Chapter 8: Research Report writing

8.1. Introduction

• Writhing report is the last step in a research study

• This task should be accomplished by the researcher with at most care.

• He may also seek the assistance and guidance of experts for the purpose.

• The research task remains incomplete till the report has been presented and/or

written.

• Even the most brilliant hypothesis, well-designed and conducted research study, and

the most striking generalization and findings are of little importance unless they are

effectively communicated to others.

• The purpose of research is not well served unless the findings are made known to

others.
GENERAL RULES:

1. Spelling: Follow American or English system throughout the paper.

• Ex: (American – English): color-colour, labor-labour, center-centre, program-

programme.

2. Word Division: Avoid dividing words at the end of a line. If the choice is to divide a

word, it is advisable to refer a dictionary about where the break should occur.

3. Punctuation: Use the same punctuation in parallel situation throughout the report.

4. Abbreviation: When abbreviating, use the commonly accepted forms such as: a. use

neither periods after letters nor spaces between letters for abbreviations made up of all

capital letters Ex: U.S.A (wrong), USA(correct).

5. Numbers:

a. Write numbers as words all whole numbers from zero to nine and use numerical’s for all

numbers 10 and above, ex: five students, 20 students

b. Never begin a sentence with a number, Ex 500 people have been….x, Five hundred people

have been is appropriate, or change the sentence in other form so that the numbers will be at

the middle of the sentence

c. Always use numericals with:

(i) Abbreviations – 8kms (no space between the numerical and the unit.

(ii) Symbols – 3%. ( writing three percent is wrong)

(iii) Dates – 21st April 2005

(iv) Decimal fraction – 8.5 ( and not eight point five)

(v) Page reference – Page 8 or P.8 (and not page eight)

6. Percentage: There are two ways of treating percentage. You have to use on

of it through out report Ex: treat percentage as 2% ( number and symbol) or 2

percent (number and word) and not in the form of two percent.

7. Date: Be consistent in writing date throughout the paper. Use: day, month

and year, Ex: 21st April 2005 ( and not 21st, April 2005) or Month, Day and

year as: April 21st, 2005.

8. Roman Numbers: Use capital roman numerical for

• a. Primary divisions of an outline Ex: Chapter I, II, III etc.,

• b. Individuals in series Ex: Menilik II, Charles I etc.

8. 2. Layout of research report/ Components of a Research Report:
• Layout of the report means as to what the research report should contain and look like.
A comprehensive layout of the research report should comprise
 Preliminary pages
 The main text
 The end matter
1. Preliminary pages
• In this part the report should carry
 Title
 Acknowledgment
 Table of content
 List of tables (figures)
 Preliminary pages are commonly numbered by Roman numbers.
 All these are to written on separate pages and with appropriate capital letters and centering the
entire text on the page.
 The title should include four items, the tile of the report, the date, for whom and by whom the
report was prepared..
• Abstract / synopsis:

• It is a short summary.

• It should exist following the list of figures on the separate page.

• Information to be included in a summary is:

o Brief statement of the problem

o Objectives of the study

o Method and procedures of data collection and analysis

o Major findings but recommendations are not included.

2. Main text
 The main text provides the complete outline of the research report along with all details.
• Main text can have the following sections
 Introduction
o Background of the study
o Rationale
 Objectives
 Literature Review
 Material and Methodology
o Data (or material)
o Methodology used,
o Limitation of the study
 Results and discussion (in some cases, Empirical Analysis)
 Summary, Conclusion and Recommendation or
o Concluding comment or
• Since, some of the main sections of the report have been explained in some

detail in chapter four section two, here attempts were made to explain only

selected parts of the report, which need special attentions.

• Introduction: the major subdivisions of this part are generally the ones

shown in the proposal: statement of the problem, objectives, significance of the

study, limitation, delmitations and the organization of the study..

• Literature Review: this is a section for documentation with insight

theoretical and empirical investigation that had been carried out as related to the

study at hand
Material and Methodology or Data and Methodology: this part includes
detailed description of the manner in which decision have been made about the
type of data needed for the study, the tools and approaches used for their
collection and the method by which they have been collected, justification of the
selection of the particular method of data collection.
Result and Discussion: A detailed presentation of the findings of the study (the

results of the data analysis) with supporting data in the form of tables and charts
together with a validation of results. In other words in this section the data is
• presented in tables and figures followed by narrative discussion and
justifications.
• Two things may require special attention while writing this part of the report.
• Tables that are too lengthy may better be placed in the appendix
 Tables and figures should be explained.
 As tables and figures are expected to be self explanatory, the textual
discussion should not be a duplicate of the table.
 It should contain statistical summaries and reductions of the data rather than
the raw data.
 All results should be presented in logical sequences and divided into readily
identifiable sections. All relevant results must find a place in the report.
Summary and Conclusion: Toward the end of this section, the researcher should again

put down the results of his research clearly and precisely.

• This part begins with a brief restatement of the problem, the hypothesis, description

of the problem and discussion of findings and conclusion of the study.

• Most readers skip other details of the report and may prefer to read only this part in

order to get an overview of the study and judge its relevance.

• Moreover, this section must focus attention to

o Announce the acceptance or the rejection of the stated hypothesis.

o Simply unanswered question that were raised in due course of the study and which

required further investigation in there are relevant to this part.

• Generally, it is considered as a good practice to finish the report with a

short conclusion, which summarize and recapitulates the main points of the

study.

• The conclusion drawn from the study should be clearly related to the

hypothesis or the problem that are stated in the introductory section.

• At the same times, a forecast of the problem future of the subject and

indication of the kind of research, which needs to be done in those particular

fields, is useful and desirable.

• Conclusions are opinion based on the results, where as recommendations

are suggestions for action.

• Recommendation: In accordance with the result of the outcome of the
research work a researcher may forward (suggest) possible solution that may
alleviate the problem in question.
• The recommendation to be acceptable it should meet the following
requirements;
o Should be clear an unambiguous
o Need to be realistic, plausible and operational
o Should point out the responsible body to translate the suggested solution
into practice
o Should be modest than assertive
1) End matter:
• Here belong sections like: References (bibliography): It should be based
on alphabetical listing of names and Appendix
Further Rules:

I. CHAPTER (CENTER HEADING)

1.1 Side heading

1.1.1 Paragraph side heading

1.1.1.1 Fourth level heading.

II. Tables and Figures:

• Numbering Table: All tables including those that appear in the appendix
should be numbered to permit their easy identification by the reader.

• Ex: Table 1: Age & Sex Distribution

• Title of Table: Every table should be given a title or heading. The title of the
table should be a concise summary of what is presented in the table. Capitalize
the first letter of all principal words of the table title.
Content and placement of tables: Tables should always follow as closely as

possible to its first mention in the text.

o If the table is more than half a page, it should be placed center on a separate

page.

o If it is short and occupies less than half a page, place it on a page with textual

matter.

o Long and detail tables should be put in the appendix of the document.

o Number of figures: Figures are labeled with the word “Fig. No” and period and

should be numbered consecutively throughout the report to permit their easy

identification by figures. Ex: Fig.12.

o Title of the report: In the report title of the figure is given below the illustration.
• Appendix: complex tables, statistical tests supporting documents, copies of

forms used (questionnaires) detailed description of methodology,

instructions to filed works and nay other evident that may be important.

• Bibliography/Reference-Discussed in Chapter 5