Professional Documents
Culture Documents
Report Writing
Report Writing
MEANING
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demographic reports, credit reports, appraisal reports, inspection reports,
military reports, bound reports, etc.
Reports are very important in all their various forms along with the usual
evidences like in a crimes scene people usually leave behind evidences. They
fill a vast array of critical needs for many of society's important organizations.
Police reports are extremely important to society for a number of reasons. They
help to prosecute criminals while also helping the innocent become free.
Reports are a very useful method for keeping track of important information.
The information contained in reports can be used to make very important
decisions that affect our lives daily.
Research report is considered a major component of the research study for the
research task remains incomplete till the report has been presented and or
written. The general functions of a report are as follows:
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5. Results: This section constitutes the main body of the report wherein the
results of the study are presented in clear and non-technical terms with
liberal use of all sorts of illustrations such as charts, diagrams and the like
ones.
6. Technical Appearance: More detailed information on methods used,
forms etc. is presented in the form of appendices. But the appendices
often not detailed if the report is entirely meant for general public.
10.Legal Action: Reports can be used to take legal action. For instance, a
committee may be set up to look into the malpractices adopted by a
particular manager or department. The report prepared by the committee
can be used to take legal action against guilty person.
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There are very definite and set rules which should be followed in the actual
preparation of the report or paper. Once the techniques are finally decided, they
should be scrupulously adhered to, and no deviation permitted. The criteria of
format should be decided as soon as the materials for the research paper have
been assembled. The following points deserve mention so far as the mechanics
of writing a report are concerned:
4. Pagination references.
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6. Punctuations and Abbreviations in footnotes: The first item after the
number in the footnote is the authors name, given in the normal signature order.
This is followed by a comma. After the comma, the title of the book is given:
the article (such as A,Anetc.) is omitted and only first word and proper
nouns and adjectives are capitalized. The title is followed by comma.
Information concerning the edition is given next. This entry is followed by a
comma. The place of publication is then stated; it may be mentioned in an
abbreviated form, if the place happens to be a famous one such as Lond. For
London, N.Y for New York and N.D for New Delhi. This entry is followed by a
comma. Then the name of the publisher is mentioned and the entry is closed by
a comma. It is followed by the date of publication if the date is given on a title
page. If the date appears in the copyright notice on the reverse side of the title
page or elsewhere in the volume, the comma should be omitted and the date
enclosed in square brackets
8. 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
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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? Do
the various reports incorporated in the report fit together logically? Having at
least one colleague read the report just before the final revision is extremely
helpful. Sentences that seem crystal-clear to the writer may prove quite
confusing to other people; a connection that had seemed evident may strike
others as a non-sequitur. A friendly critic, by pointing out passages that seem
unclear or illogical, and perhaps suggesting ways of remedying the difficulties,
can be an invaluable aid in achieving the goal of adequate communication.
UNDERSTANDING OF CONCEPT
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LAYOUT OF THE RESEARCH REPORT
In its preliminary the report should carry a title and date followed by
acknowledgement in the form of Preface or forward .Then there should be a
table of content followed by list of tables and illustrations so that the decision-
maker or anybody interested in reading the report can easily located the required
information in the report.
The main text provides the complete outline of the research report along with all
date. Title of the research study is report study is repeated at the top of the first
page of the main text and then follows the other details on page numbered
consecutive beginning with the second page. Each main section of the report
should being on a new page .
The main text of the report should have the following sections:
i. Introduction.
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ii. Statement of finding and recommendations.
iii. The results
iv. The implementations drawn from the results
v. The summary.
(i) Introduction
The purpose of introduction the research project to the readers .It should
contain a clear objectives of research i.e. enough background should be
given to make clear to a reader may also be started so that the present study
can be seen in that context. The hypotheses of study if any and the major
concept employed in the study should be explicit stated in the introduction of
the report.
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After introduction the research report must contain a statement of finding
and recommendations. After introduction the research report must contain a
statement of finding and recommendations .After introduction the research
report must contain a statement of finding and recommendations in non-
technical language so that it can be easily understood by all concerned .If the
finding happen to be extensive at this point they should be put in the
summarized form.
(iii) Results
A detailed presentation of the finding of the study with supporting data in the
form of tables and charts together with a validation of result is the next step
is 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 summarizes and reduction of the data rather
than the raw data. All the result should be presented in logical sequences and
spitted into readily identifiable section. All relevant results must find a place
in the report .But how one is to decide about what is relevant is the basic
question. Quite often guidance comes primarily from the research problem
and from the hypotheses, if any with which the study was concerned .But
ultimately the researcher must rely on his own judgment in deciding the
outline of his report. Nevertheless, it is still necessary that he state clearly
the problem with which he was concerned, the procedure by which he
worked on the problem, the conclusions at which he arrived and the bases for
his conclusion .
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Towards the end of the main text the researcher should again put down the
result of his research clearly and precrisely.He should state the implications for
understanding the human behavior. Such implications may have three aspects as
stated below:
(a) A statement of the inferences drawn from the present study which may be
expected to apply in similar circumstances.
(b) The conditions of the present study which may limit the extent of
legitimate generazations of the inferences drawn from the study.
(c) The relevant questions that still remain unanswered or new questions
raised by the study along with suggestions for the kind of research that
would provide answer for them.
It is considered a good practice to finish the report with a short
conclusion which summaries and recapitulate the main points of the
study. The conclusion drawn from the study should be clearly related to
the hypotheses that were stated in the introductory section. At the same
time, a forecast of the probable future of the subject and an indication of
the kind of research which needs to be done in that particular field is used
and desirable.
(v) Summary
It has become customary to conclude the research report with a very brief
summary, resting in brief the research problem, the methodology, the major
findings conclusions drawn from the research results.
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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 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 readers for the contents
in the report.
ii. 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. Theyre an aid to the logical organization of the
material and a remainder of the points to be stressed in the report.
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iii. 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 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.
iv. Rewriting and polishing of the rough draft: This step happens to be
the 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 mediocre and a good piece of writing.
While rewriting and polishing, one should check the report for
weakness 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. In addition the researcher gives
addition 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.
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Generally, the pattern of bibliography is considered convenient and
satisfactory from the point of view of reader, though it is not only the
way of presenting the bibliography. The entries in bibliography should
be made adopting the following order:
4. Number of volumes
6. The pagination
The above examples are just samples for bibliography entries and may be used,
but one should also remember that they are not only the acceptable forms. The
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only thing important is that, whatever the method selects, it must remain
consistent.
TYPES OF REPORTS
Research reports vary greatly in length and type .In each individual case both
the length and the form are largely dictated by the problem at hand. For instance
business firms prefer report in the letter forms just one or two pages in length
bank, insurance organization and financial institution are generally fond of the
short balance-sheet type of tabulation for their investigation in the form of
algebraic notations. Chemists reports their results in symbols and formulae
.Students of literature usually write long report presenting the critical analysis of
some writer or period or the like with a liberal use of quotations from work of
the author under discussion. In the field of education and psychology, the
favorite form is the report is the report on the results of experimentations
accompanied by the detailed statistical tabulations. Clinical psychologist and
social pathologists frequently find it necessary to make use of the case history
form.
New items in the daily papers are also forms of report writing. They represent
firsthand on-the-scene account of the events described or compilations of
interviews with persons who were on the scence.In such reports the first
paragraph usually contains the important information in details and the
succeeding paragraphs contains the important information in details and the
succeeding paragraphs contains material which is progressively less important.
Book-reviews which analyze the content of the book and report on the author
intentions, his success or failure in achieving his aims, his language, his style,
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scholarship, bias or his point of view. Such reviews also happen to be a kind of
short report. The report prepared by government bureaus special commissions
and similar other organization and generally very completed by students in
academic institutions.
The above narrations throws light on the fact that result of research
investigations can be presented in a number of ways via a technical report a
popular report an article a monograph or at times even in the form of oral
presentation. Which methods of presentation to be used in a particular study
depend on the circumstances under which the study arose and the nature of the
result .A technical report is used whenever a full written report of the study is
required whether for record keeping or for public dissemination .A popular
report is used if the research results have policy implications.
(A)Technical report.
(B)Popular report.
(C)Interim report.
(D)Summary report.
(E) Research abstract.
(F) Research article.
(A)Technical Report
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A general outline of a technical report can be as follows:
1. Summary of result: A brief review of the main finding just in tow or three
pages.
3. Method employed: Specific methods used in the study and their limitation.
For instance in sampling studies we should give details of sample design
viz, sample size sample selection etc.
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8. Technical appendices: appendices are given for all technical matter relating
to questionnaire mathematical derivations, elaboration on particular
technique of analysis and the like ones.
9. Index: Index must be prepared and be given invariably in the report at the
end.
The order presented above only gives a general idea of the nature of
technical report the order of presentation may not necessarily be the same in
all the technical report. This in other word means that the presentation may
vary in different reports, even the different sections outlined above will not
always be the same nor will all these sections appear in any particular
report.
It should however be remember that even in a technical report simple
presentation and ready availability of the finding remain an important
consideration and as such the liberal use of charts and diagrams is
considered desirable.
(B)Popular Report
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1. The finding and their implications: Emphasis in the report is given on
the finding of this findings
5. Results: This section constitutes the main body of the report wherein the
results of the study are presented in clear and non-technical terms with
liberal use of all sorts of illustrations such as charts diagrams and the like
ones.
There can be several variations of the form in which a popular report can
be prepared .The only important thing about such report is that it gives
emphasis on simplicity and policy implication from the operational point
of view, avoiding the technical detail of all sorts to the extent possible.
(C)Interim Report
When there is long time lag between data collection and the presentation of the
results in the case of a sponsored project the study may lose its significance and
usefulness and the sponsor may lose its significance and usefulness and the
sponsor may also lose its significance and usefulness and the sponsor may also
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lose its significance and usefulness and the sponsor may also lose interest in it.
One of the most effective ways to avoid such eventualities is to present an
interim report.
This short report may contain either the first results of the analysis or the final
outcome of the analysis of some aspects completed analysed.Watever may be
the coverage of the interim report, it fulfills certain functions.
It facilitates the sponsoring agency to take action without waiting for the full
report. It helps to keep alive the agencys interest in the study and prevent
misunderstandings about the delay. In addition, it serves to spread over a longer
period the time consuming process of discussion of the research findings and
their consuming process of discussion of research findings and their
implications. The report also enables the researcher to find the appropriate style
of reporting.
The interim report contains a narration of what has been done so far and what
was their outcome .It presents a summary of the finding of that part of analysis,
which has been completed.
(d)Summary Report
A summary report is generally prepared for the consumption of the lay audience
viz, the general public. The preparation of this type of report is desirable for any
study whose findings are of general interest .It is written in non-technical,
simple language with a liberal use of pictoral charts, It just contain a brief
references to the objective of the study its major findings and their implication
.It is a short report of two or three pages. Its size is so limited as to be suitable
for publication in daily newspapers.
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(e) Research Abstract
A professional journal may have its own special format for reporting research. It
is important to find out in advance whether the publication does have specific
format requirement. The preferred format is:
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2. Methods: A brief statement of what was done where and how it was done
and statement of the specific techniques and tools used.
An abstract not exceeding 100 words should be submitted along with the
paper .The length of the article is limited to 20 typed pages .
BIBLIOGRAPHY
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Bibliography is the last important part of a research report .A bibliography list
the sources used in the preparation of the report .These may be
1. Book
2. Article in periodicals
3. Reports and documents issued by officials or unofficial agencies.
4. Interview
5. Lectures
6. Radio and televisions talk.
The forms of entries in the bibliography are different from that of the
entries in the footnotes.
Authors must keep this in mind .The usual forms are given below .These
should be supplemented with the references given in the bibliography of
this monograph and other publications.
Index
If a research report is to be published the writer may like to give an index
at the end of the report .An index is given to assist readers to
instantaneously spot the type of information they want to get .For
example a researcher may like to know whether there is any information
in the report about the economic development of Africa .he can find it out
easily if there is alphabetical order with the page number which they
appear in the text.
The purpose of bibliography is different from that of footnotes .While
the bibliography gives a list of materials relating to the topics under study
as a ready reference to the reader the footnotes found at the bottom of the
respective pages or at the end of a section specifically cite the exact
sources and pages.
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The bibliography is a list of references relating to a topic or subject .It is
located at the end of the main body of the report .It contains all the
information found in a first footnotes relating to a work.
FOOTNOTES
Guidelines:
The first time you cite a source, you will include a full citation. For all
subsequent references to that text, your footnote will be in abbreviated
form.
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Cite authors names as they appear in the texts .Don t replace first names
with initials unless the names appear this way on the title page of the
source. If no author is listed, organize the entry by the title.
Basic Format:
Authors first name Last name, Title in italics and in Headline style (City of
Publication, Publisher, Year), Page number if relevant.
Examples:
CONCLUSION
The research report must present the logical analysis of the subject matter. It
must reflect a structure wherein the different pieces of analysis relating to the
research problem fit well.
One should always keep in view the fact report-writing is an art which is learnt
by practice and experience, rather than by mere doctrination
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ABBREVIATIONS
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REFERENCES
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