Chapter-4

Report writing

Meaning of report
A report is a document that presents information in an organized format for a specific audience
and purpose.

Definition

According to Krishna Swami "research report is a formal statement of a research process and its
result." Writing a report is both an art as well as science so that it pertain certain skills, rules
and format suited for proper delivery in orderly and scientific manner. Effective report
deserves:

• Uniformity,

• Consistency, and

• Regularity

Purpose of Research Report

Research report is an indispensable task of every research work in which findings of a research
make known to others. Needs or purposes of research report can be outlined as follow:

• To provide the information regarding the findings of research work i.e. methods, data
analysis, conclusion and so on in the systematic, scientific and accepted way.

• To elicit crucial facts for solution derived and decision making.

• To prove the worth and legitimacy of assigned research job.

• To communicate the research findings professionally.

• To pertain the credibility of the research.

• To develop appreciation of standards, consolidate arguments and identify the

knowledge gaps.

DIFFERENT STEPS IN WRITING REPORT

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

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.

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.

Importance of report:

Decision Making Tool: Today’s complex business organizations require thousands of

information. A Reports provide the required information a large number of important
decisions in business or any other area are taken on the basis of information presented in
the reports. This is one of the great importance of report.

Investigation: Whenever there is any problem, a committee or commission or study group

investigates the problem to find out the reason behind the problem and present the
findings with or without the recommendation in the form of a report. It is another
importance of report.

Evaluation: Large scale organizations are engaged in multidimensional activities. It is not

possible for a single top executive to keep personal watch on what others are doing. So, the
executive depends on reports to evaluate the performance of various departments or units.

Quick Location: There is no denying the fact that business executives need information for
quick decision-making. As top executives are found to be busy for various purposes), they
need vital sources of information. Such sources can be business reports.

Development of skill: Report writing skill develops the power of designing, organization
coordination, judgment and communication.
Neutral presentation of facts: Facts are required to be presented in a neutral way; such
presentation is ensured through a report as it investigates, explains and evaluates any fact
independently.

Professional Advancement: Report also plays a major role in professional achievement. For
promotion to the rank and file position, satisfactory job performance is enough to help a
person. But for promotion to high level position, intellectual ability is highly required. Such
ability can be expressed through the report submitted to higher authority.

Proper Control: Whether activities are happening according to plan or not is expressed
through a report. So, controlling activities are implemented based on the information of a
report.

A managerial Tool: Various reports make activities easy for the managers. For planning,
organizing, coordinating, motivating and controlling, manager needs help from a report
which acts as a source of information.

Characteristics and Features of a Good Report

The report provides factual information depending on which decisions are made. So every
care should be taken to ensure that a report has all the essential qualities. A good report
must have the following qualities:

1. Precision: In a good report, the writer is very clear about the exact and definite purpose
of writing the report. His investigation, analysis and recommendation are directed by this
central purpose. Precision provides unity to the report and makes it a valuable document.

2. The accuracy of facts: Information contained in a report must be based on fact. Since
decisions are taken on the basis of report information, any inaccurate information will lead
to wrong decision.

3. Relevance: The facts presented in a report should not be only accurate but also be
relevant. Irrelevant facts make a report confusing and likely to be misleading.

4. Conciseness: A good report should be concise but it does not mean that a report can
never belong. Rather it means that a good report is one of that transmits maximum
information with minimum words. It avoids unnecessary detail and includes everything
significant.

5. Render- Orientation: A good report is always render oriented. While drafting any report,
it is necessary to keep in mind the person who is going to read it. Readers knowledge and
level of understanding should consider by the writer of the report.
 6. Simple Language: A good report is written in a simple language avoiding vague words.
The language of the report should not be influenced by the writer’s emotion. The message
of a good report is self-explanatory.

7. Grammatical Accuracy: A good report is free from errors. Any faulty construction of a
sentence makes its meaning different to the reader and sometimes become confusing or
ambiguous.

8. Unbiased Recommendation: If the recommendation is made at the end of a report, they

must be impartial and objective. They should come to a logical conclusion for investigation
and analysis.

9. Clarity: A good report is absolutely clear. Clarity depends on the proper arrangement of
facts. The reporter should make his purpose clear, define his sources, state his findings and
finally make a necessary recommendation.

10. Attractive presentation: A good report provides a catchy look and creates attention of
the reader. Structure, content, language, typing and presentation style of a good report
should be attractive to make a clear impression in the mind of a reader.

Qualities of a good report

• Clarity

• Accuracy

• Comprehensiveness

• Accessibility

• Conciseness

• Correctness

Types of report

Research Report: Research report is a research document that contains basic aspects of the
research project.
 Business Report: A business report is an evaluation or assessment of a particular issue or
set of circumstances or financial operations that relate to the performance of a business.

Scientific Report: A scientific report is a document that describes the process, progress,
and or results of technical or scientific research or the state of a technical
or scientific research problem. It might also include recommendations and conclusion of the
research.

Routine Report: A report can be a big or small statement or account on happenings,

observations or recommendations prepared by an individual or a group.
The report prepared and submitted in oral or written form as a part of routine work and at
a regular interval is called a routine report.

Investigation Report: An investigation report is a document written to inform a

concerned party about a certain incident that has occurred and the actions that might be
taken regarding the situation. Such reports are kept in archives, while not is use, and are
retrieved in case some information or clarifications are needed

Project Report: A Project Report is a document which provides details on the overall
picture of the proposed business. The project report gives an account of the project
proposal to ascertain the prospects of the proposed plan/activity.

Director’s Report: A directors' report is a financial document that larger limited companies
are required to file at end of the financial year.

Content of report

Title: The title needs to concisely state the topic of the report. It needs to be informative and
descriptive so that someone just reading the title will understand the main issue of your report.
You don’t need to include excessive detail in your title but avoid being vague and too general.

Abstract :(Also called the Summary or Executive Summary) This is the ‘shop window’ for your
report. It is the first (and sometimes the only) section to be read and should be the last to be
written. It should enable the reader to make an informed decision about whether they want to
read the whole report. The length will depend on the extent of the work reported but it is
usually a paragraph or two and always less than a page.

Introduction: (Also called Background or Context) In this section you explain the rationale for
undertaking the work reported on, including what you have been asked (or chosen) to do, the
reasons for doing it and the background to the study. It should be written in an explanatory
style. State what the report is about - what is the question you are trying to answer? If it is a
brief for a specific reader (e.g. a feasibility report on a construction project for a client), say who
they are. Describe your starting point and the background to the subject, for instance: what
research has already been done (if you have been asked to include a Literature Survey later in
the report,

Literature survey: (Also called Literature Review or Survey/Review of Research): This is

a survey of publications (books, journals, authoritative websites, sometimes conference papers)
reporting work that has already been done on the topic of your report. It should only include
studies that have direct relevance to your research. A literature survey should be written like an
essay in a discursive style, with an introduction, main discussion grouped in themes and a
conclusion. Introduce your review by explaining how you went about finding your materials,
and any clear trends in research that have emerged. Group your texts in themes. Write about
each theme as a separate section, giving a critical summary of each piece of work and showing
its relevance to your research.

Methods (Also called Methodology): You need to write your Methods section in such a way
that a reader could replicate the research you have done. There should be no ambiguity here,
so you need to write in a very factual informative style.

Results (Also called Data or Findings): This section has only one job which is to present the
findings of your research as simply and clearly as possible. Use the format that will achieve this
most effectively e.g. text, graphs, tables or diagrams. When deciding on a graphical format to
use, think about how the data will look to the reader. Choose just one format - don’t repeat the
same information in, for instance, a graph and a table. Label your graphs and tables clearly.
Give each figure a title and describe in words what the figure demonstrates. Writing in this
section should be clear, factual and informative. Save your interpretation of the results for the
Discussion section

Discussion: This is probably the longest section and worth spending time on. It brings
everything together, showing how your findings respond to the brief you explained in your
introduction and the previous research you surveyed in your literature survey. It should be
written in a discursive style, meaning you need to discuss not only what your findings show but
why they show this, using evidence from previous research to back up your explanations. This is
also the place to mention if there were any problems (for instance, if your results were
different from expectations, you couldn’t find important data, or you had to change your
method or participants) and how they were or could have been solved
. Conclusion: Your conclusions should be a short section with no new arguments or evidence.
Sum up the main points of your research - how do they answer the original brief for the work
reported on?

This section may also include:

 Recommendations for action

 Suggestions for further research References (Also called Reference List or Bibliography)

References :( Also called Reference List or Bibliography)

List here full details for any works you have referred to in the report, including books, journals,
websites and other materials. You may also need to list works you have used in preparing your
report but have not explicitly referred to - check your instructions for this and for the correct
style of referencing to use.

Appendices: The appendices hold any additional information that may help the reader but is
not essential to the report’s main findings: anything that 'adds value'. That might include (for
instance) interview questions, raw data or a glossary of terms used. Label all appendices and
refer to them where appropriate in the main text (e.g. ‘See Appendix A for an example
questionnaire’).

Bibliography

bibliography is a list of sources you used when writing a scholarly article or paper or a list of
books or articles an author has published on a specific subject

Importance

 i) to save the time of the user: It saves the time of the user by providing relevant literature
otherwise it would consume more time to collect the material or information. But for
bibliography, even a scholar faced with such a vast amount of literature would use his way,
wasting much time before he is able to read even of past of which he is required to study.

 ii) Easy access of information: Information is vital to the development of various fields of
knowledge. Therefore. it is essential that relevant information be brought to the attention of
professionals. administrators and researchers, who have urgent need of it

.
 iii) It acts as a bibliographic tool: No modern library can function without bibliographical tools
like bibliography.
 iv) To Assist an enquirer: To know the total out (current and retrospective) of material on
particular subjects or topics, irrespective of the language, the origin or the physical nature of
the items, and

 v) To explain issues concerning the variations and differences of texts of works, their editions
and versions etc.