Unit - III

REPORT WRITING

Dr. Suman Pawar

Assistant Professor
Department of Chemical Engineering
SIT
 Contents

Technical Writing: Effective technical writing,

how to write report, Paper Developing a
Research Proposal, Format of research
proposal, a presentation and assessment by a
review committee
 Reports
Report: A report is a well-structured and researched document
that informs a specific audience about a topic or problem. The
purpose of a report is to guide, influence or inform decision
making or the outcome of a course of action.

Types of Reports:

1) Technical report: A technical report is a formal document that

provides information about a technical or scientific topic, such as
research findings, project updates, or technical specifications.

2) Popular report: A popular report is a document which gives emphasis

on simplicity and attractiveness. The simplification is sought through
clear writing, minimization of technical, particularly mathematical details
and liberal use of charts and diagrams.
 Types of Reports
3) Progress report: Progress reports provide simple updates on the status
of a project or research.

4) Internal report: Internal report is used to communicate information

between departments and teams within an organization.

5) Annual report: Annual report is a comprehensive report detailing a

company's activities throughout the preceding year. Its purpose is to
provide users, such as shareholders or potential investors, with
information about the company's operations and financial performance.

6) Sales report: Sales report is a comprehensive record of all the sales

activity taking place within a company over a certain period of time.
Essentially, it provides sales managers with an overview of all the sales
processes and operations carried out by the business.
 Types of Reports

7) Inventory report: Inventory report is a summary of the amount of

inventory a business has on hand at a given time. The inventory
report is a physical or electronic document with numbers
representing product you're able to sell now, inventory you are
ordering, or inventory you need for internal business use.
(Inventory refers to the raw materials used in production as well as the goods
produced that are available for sale)

8) Manufacturing report: A production report provides managers and

employees with clear, detailed information about a manufacturing
company's production data. This allows business decisions to be
based on facts, including detailed information on products,
production rates, and efficiency.
 STEPS IN WRITING REPORT

Report : A report is a document of the summary of an event,

issue or a topic.

Steps in writing report:

The usual steps involved in writing reports are:

1) Finding a suitable topic
2) Conducting a research
3) Gathering all the information
4) Writing a thesis statement
5) Preparing an outline
6) Writing the final report
7) Reviewing and revising
8) Editing and proofreading
 STEPS IN WRITING REPORT

1) Finding a Suitable Topic

Before one start writing the report, it is crucial to find the topic one
who wish to write on. To find the topic, one must keep in mind that he
must have interest in the topic and must be able to collect the required
information.

2) Conducting a Research

Whatever the kind of report, academic, business, news, etc., healthy

research must be conducted. Research is essential to find adequate
information regarding the topic. Since a report includes all the factual
data, extensive research is essential.
 STEPS IN WRITING REPORT
3) Gathering all the Information

After extensive research, jot down all the points at a place and note down
all the facts collected. After collecting the information, decide the
subheadings and divide them as per their categories.
4) Writing a Thesis Statement

A thesis statement is written to conceptualize the main theme of the

report. Just like the first sentence or the topic of the report, the thesis
statement summarizes the main points in brief.

5) Preparing the Outline

Preparing an outline of a report is essential in order to categorize the

important points and it becomes easy to decide on the headings and
subheadings.
 STEPS IN WRITING REPORT
6) Writing the Final Report

After preparing the rough draft, start writing the final report. The final
report must be written in simple language and in short sentences and
convey the message clearly.

7) Reviewing and Revising

After the final report is written, it is crucial to revise and recheck if all the
information has been added and no missing out any important information.

8) Editing and Proofreading

After the final revision of the report, check the report for any grammar,
spelling and typographical errors. It is common that while writing, one
might have overlooked a lot of mistakes. Therefore, final proofreading is
essential.
 WRITING A TECHNICAL REPORT
Technical report : A Technical report is a document that presents
the results of research, analysis and experimentation in a way that
both experts and non-experts can understand.

Need of Research Report :

Writing a research report is very challenging task for the

researcher. A good research report requires sufficient-experience
and insight about his research activities.

A research report is needed due to the following reasons:

1) The research work is done for the benefit of human being;

therefore, it must be communicable to the general public for the
practical use.
 WRITING A TECHNICAL REPORT

2) It encourages other persons to take up some problem for

further investigation.

3) The research report is also necessary for giving shape and

form to the investigation and solidifying it.

4) It is needed for providing a clear picture of research method,

sample and techniques used in conducting the research work.

5) The research report is meant for popularizing the new

contributions in the discipline.
 WRITING A TECHNICAL REPORT

Technical report : A Technical report is a document that presents

the results of research, analysis and experimentation in a way that
both experts and non-experts can understand.

Steps in writing Technical report :

Once the researcher has a clear understanding of the purpose and

have gathered all the necessary information, then the next step is
to plan the structure of the report. A typical technical report follows
a standard structure that includes:
 WRITING A TECHNICAL REPORT

1) Title page
2) Abstract
3) Table of contents
4) Introduction
5) Literature Review
6) The body of the report
7) Conclusion
8) Scope for future work
9) References
10) Appendices
 WRITING A TECHNICAL REPORT
1) Title page
Include title, Name of the researcher, the course name and student
number, school and university, date of the submission

2) Abstract
A technical report abstract should include a brief overview of the
investigation, results and recommendations. It must include all the key
information the reader needs to make a decision without having to read
your full report.
Purpose - a short version of the report and a guide to the report
Length - short, typically not more than 100 - 300 words
Content - provide information, not just a description of the report

3) Table of contents
Helps the reader quickly and easily find what they are looking for by using
informative headings, subheadings and careful numbering of your sections
and sub-sections.
 WRITING A TECHNICAL REPORT

4) Introduction
Introduction, must present readers the following information

•Define the problem

•Discuss relevant previous research
•Objectives and goals (what are you trying to achieve?)
•Motivation (why is it interesting and important?)
•Describe the key features of the approach and results
•Any constraints faced
 WRITING A TECHNICAL REPORT

5) Literature Review
It is important to carry out a review of the literature to allow
researcher to acquire an understanding of the topic. Writing a
literature review the researcher can become aware of the key
issues and relevant research that has already been done relating
to the topic and find out the latest information.

A literature review is a piece of academic writing (or part of

another report/dissertation) that critically evaluates material
relevant to the research project. A literature review examines a
whole group of scholarly journal articles or books rather than just
one book or one journal article.
 WRITING A TECHNICAL REPORT
Writing a literature review the researcher is expected to show
that:
• He can recognise the relevant and important research in his
field
• He can see where there is a gap in the research which his
study will attempt to fill

6) The body of the report

In that part the researcher should:
• Present the information from his research logically under
appropriate headings
• Describe interesting and important observations
• Highlight the originality of the research
• Divide into numbered and headed sections. These sections
separate the different main ideas in a logical order
 WRITING A TECHNICAL REPORT

Use diagrams, tables, figures and formulae to illustrate the point

and make the report more visually appealing. Integrate them into
the main body.

Figures, tables, equations and formulae should:

• Be numbered
• Be referred to in-text, e.g. In Table 1…,
• Centered on the page
• Equations and formulae should be on a separate line
• Include a simple descriptive label

( Note: A formula is also always true, no matter what values are put in. An
equation will only work for certain values, and is not always true. For
example, the equation 2 x + 5 = 13 will only be true if is equal to 4. If any
other value is put in, then the equation will no longer be correct. )
 WRITING A TECHNICAL REPORT

7) Conclusion
Conclusion should be a strong, effective and brief summing up of
the essential features of the research including:
• Whether the researcher have achieved his main goal
• Summarize the key findings
• Focus on the most important outcomes of the research and
their significance

8) Scope for future work

In this section the researcher should include the results of tests and
experiments, specific design problems and practical problem
solutions. When giving an answer to the problem, be sure to
include any limitations of the findings.
 WRITING A TECHNICAL REPORT

9) References
Acknowledge all the information and ideas you’ve incorporated
from other sources into your report using a consistent referencing
style.

10) Appendices
This includes any further material which is essential for full
understanding of the report in appendices. If the data is too
detailed or lengthy to include (e.g. raw data, diagrams,
comprehensive drawings, specifications) in the report itself,
include it in the appendix. The reader can then choose to refer to
it if they are interested. Label the appendix with a number or a
letter, a title, and refer to it the text, e.g. For a full list of
construction phases, see Appendix A.
 PAPER DEVELOPING A RESEARCH PROPOSAL
A paper developing a research proposal can be divided into four parts
PART I: INTRODUCTION

 Make sure the proposal starts on a general level with some type of
introductory remarks before going into the details of the specific
research question you are proposing. This can be accomplished by
providing a discussion of the significance of the topic in the field.

 Provide a statement of the question or the problem that you are

examining. Make sure the research question is stated no later than the
end of the second or third paragraph. Make sure the research question
is fully stated in one place.

 Discuss what other studies have said about your research topic and
how your research relates to that of other scholars who have written on
the topic.
 PAPER DEVELOPING A RESEARCH PROPOSAL
PART II: LITERATURE REVIEW
 It provides a summery and analysis of published work on a topic that you
are addressing. It also allows you to point out what is new about your
research. Be sure to indicate if you are building on a previous study
addressing certain gaps in knowledge that exist; or adding to existing
knowledge by doing a study with a different or more complete methodology.

 At least five other studies should be discussed in the literature review.

After you have written the literature review read it carefully and make sure it
is clear. Notice whether you can easily determine how the proposal is
building on earlier studies.

 When you mention other studies they are usually cited by the author's last
name and the date of publication. For example: "Another important study in
the area (Chan and Gibbs,2003) found that..." Later on, in the bibliography,
you will provide a full citation to all the studies you cited in your proposal.
 PAPER DEVELOPING A RESEARCH PROPOSAL
PART III: METHODOLOGY / THEORETICAL FRAMEWORK
 Provide a full description of your general research design, as well as the
specific methods and procedures used in your research project. The
methodology should be sufficiently detailed so that it can be replicated.

 Explain the details of your methods. For example: how you made
measurements.

 Explain any limitations that your study has in terms of the reliability and
applicability of the results.

PART IV: BIBLIOGRAPHY

 On a separate sheet, list the articles or books that you have cited in your
proposal.
 Generally this is done in alphabetical order by the last name of the author.
However, each field has different format requirements. If your mentor has not
already told you the style to use, the best thing to do is look at research
articles you have been assigned to read.
 FORMAT OF RESEARCH PROPOSAL
Writing a Research Proposal: A research proposal details the
operational plan for obtaining answers to research questions. It
must tell your supervisor and others what you propose to do, how
you plan to proceed and why the chosen strategy has been
selected. It thus assures readers of the validity of the methodology
used to obtain answers accurately and objectively.
A research proposal should contain the following
information about your study.

1)Title: A project title is the formal name given to a project. It is

often a brief sentence that describes the projects purpose and
goals.
2)Introduction: A paragraph of paragraphs that provides the reader
with necessary information to understand the purpose and scope
of the project.
 FORMAT OF RESEARCH PROPOSAL
3) Literature Review: It provides a summery and analysis of
published work on a particular topic and tells what works and
what does not work.

4) Objectives: These are the specific goals that a project aims to

achieve within a set timeframe.

5) Hypothesis: A tentative answer to a research question that is

based on existing knowledge and theories and can be tested.

6) Methodology: It is the for how a project will be completed. It

is the key part of proposal and can help demonstrate the
project’s feasibility and increase the chances of securing
funds.
 FORMAT OF RESEARCH PROPOSAL
7) Time-frame: It is the visual representation of project’s schedule
including tasks, milestones and dead line. It is a useful tool for
communicating with your team and organizing the process.

8) Budgeting: It is an estimate of the total costs required to complete a

project. It is plan that details how much money will be spent, on what and
by when.
 Major items
 Salary for staff
 Travel
 Purchase of equipments
 Printing / Xeroxing
 Consultancy charges
 Institutional overheads
9) References:
List all the sources sited in the report.
 PRESENTATION AND ASSESSMENT BY THE
REVIEW COMMITTEE
Presentation and Assessment by the Review Committee:

A review committee’s presentation and assessment of research

proposal can help ensure that the research meets scientific and
ethical standards. The various steps in the process are as follows.

1. Submission of Materials:
 Participants submit their presentation materials as
documents in advance.

2. Preparation by review committee:

 Review committee members familiarize them selves the
submitted materials before the presentation
 PRESENTATION AND ASSESSMENT BY THE
REVIEW COMMITTE
3. Opening remarks:
 The presentation begins with opening remarks ,
introducing the presenter and the purpose of the
presentation.

4. Presentation:
 The investigator presents their research proposal at a
schedule meeting. The presentation includes an
introduction, hypothesis, methods, findings and
interpretation of data.

5. Question and answer session:

 The committee member ask questions related to
presentation.
 PRESENTATION AND ASSESSMENT BY THE
REVIEW COMMITTE
6. Evaluation criteria:
 The committee accesses the presentation based on
predetermined criteria.

7. Scoring:
 Each committee member assigns scores to the
presentation based on the evaluation criteria.

8. Discussion:
 Committee members discuss their individual assessments.

9. Consensus building:
 The committee works towards a consensus on the overall
evaluation.
 PRESENTATION AND ASSESSMENT BY THE
REVIEW COMMITTE
10. Feedback session:
 The presenter receives feedback from the committee .
11. Decision Making:
 The committee makes a final decision to approve (or)
reject the presentation.

12. Closing remarks:

 The presentation concludes with closing remarks.
13. Documentation:
 The committee documents the evaluation requests etc.,
for record keeping purposes.
14. Notification:
 The presenter is notified of the committees decision.
 Reasons for an unsuccessful research proposals
Does Not Align with Funding Agency Priorities:
• The project fails to address the specific goals or interests of the
funding agency.

Guidelines Not Followed:

• The proposal does not adhere to the provided application
guidelines or requirements.

Unconvincing Idea:
• The research idea lacks originality or fails to demonstrate its
significance.

Ideas Not Presented:

• The proposal lacks clarity in presenting the research objectives,
methods, or anticipated outcomes.
 Reasons for an unsuccessful research proposals
Weak Methodology:
• The proposed methods are inadequate or poorly designed to
achieve the research objectives.

Overuse of Jargon:
• The proposal is filled with technical jargon that makes it difficult
for reviewers to understand.

Overly Ambitious:
• The project scope is unrealistic given the resources, time, or
funding available.

Narrative and Budget Inconsistencies:

• Discrepancies between the project narrative and budget,
indicating a lack of coherence or planning.
Reasons for an unsuccessful research proposals

Unordered Presentation:
• The proposal is poorly organized, making it difficult to
follow or assess.

Existing Work:
• The research aims to replicate or rehash work that has
already been done without adding new value.
 How to strengthen the proposal
• Social Value: Show how your project benefits society or
addresses social issues economic

• Value: Highlight potential cost savings or economic benefits.

• Project as a Model: Present your project as a scalable or

replicable model for other regions or sectors.

• Powerful Partners: Emphasize partnerships with reputable

organizations.

• Statistical Evidence: Use data to support your claims and

demonstrate the significance of your project.
 How to strengthen the proposal

• Specific About a Need: Clearly define the problem your

project addresses and its relevance.

• Highly Credible Researchers: Showcase the qualifications

and expertise of your research team.
Thank You