Research Report: Introduction, Definition and Report Format

“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:

Research report is the systematic, articulate, and orderly presentation of research work in a written form.

2. We can also define the term as:

3. In the same way, we can say:

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) Cover page

(iii) Certificate or statement

(iv) Index (brief contents)

(v) Table of contents (detailed index)

(vi) Acknowledgement

(vii) List of tables and figures used

(viii) Preface/forwarding/introduction

(ix) Summary report

II. Main Report (Central Part of Report):

(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):

(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,
 Research reports vary greatly in length and type. In each individual case, both the length and the form are
largely dictated by the problems at hand. For instance, business firms prefer reports in the letter form, just
one or two pages in length. Banks, insurance organisations and financial institutions are generally fond of
the short balance-sheet type of tabulation for their annual reports to their customers and shareholders.
Mathematicians prefer to write the results of their investigations in the form of algebraic notations.
Chemists report their results in symbols and formulae. Students of literature usually write long reports
presenting the critical analysis of some writer or period or the like with a liberal use of quotations from
the works of the author under discussion. In the field of education and psychology, the favourite form is
the report on the results of experimentation accompanied by the detailed statistical tabulations. Clinical
psychologists and social pathologists frequently find it necessary to make use of the case-history form.
News items in the daily papers are also forms of report writing. They represent firsthand on-thescene
accounts of the events described or compilations of interviews with persons who were on the scene. In
such reports the first paragraph usually contains the important information in detail and the succeeding
paragraphs contain material which is progressively less and less important.
Book-reviews which analyze the content of the book and report on the author’s intentions, his success or
failure in achieving his aims, his language, his style, scholarship, bias or his point of view. Such reviews
also happen to be a kind of short report. The reports prepared by governmental bureaus, special
commissions, and similar other organisations are generally very comprehensive reports on the issues
involved. Such reports are usually considered as important research products. Similarly, Ph.D. theses and
dissertations are also a form of report-writing, usually completed by students in academic institutions.
The above narration throws light on the fact that the results of a research investigation can be presented in
a number of ways viz., a technical report, a popular report, an article, a monograph or at times even in the
form of oral presentation. Which method(s) of presentation to be used in a particular study depends on the
circumstances under which the study arose and the nature of the results. A technical report is used
whenever a full written report of the study is required whether for recordkeeping or for public
dissemination. A popular report is used if the research results have policy implications. We give below a
few details about the said two types of reports:
Technical Report
In the technical report the main emphasis is on
i. the methods employed,
ii. assumptions made in the course of the study,
iii. the detailed presentation of the findings including their limitations and supporting data.
A general outline of a technical report can be as follows:
1. Summary of results: A brief review of the main findings just in two or three pages.
2. Nature of the study: Description of the general objectives of study, formulation of the problem in
operational terms, the working hypothesis, the type of analysis and data required, etc.
3. Methods employed: Specific methods used in the study and their limitations. For instance, in sampling
studies we should give details of sample design viz., sample size, sample selection, etc.
4. Data: Discussion of data collected, their sources, characteristics and limitations. If secondary data are
used, their suitability to the problem at hand be fully assessed. In case of a survey, the manner in which
data were collected should be fully described.
5. Analysis of data and presentation of findings: The analysis of data and presentation of the findings of
the study with supporting data in the form of tables and charts be fully narrated. This, in fact, happens
to be the main body of the report usually extending over several chapters.
6. Conclusions: A detailed summary of the findings and the policy implications drawn from the results be
explained.
7. Bibliography: Bibliography of various sources consulted be prepared and attached.
8. Technical appendices: Appendices be given for all technical matters 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 a technical report; the order of
presentation may not necessarily be the same in all the technical reports. This, in other words, 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 remembered that even in a technical report, simple presentation and ready
availability of the findings remain an important consideration and as such the liberal use of charts and
diagrams is considered desirable.
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. Besides, in such a
report emphasis is given on practical aspects and policy implications. We give below a general outline of
a popular report.
1. The findings and their implications: Emphasis in the report is given on the findings of most practical
interest and on the implications of these findings.
2. Recommendations for action: Recommendations for action on the basis of the findings of the study is
made in this section of the report.
3. Objective of the study: A general review of how the problem arise is presented along with the specific
objectives of the project under study.
4. Methods employed: A brief and non-technical description of the methods and techniques used,
including a short review of the data on which the study is based, is given in this part of the report.
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 appendices: More detailed information on methods used, forms, etc. is presented in the form
of appendices. But the appendices are often not detailed if the report is entirely meant for general
public.
There can be several variations of the form in which a popular report can be prepared. The only important
thing about such a report is that it gives emphasis on simplicity and policy implications from the
operational point of view, avoiding the technical details of all sorts to the extent possible.