What is Report Writing: Steps and Types

Introduction to What is Report Writing: Steps and Types

In this article we will go through the topic What is Report Writing: Steps and Types. Report writing and presentation are the last but equally important activities of a research project. Having completed the task of research, the researcher and his team will prepare a report containing all the steps undertaken by them during the course of their study.

The report is a chronological account of various steps, right from step one to the last, comprehensive, focusing sharply on purpose, attempts and content. Writing of report requires a particular skill which is different from other steps of research work. Unless a report very aptly presents the purpose, activities and results of a research task in a very systematic and effective manner, the entire research work is reduced to be the collection and compilation of data and information. So, if necessary, assistance and guidance of an expert may be availed for preparation and presentation of report.

It should be remembered that the research study and its finding are going to be part of the treasure of knowledge on the subject so very care should be taken while drafting and presenting the report of a research investigation.

Objects of Report Writing

1. Elaborating the data

 The first and foremost aim of a research report is to clarify the facts and data making it comprehensible to the readers. The report should be able to present in a proper way the theory or principle which has been formulated as a result of such a study. It should also be able to tell precisely as to how the study is going to contribute towards the development of knowledge in the respective field.

2. Elaborating the research results

 Another important object of a report is to apprise organizers, interested readers and concerned persons about the results and finding of research. By going through the report, they would come to know of the various aspects of the subject of research, their analysis and the final outcome of investigation. This will enable them to compare the results with the previous studies conducted in similar areas.

 They will also come to learn as to how is the present work different from the past studies and what similarities it bears with them. It is the duty of the researcher to communicate the results and findings of his work to all those who are interested in it inviting their comments, views and reaction on the same.

3. Testing the validity

 The report provides the basis for testing the validity and reliability of conclusions drawn in the research work. It indicates the method through which the theory propounded in research can be examined and its validity can be tested. As the report is publicized by the researcher, anyone interested in the work can test the authenticity and reliability of the data and conclusions presented in the research.

What is Report Writing: Steps and Types

 Importance of Research Report Writing

1. Summarized Form of Research

 A research report can be taken as an abridged form of research. It contains description of the entire process of research, right from building of hypothesis up to the formulation of theory. The research work is a long drawn and complex process which is presented in a brief and comprehensive manner in the report for the benefit of the academic community and all others who are interested in it. One can have a full glimpse of the research work in the report. So, it can also be called the mirror of research.

2. Enhancement in the Scope of Research

 The report provides short analysis of the work done in the past concerning the subject of research. It contains various aspects of present work, its accomplishments and the new theory developed on the basis of analysis of facts and data.

 It also suggests areas related to the subject of research where further studies can be undertaken in future. Thus, the report contributes to the knowledge in the discipline and provides guidance for further research in future.

3. Dissemination of the Knowledge of Latest Research Techniques

While conducting the research work, a researcher has to apply latest tools and techniques of research. The report provides knowledge and information about new techniques which would be very useful for other researchers.

4. Development of New Theories and Principles

 The research report provides all necessary information with regard to the hypothesis. It also contains description of old theories and principles, changes brought out in them. Scientists and researchers are encouraged to explore and develop new theories and principles. Thus, research report helps in developing knowledge in the area and discipline concerning subject matter of research.

5. Providing Basis for New Hypotheses

Research report helps and encourage in the formulation of new hypotheses in many ways. Suggestions are given in the report on the hypotheses on which research work can be initiated in future. Research therefore report serves as the basis for developing new hypotheses in future.

6. Helpful in the Expansion of Knowledge

 When the results and achievements of research work are presented in a report, it provides an opportunity to the scientists, researchers and interested people to study them. Many of them are encouraged to pursue further research in the area. Thus, research report is very helpful in expanding and disseminating knowledge on the subject.

7. Creating Curiosity

 In a research report, potential areas are indicated in which further research is possible in future. It creates curiosity among the scholars to venture into new areas. Thus, after going through the research report, researchers are motivated to undertake further research on the subject. And finally, it leads to enriching the knowledge on the subject.

8. Encouraging Hard Labour

 Research work requires hard labour. One has to work very hard while conducting research on any subject. The report as the summary of research is in itself a proof of the amount of labour exerted while pursuing the task. When a research report is studied by others, they are likely to get inspiration and encouragement to work hard while pursuing a research project.

9. Practical Utility

 The research report deals with and explains several such areas and aspects in the context of the subject of research which have very fruitful utility for other researchers and scholars in their future investigations. With the help and guidance of the report, they can deal with every step of their task more efficiently.

What is Report Writing: Steps and Types

 Types of Report Writing

The form, length and types of report vary greatly. It largely depends on the subject matter and the problem to be dealt with. There are very short reports presented in a routine style which are contained in just a couple of pages and there are reports which are presented in a very interesting and stylish way running into hundreds or even thousands of pages.

Generally, the reports prepared in financial organizations like banks, insurance companies, private organizations etc., are very brief if they have to deal with a small or limited aspect. As against it, the report in the government sector is very broad and bulky. Reports of some of the commissions or committees appointed by the government of India run into several thousand pages.

The format of report also depends on its subject matter and the area covered under the investigation. The research reports can be broadly categorized into two types

(1) Technical Reports and

 (2) Popular Reports.

Their important features are narrated below:

1. Technical Report

 As the name suggests, a technical report has the emphasis on technical aspects such as the method and techniques employed in conducting the investigation, assumptions made in the course of the study, findings and conclusions and their limitations etc. The contents of a technical report include description, discussion and review of the object and nature of study, main findings or summary of results, method and techniques used in the study, analysis of data, conclusions, bibliography, appendices and index.

 However, the order of presentation may not be generally the same in all technical reports. It may vary as per requirements and to suit the convenience. Even some of the sections or aspects may not be there and some new aspects may also be covered. It is always desirable to use charts and diagrams while presenting a technical report for the sake of better communication and understanding of its content and message.

2. Popular Report

 A research report belonging to the popular category is presented in a simple yet attractive way. The description is very precise and easy. There is minimum possible use of technical terms and technical details.

However, it should have an attractive lay out. There is more emphasis on practical aspects and policy implications in a popular report. Such a report, as its outline, broadly contains objectives of the study, method and techniques employed, conclusions and findings and their implications, recommendations for follow up action, bibliography and appendices. Again, there can be variation in the order and contents as per the demand of the subject of study and need of the situation.

What is Report Writing: Steps and Types

Read Also : Good Research Design

Different Steps in Report Writing

Writing a research report is slow, serious and painstaking exercise. It must be factual and accurate in content and orderly and systematic in presentation so that it turns out to be a useful and comprehensible document. If the report is prepared with a natural flow, it is sure to serve its purpose. The preparation of a research report involves various steps which are stated below

1. Analysis of Subject Matter

 This is the first step to be observed while writing a research report; The subject matter on which research work has been undertaken should be explained and analyzed in a logical and orderly manner in order to justify the study task. It includes the need, basis, relevance, background and justification for choosing the topic of research and the methodology adopted in dealing with it.

2. Framework of Report

 Having analyzed the subject matter, the next step in preparation of research report would be to draft the outline or framework of the report. It can also be called the format of report which includes names and headings of the parts and chapters, bibliography, appendices etc. under which various aspects of the report will be presented by the researcher. While stressing the need of a proper framework or outline of report.

3. Preparation of the First Draft

 The first draft can also be called a rough draft of the report. Here the researcher has to put down in words what he has studied and what are his findings. He will mention the procedure and technique adopted by him for collection and analysis of data, his findings and generalizations. He can also make brief observation or offer his suggestions with regard to the subject matter and the conclusions drawn by him. The rough draft can be revised and refined again and again till it is given a final shape.

4. Preparation of Final Report

 When a rough draft of research report is ready it is read and reread by the researcher and his associates. They can also have discussion among themselves on each aspect of the report. Based on this exercise, further input can be made and necessary corrections and alterations can be introduced in the report wherever necessary.

After this, the final draft is prepared and produced which is then presented to the press or to the research supervisor/guide. Due care should be taken to use proper language and appropriate terminology while finalizing the report.

5. Preparation of Bibliography, Appendices etc.

 The bibliography is a list of books, journals, research papers, reports, articles etc., consulted by the researcher during the course of his study. But only relevant material should be covered in the bibliography, not everything else which has no bearing with the subject of research. The bibliography can be divided into two or more parts giving separate list of books, magazines etc. as per the convenience of researcher. While giving final shape to the research report, bibliography should also be finalized since it is an essential part of the report. Bibliography is invariably placed at the end of the report.

 In fact, it is an appendix of the report. Besides bibliography, in case there are some other appendices, they should also be appended with the report just before or after the bibliography.

What is Report Writing: Steps and Types

Conclusion

our journey through this report has illuminated the intricate interplay of factors shaping [topic]. From the nuanced analysis of data to the insightful perspectives shared by experts, we have navigated a landscape rich with challenges and opportunities. As we reflect on these findings, it becomes evident that [insert key takeaway or recommendation].

 By embracing this approach, we can pave the way for [desired outcome or impact], fostering a future where innovation and collaboration thrive. Let us not merely observe but actively engage in the transformative potential outlined in these pages, for it is in our collective actions that true progress is realized.”