What is the meaning and significance of report in Research ?

The meaning and significance of 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. As a
matter of fact even the most brilliant hypothesis, highly well designed and conducted research study,
and the most striking generalizations and findings are of little value unless they are effectively
communicated to others. 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. All this
explains the significance of writing research report. There are people who do not consider writing of
report as an integral part of the research process. But the general opinion is in favour of treating the
presentation of research results or the writing of report as part and parcel of the research project.
Writing of report is the last step in a research study and requires a set of skills somewhat different
from those called for in respect of the earlier stages of research. This task should be accomplished by
the researcher with utmost care; he may seek the assistance and guidance of experts for the purpose.

Steps in Report Writing in Research Methodology

Research reports are the product of slow, painstaking, accurate inductive work. The usual steps
involved in writing report are:
a. logical analysis of the subject-matter;
b. preparation of the final outline;
c. preparation of the rough draft;
d. rewriting and polishing;
e. preparation of the final bibliography; and
f. writing the final draft.

Though all these steps are self explanatory, yet a brief mention of each one of these will be
appropriate for better understanding.

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
organization 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.” 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.
The above examples are just the samples for bibliography entries and may be used, but one should
also remember that they are not the only acceptable forms. The only thing important is that, whatever
method one selects, it must remain consistent.
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.
Research report is a research document that contains basic
aspects of the research project”.
Introduction:
Mostly, research work is presented in a written form. The practical
utility of research study depends heavily on the way it is presented to
those who are expected to act on the basis of research findings.
Research report is a written document containing key aspects of
research project.

Research report is a medium to communicate research work with

relevant people. It is also a good source of preservation of research
work for the future reference. Many times, research findings are not
followed because of improper presentation. Preparation of research
report is not an easy task. It is an art. It requires a good deal of
knowledge, imagination, experience, and expertise. It demands a
considerable time and money.

Definitions:
1. In simple words:
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Research report is the systematic, articulate, and orderly presentation

of research work in a written form.

2. We can also define the term as:

Research report is a research document that contains basic aspects of
the research project.
3. In the same way, we can say:
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Research report involves relevant information on the research work

carried out. It may be in form of hand-written, typed, or computerized.

Report Format:
There is no one best format for all reports. Format depends on several
relevant variables. One must employ a suitable format to create
desirable impression with clarity. Report must be attractive. It should
be written systematically and bound carefully. A report must use the
format (often called structure) that best fit the needs and wants of its
readers. Normally, following format is suggested as a basic outline,
which has sufficient flexibly to meet the most situations.

Research report is divided into three parts as:

I. First Part (Formality Part):
(i) Cover page

(ii) Title page

(iii) Certificate or statement

(iv) Index (brief contents)

(v) Table of contents (detailed index)

ADVERTISEMENTS:

(vi) Acknowledgement
(vii) List of tables and figures used

(viii) Preface/forwarding/introduction

(ix) Summary report

II. Main Report (Central Part of Report):

(i) Statement of objectives

(ii) Methodology and research design

(iii) Types of data and its sources

(iv) Sampling decisions

(v) Data collection methods

(vi) Data collection tools

(vii) Fieldwork

(viii) Analysis and interpretation (including tables, charts, figures,

etc.)

(ix) Findings

(x) Limitations

(xi) Conclusions and recommendations

(xii) Any other relevant detail

III. Appendix (Additional Details):

(i) Copies of forms used

(ii) Tables not included in findings

(iii) A copy of questionnaire

(iv) Detail of sampling and rate of response

(v) Statement of expenses

(vi) Bibliography – list of books, magazines, journals, and other

reports

(vii) Any other relevant information

Key Considerations/Factors:
While preparing research report, following issues must be
considered:
(i) Objectives

(ii) Type of problem/subject

(iii) Nature and type of research

(iv) Audience or users of research work

(v) Size of report

(vi) Form of writing – handwritten, typed, or computerized.

(vii) Time and cost

(viii) Language

(ix) Contents of report

(x) Order of contents

(xi) Number of copies

(xii) Format – type and size of paper; lengths width, and depth of
report; and pattern of writing including paragraph, indent,
numbering, font size and type, colouring, etc.

(xiii) Binding (for soft, and, particularly, for hard copy) – type, quality
of material, colour, etc., related issues.
CONTENTS OF A RESEARCH REPORT

A research report ordinarily includes the following sections:

ABSTRACT. The abstract is often required to be no more than a given maximum number of
words, usually between 100 and 150. It should describe the most important aspects of the study,
including the problem investigated, the type of subjects (sample) and data collection method
involved, the analytical procedures used, and the major results and conclusions.

INTRODUCTION. This section includes discussions concerning the practical and/or

theoretical importance of the topic as well as a description of the research problem. It often
starts by introducing the reader to the topic and making a case for the practical significance of
the issues being investigated and/or the contribution that the study could make to our
understanding of the phenomenon. The statement of research problem(s) is intended to indicate
what the general purpose of the study is. This is often done through broadly stated questions or
statements regarding whether and how the research variables are (or are expected to be) related
to (or affected by) one another. Finally, the introduction section should include the working
definitions of those terms used in the study that do not have a commonly known meaning or for
which several meanings may be used.

REVIEW OF THE LITERATURE AND THE RESEARCH MODEL. Some authors

present the material included here as a separate section under its own heading (as it is shown
here), while others present it as part of a longer INTRODUCTION section. In either case, the
review of the related literature describes and analyzes the published studies that are directly
related to, and/or have some relevance to, the topic and research questions at hand. Related
literature should be integrated with, and weaved into, the material in this section and not be
simply cataloged. The review could conclude with a brief summary of the literature and its
implications.

The study's theoretical/conceptual model and its hypotheses are developed based on the
researcher's logical reasoning as well as the implications of his/her literature review. Note that
the study's hypotheses should be stated in a language consistent with its proposed conceptual
framework and the literature review; they should not be stated in the null and alternate
hypotheses forms. Also, a well-developed hypothesis is testable; that is, it can be confirmed or
disconfirmed through the collection and analysis of data.

METHODOLOGY. The methodology section includes a description of the research

sample (subjects), data collection method, measurement instruments, and data analysis
procedures. The description of sample/subjects includes not only the sample size and statistics
regarding the subjects but also a definition and description of the population from which the
sample was selected. This section also describes the method used in selecting the sample or
samples. In the case of questionnaire surveys, information on response rates also should be
provided.

The description of instruments should identify and briefly describe all instruments used to collect
data pertinent to the study, be they tests, questionnaires, interview or observation forms, or
unobtrusive data such as absenteeism reports or productivity figures. When
possible, information on validity and reliability of the measures used should be reported. Also,
sources should be cited for measurement instruments/procedures (e.g., scales) developed by
other researchers. The method section is usually concluded with a few statements about the
analysis procedures utilized to test the study's hypotheses.

RESULTS & DISCUSSION. Some authors use a single section to both present and discuss the
data analysis results. Others deal with the two issues in two separate sections. In either case, the
statistical techniques that were applied to the data must be mentioned and the results of each
analysis summarized, tabulated, and then discussed. For each research hypothesis, the statistical
test of significance selected and applied to the data is briefly described, followed by a statement
indicating whether the hypothesis was supported or not supported. Tables and figures are used to
present analyses results in summary and/or graph form and to add clarity to the
presentation. Good tables and figures are uncluttered, self-explanatory, and non-redundant.

In addition to simply presenting the results in a straightforward manner, the author also has to
provide the readers with his/her interpretation of the results, implications of the findings,
conclusions and recommendations. Each result is discussed in terms of the original hypothesis to
which it relates and in terms of its agreement or disagreement with results obtained by other
researchers in similar/related studies. If the results are consistent with the theoretical model,
researcher's expectations, and/or findings of other researchers, explanations must be provided as
to what the results mean and what their theoretical and practical implications are. When the
results do not support the hypotheses and/or contradict previous findings, not only their meaning,
but also possible reasons for the discrepancies must be discussed.
Often during a study apparent and/or interesting relationships will be noticed that were not
hypothesized by the researcher. These unforeseen results should be acknowledged and
discussed. Such results often form the basis for future studies specifically designed to examine
the issue more carefully.

Finally, the researcher should address the study's limitations and make recommendations for
future research. It is notable that in the discussion portion of this section the researcher is often
permitted more freedom to express opinions and reasonable speculations/assertions that may be
rather indirectly and implicitly based on data analysis results.

SUMMARY AND CONCLUSIONS. This section is very similar to the abstract section except
that it appears at the end of the report (preceding the REFERENCE section). It summarizes the
study's findings in an easy to understand manner. It also explains the practical implications of
those findings, and points to recommended directions for future research in that area.

REFERENCES. The references section, or bibliography, lists all the sources, alphabetically by
authors' last names, that were directly used in writing the report. Every source cited in the paper
must be included in the references, and every entry listed in the references must appear in the
paper. Style manuals, such as the APA (American Psychological Association) manual, will give
you the correct procedure for all in-text and reference citations. This form is usually different for
books, journal articles, and magazine articles. It is recommended that you use the APA style. It
is important that whatever form is used be followed consistently.

APPENDIXES. Appendixes include information and data pertinent to the study that either are
not important enough to be included in the main body of the report or are too
lengthy. Appendixes contain such entries as materials especially developed for the study (e.g.,
tests, questionnaires, and cover letters), coding scheme, print out of raw data, and the computer
print-out of statistical analyses.