8. Explain the purpose of report writing and precautions to be taken in writing a research
report
9. What is a project report.