REPORT WRITING
A report is written for a clear purpose and to a particular audience. Specific information and
evidence are presented, analyzed and applied to a particular problem or issue.
WHAT IS A REPORT?
A report is a written document on a particular topic, which conveys information and ideas and
may also make recommendations. Reports often form the basis of crucial decision making.
A good report can be written by keeping the following features in mind:
1. All points in the report should be clear to the intended reader.
2. The report should be concise with information kept to a necessary minimum and arranged
logically under various headings and sub-headings.
3. All information should be correct and supported by evidence.
4. All relevant material should be included in a complete report.
Report Writing is the primary tool of media personnel through which they pass on specific
information about an incident or topic.
Report Writing is a well-organized writing process that needs enough skill, research, and
details.
Purpose of Research Report
1. Why am i writing this report? Do i want to inform/ explain/ persuade, or indeed all of these.
2. Who is going to read this report? Managers/ academicians/ researchers! What do they
already know? What do they need to know? Do any of them have certain attitudes or
prejudices?
3. What resources do we have? Do i have access to a computer? Do i have enough time? Can
any of my colleagues help?
4. Think about the content of your report – what am i going to put in it? What are my main
themes? How much should be the text, and how much should be the illustrations?
TYPES OF REPORTS
A) A technical report is used whenever a full written report of the study is required whether for
recordkeeping or for public dissemination.
In the technical report the main emphasis is on
(i) the methods employed,
(it) assumptions made in
the course of the study,
(iii) the detailed presentation of the findings including their limitations and supporting data.
(B) Popular Report
The popular report is one which gives emphasis on simplicity and attractiveness. The
simplification should be sought through clear writing, minimization of technical, particularly
mathematical, details and liberal use of charts and diagrams. Attractive layout along with large
print, many subheadings, even an occasional cartoon now and then is another characteristic
feature of the popular report.
Essentials of A Good Report:
Good research report should satisfy some of the following basic characteristics:
STYLE
Reports should be easy to read and understand. The style of the writer should ensure that
sentences are succinct and the language used is simple, to the point and avoiding excessive
jargon.
LAYOUT
A good layout enables the reader to follow the report’s intentions, and aids the communication
process. Sections and paragraphs should be given headings and sub¬-headings.
ACCURACY
Make sure everything you write is factually accurate. If you would mislead or misinform, you will
be doing a disservice not only to yourself but also to the readers, and your credibility will be
destroyed.
CLARITY
Take a break from writing. When you would come back to it, you’ll have the degree of
objectivity that you need. Use simple language to express your point of view.
READABILITY
Experts agree that the factors, which affect readability the most, are:
- Attractive appearance
- Non-technical subject matter
- Clear and direct style
- Short sentences
- Short and familiar words
REVISION
When first draft of the report is completed, it should be put to one side at least for 24 hours. The
report should then be read as if with eyes of the intended reader. It should be checked for
spelling and grammatical errors.
REINFORCEMENT
Reinforcement usually gets the message across. This old adage is well known and is used to
good effect in all sorts of circumstances e.g., presentations - not just report writing.
FEEDBACK MEETING
It is useful to circulate copies of your report prior to the feedback meeting. Meaningful
discussion can then take place during the feedback meeting with recommendations for change
more likely to be agreed upon which can then be included in your conclusion.
Format of research Report
Basically there is no hard and first rule for the layout of the research report, while there is no
single report layout or format which is appropriate for all situations. However the following
outline is generally accepted as the basic format for most of the research project.
1. The title page: The first contain of writing a report is the title. The title page should state the
subject of the report, for whom and by whom the report was prepared, and the date of
completion, submission or presentation.
2. Abstract or summery of the report: Abstract or summery of the report explain why the
researcher project was conducted, what aspects of the problem were considered, what the
outcomes were, and what should be done.
3. Introduction or background: The details of the research project are found in the introduction
of the report. This section includes-
Background information
Research problem
Research gap
4. Justification or scope of the research: After analyzing and reviewing extensive available
literature at hand, the researcher can clarify or identify the concept or knowledge gap. To fill up
the knowledge gap is the main purpose of justification. Here the researcher should answer the
following questions-
Does the field need reworking?
Is there any gap in knowledge?
Are the expected results useful to the society?
Who might be interested in the result?
5. Literature review: Literature review refers to a direct search to published works including
periodical books, academic journals, govt. report etc that discuss theory and present empirical
result relevant to the topic at hand. The main purpose of the literature review is to find out the
knowledge gap in the field of proposed research.
6. Framework development: Usually a theoretical framework is developed in the introductory
section. But some research problems require defining many concepts in detail and that is not
possible to complete in the introductory section hence in this section framework or hypothesis
should be explained.
7. Methodology: It is the important part in the research writing process. It includes
Research design
Population and sampling
Measurement system
Data collection and analysis
Results of analysis
8. Findings: Findings will be normally the longest section of the report. If the problem is to be
solved, the gathered data must be examined as they relate to the objectives of the study.
9. Discussion: The discussion of the researcher with the knowledgeable person about the
problem and the findings can narrowly be included in this section.
10. Limitations: When the researcher studies his report, he may face some limitations. Like a
time constraints for completing the work, larger population etc. these limitations should be
reported within their proper perspective, indicating the accuracy of the interpretation of the
results.
11. Conclusion: The conclusion is drawn by inference either inductive or deductive from the
findings. The conclusion verifies or denies the premises or hypothesis upon which the
investigation has been conducted.
12. References: It is the final section of the report preparation. it contains detailed information
of sources from where material s are found including the books, journals, conferences and
various articles, magazine, news papers etc.
PRECAUTIONS FOR WRITING RESEARCH REPORTS
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:
1. While determining the length of the report, one should keep in view the fact that it should be
long enough to cover the subject but short enough to maintain interest.
2. A research report should not, if this can be avoided, be dull; it should be such as to sustain
reader’s interest.
3. Abstract terminology and technical jargon should be avoided in a research report.
4. Readers are often interested in acquiring a quick knowledge of the main findings and as such
the report must provide a ready availability of the findings.
5. The layout of the report should be well thought out and must be appropriate and in
accordance with the objective of the research problem.
6. The reports should be free from grammatical mistakes and must be prepared strictly in
accordance with the techniques of composition of report-writing such as the use of quotations,
footnotes, documentation, proper punctuation and use of abbreviations in footnotes and the
like.
7. The 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.
8. A research report should show originality and should necessarily be an attempt to solve some
intellectual problem.
9. Towards the end, the report must also state the policy implications relating to the problem
under consideration.
10. Appendices should be enlisted in respect of all the technical data in the report.
11. Bibliography of sources consulted is a must for a good report and must necessarily be given.
12. Index is also considered an essential part of a good report and as such must be prepared and
appended at the end.
13. Report must be attractive in appearance, neat and clean, whether typed or printed.
14. Calculated confidence limits must be mentioned and the various constraints experienced in
conducting the research study may also be stated in the report.
15. 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.
