BBA Module V

Report Writing and Presentation: Research Report - Types of Reports–Content of Report – Style
of Reporting – Steps in Drafting Reports – Qualities of a Good Report – Documentation –
Citation – Footnotes – References – Bibliography – APA and MLA - Formats in Writing
References and Bibliography.

Research report is considered a major component of research study. A research report is

a detailed description of what has been done and how it has been done with respect to a particular
area or topic by the researcher. It is the end product of a research activity.

Need/uses of Research Report

• The aim of research is the search for new knowledge, ideas and thoughts.
• A research report helps to evolve a theory or a principle.
• Reporting helps to make specific recommendation for future course of action.
• The ability of a researcher is revealed through the final report he/she presents.
• A research report is highly useful for policy formulators, practitioners, general
public and others.
• Research report serves as a means for presenting the problem studied, methods and
techniques used, findings, conclusions and recommendation in an organised
manner.
• It serves as a reference material for future use in the same or related area.
• It serves as a means for judging the quality of the research project.
• It provides systematic knowledge on problems and issues analysed.

Types of Reports

Research reports may be classified into two types Oral Reports and Written Reports

A. Oral Report
In this, the researcher uses spoken words for communicating his study for example in
seminars, conferences etc. It helps to have two-way communication between the researcher and
the audience. However no permanent record concerning the research details is available.

1
B. Written Report
In this, the researcher uses written words for presenting his study. Written reports are of
six types
1. Technical Report/Thesis
This is a comprehensive full report of the research process. It is primarily meant for
academic community i.e., the scientists and other researchers. It is a formal long report
covering all the aspects of the research process. The problem studied, the objectives of the
study, methods and techniques used, a detailed account of sampling field and other research
procedures, analysis, detailed findings and conclusions and suggestions. There is also a
technical appendix for methodological details, copies of measuring instruments and the
like. It is comprehensive and complete. It is written by using technical language, following
a specified pattern
2. Popular Report
This type of report is designed for an audience of executives/administrators and
other non-technical users. The reader is less concerned with methodological details, but
more interested in studying quickly the major findings and conclusion. It should present
broad facts, findings and recommendations. It must be interesting, simple and lucid. It must
avoid all technical jargons. The style may be more journalistic but be precise and it should
encourage rapid reading and quick comprehension. More headlines, underlining, pictures
and graphs may be used.
3. Interim Report
When there is long time gap between data collection and the presentation of the
results, the study may lose the significance and usefulness. To avoid such eventualities a
short report, containing some aspects completely analysed is presented. Such a report is
called interim report. This type of report required particularly when the study was
undertaken for a sponsor; whose interest may lose it there is inordinate delay in giving a
report. It helps the sponsor to take action without waiting for the full report.
4. Summary report
A summary report is prepared for the consumption of lay audience viz., general
public. It is written in non-technical and simple language. It is a short report of two or

2
 three pages. It contains a brief reference to the objective of the study, its major findings
and their implications.
5. Research Abstract
Research Abstract is a short summary of the technical report. It is usually prepared
by doctoral students on the event of submitting his thesis. It contains a brief presentation
of the statement of the problem, the objectives of the study methods and techniques used
and an over view of the report. A brief summary of the results of the study may also be
added.
6. Research Article
Research Article is designed for publication in a professional journal. It must be
clearly written in concise and unambiguous language. It must be logically organised
progressing from a statement of the problem and the purpose of study, through the analysis
of evidence, to the conclusions and implications

Content of Report

The researcher must keep in mind that his research report must contain following aspects:
1. Purpose of the study
2. Significance of the study or statement of the problem
3. Review of literature
4. Methodology
5. Interpretation of data
6. Conclusion and suggestion
7. Appendices

These can be discussed in detail as under:

1. Purpose of the study
Research is one of the direction oriented study. The researcher should understand
the background of the problem. The researcher should lay down the hypothesis of the study.
He must review the literature from secondary source for explaining the statement of the
problem.

3
2. Significance of the study
The researcher must refer earlier research work and distinguish his own research
from earlier works. He must explain how the research is different from previous
researchers and its importance in the present context.
3. Review of Literature
A good research work starts with refering the earlier research works published in
books, journals or unpublished thesis. He should collect information in respect of earlier
research works. He should enlist them in the manner given below:
(i). Author/ Researcher
(ii). Title of Research/Name of Book
(iii). Publisher
(iv). Year of publication
(v). Objective of study
(vi). Conclusions/Suggestions
4. Methodology
It is related to collection of data. There are two sources of dataa collection. They
are primary source and secondary source. In primary source of data collection, the
researcher collect original data from sample respondents by using the questionnaire or
interview schedule. The researcher wants to understand the population and determine the
sample frame. Under secondary source of data collection, the researcher uses published
information to collect the data.
5. Interpretation of data
The data collected from primary source need to be interpreted in a systematic
manner. For interpretation, the researcher follow the procedures like editing,
coding,tabulation and summarisation to draw conclusion.
6. Conclusions/Suggestions
Data collected in field work is useful to draw conclusions of the study. In relation with the
objectives of the study the analysis of data may lead to the researcher to pin point his
suggestions. This is the most important part of study. The conclusion must be based on
logical and statistical reasoning.

4
 7. Bibliography
The list of references must be arranged in alphabetical order and be presented in
appendix. The books should be given in first section and articles are in second section and
research projects in the third.
8. Appendices
The general information in tabular form which is not directly used in the analysis
of data which is useful to understand the background of study can be given in appenddix.

Research Report Format (layout/ structure /contents of a report)

A Research report contains three sections viz.

I. Preliminaries
II. The Text
III. Reference Materials

I. The preliminaries
The preliminaries include the following.
The title page
Title page of a research report carries the title of a thesis, name of the candidate, name
and designation of the supervisor, degree for which thesis is presented, name of
faculty and university, month and year the thesis is presented
Researcher’s Declaration
The researcher has to declare that it is a bonafide research work done by him/her and
that no part of the Thesis/Dissertation is presented for the award of any degree,
diploma, fellowship or other similar title before.
Certificate of the Research Guide
The Research Guide has to state that the thesis is a record of bonafide research work
carried out by the researcher under his supervision and no part of the thesis is
submitted for any degree, diploma, fellowship or other similar title before. He/she is
permitted to submit the thesis.

5
 Acknowledgements
This page is largely a matter of good manners • The researcher acknowledges the
Persons/Institutions for the assistance like Guide, other Academicians and
Professionals who rendered assistance, Authorities of Libraries, Respondents of
questionnaire/Schedule, Persons from administrative assistance is received - Any
other individuals who assisted in the research work.
Table of contents
This page gives the readers a bird’s eye-view of the Report. It enables the reader to
locate quickly each section of it. It includes the chapter headings and major sub
divisions of the chapter. Respective page numbers are also given.
List of tables
List of tables gives numbers of different tables.
List of figures
List of figures gives numbers of different figure.

II. The text

It is the important part of a thesis. Researcher presents his argument here. It may of
five components
Introduction
It provides the reader with background information to grasp the study. It helps to
identify the central issues addressed by the study, summarise previous research and
provide specific reason for the particular study conducted. It introduces the reader to
the study. It also contains definition of major concepts employed, reference made to
their books etc
Results: A detailed presentation of the findings of the study, with supporting data in
the form of tables and charts together with a validation of results, is the next step in
writing the main text of the report. This generally comprises the main body of the
report, extending over several chapters. The result section of the report should contain
statistical summaries and reductions of the data rather than the raw data. All the results
should be presented in logical sequence and split into readily identifiable sections. All
relevant results must find a place in the report.

6
 Conclusion
It contains a description of the data like means, standard deviation and statistical
analysis done. It guides the redder through findings gives clear and complete
information.
Summary
It should be concluded with brief summary, recalling the problem, procedure, major
finding and major conclusions
References
References give references to someone else's published work. It attempts to relate our
study to the existing literature. It should give the name of author, year of publication,
edition, page number etc
III Reference Materials
Reference materials include two components
1. Bibliography
The bibliography lists in alphabetical order all published and unpublished
references used by the writer in preparing the report. The bibliography may be
classified into books, articles, reports and other documents.
2. Appendices
The following documents are included in appendices
a) Copies of data collection, instruments like interview schedules or
questionnaires
b) Technical details of sampling plan
c) Complex and long primary tables
d) Supporting documents and any other evidence that may be important as
backup details for the report

Style of Reporting

The style of reporting research work can vary depending on the field, the audience, and the
specific guidelines or preferences of the institution or publication. However, there are some
common principles and styles that researchers often follow:

7
 1. Clarity and Precision: Research reports should be written in a clear and precise manner.
Avoid unnecessary jargon, complex language, or ambiguity. Use simple, straightforward
language to convey your ideas.
2. Formal Tone: Research reports are typically written in a formal tone. Avoid using slang,
colloquialisms, or overly casual language. Maintain a professional and objective tone
throughout the report.
3. Third-Person Perspective: Research reports are usually written in the third-person
perspective. Instead of saying "I conducted the experiment," say "The experiment was
conducted." This maintains objectivity.
4. Citation and Referencing: Properly cite and reference all sources of information,
following a specific citation style (e.g., APA, MLA, Chicago). This is essential to give
credit to previous research and avoid plagiarism.
5. Use of Visuals: Incorporate tables, figures, charts, and graphs to present data and results
effectively. Ensure that these visuals are well-labeled and explained in the text.
6. Proofreading and Editing: Carefully proofread and edit your research report to eliminate
errors in grammar, spelling, punctuation, and formatting. It's often helpful to have someone
else review the report as well.

Steps in Drafting Reports

Research reports are the product of slow, painstaking, accurate inductive work. The usual
steps involved in writing report are:

Logical arrangement of the subject-matter

Preparation of the final outline
Preparation of the rough draft
Rewriting and polishing
Preparation of the final bibliography and
Writing the final draft.
1. Logical arrangement 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

8
 the one thing and another by means of analysis. 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.
2. 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 organisation of the
material and a reminder of the points to be stressed in the report.”
3. 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 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.
4. 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. While rewriting and polishing, one
should check the report for logical development or presentation. 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.
5. 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 in some
way pertinent to the research which has been done. It should contain all those works which
the researcher has consulted. The bibliography should be arranged alphabetically and may
be divided into two parts; the first part may contain the names of books and pamphlets, and
the second part may contain the names of magazine and newspaper articles. Generally, this
pattern of bibliography is considered convenient and satisfactory from the point of view of
reader, though it is not the only way of presenting bibliography.
6. Writing the final draft:

9
 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 stimulate 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.

Qualities of a Good Report

Following are some of the qualities of a good research report:

1. Make small sentences: Reading begins to get strenuous when sentences used in the
research report average more than 25 words.
2. Vary sentence length: In using short sentences do not let the work become choppy.
Sentences of considerable length are all right provided; they are balanced with enough
short sentences.
3. Use simple words: The researcher is advised to use simple words in his research report.
4. Use familiar words: It is better to use familiar words in a research report.
5. Avoid unnecessary words: The use of unnecessary words tire a reader and fog up the
writing.
6. Write to express not to impress: The best way to impress the reader of report is to express
what you have to say clearly and directly.
7. Write as you talk: The researcher should make his report writing as though it is his speech.
8. Tie in with reader’s experience: Always write the research reports with a particular reader
in mid. Relate what you have to tell him about your research report. This is the way to
have the reader understand your report.
9. Make the report short and sweet: A short report makes reading interesting and sweet.
Short report should not mean short-cut report.

Documentation

10
 Documentation is the process of collecting and extracting the documents which are relevant
to research. It includes personal documents, company documents, consultants report and public
documents. Autobiographies, biographies, diaries, memories, letters, observation and inscriptions
are examples of personal documents. Company documents include annual reports of companies,
minutes of meetings, company director’s report etc. Records of commodity boards, Indian
Chambers of Commerce, FICCI, Records of manufactures association are examples of consultants
report. Public documents are documents published by Company Law Boards, MRTP commission
report, report of Registrar of companies, report of population census etc

Citations

Citations in research are a crucial component of academic and scholarly work. They serve
several purposes:

1. This is important for acknowledging their contributions and avoiding plagiarism.

2. Citations provide evidence and support for the claims and arguments you make in your
research.
3. Proper citations show that your work is based on a solid foundation of existing knowledge.

When including citations in your research, it's essential to follow a consistent citation style.
The choice of citation style (e.g., APA, MLA, Chicago, Harvard) depends on the guidelines
provided by your institution, journal, or field of study.

Footnotes

Footnotes in research and academic writing are essentially notes or references that are
placed at the bottom of a page or at the end of every chapter to provide additional information or
citation details related to the content in the main text. It has some uses in the research report like,
firstly, footnotes play a crucial role in maintaining the integrity and credibility of research. They
allow authors to give proper credit to the sources they have consulted, acknowledging the
contributions of other scholars and preventing plagiarism. This practice of citation enables readers
to verify the information and ideas presented in the text, fostering transparency and trust.
Secondly, this additional layer of information enhances the overall quality of the research by
ensuring that even complex or obscure points are accessible and comprehensible.
11
References

Referencing allows the researcher to be familiar with the part of other writers and
researcher in your research work. When writing a piece of work and using some other researcher’s
words or ideas, the researcher must have to reference their used work properly. That means you
need to include comprehensive information on all sources consulted mutually within your written
text and at the end of your research work. Referencing helps the reader to find the original source
if they want to get in detail. Referencing helps to establish the context and relevance of the research
within the broader scholarly conversation of the researcher.

Bibliography

A bibliography is a list of books, scholarly articles, speeches, private records, diaries,

interviews, laws, letters, websites, and other sources the researcher use when the research report is
prepared. The bibliography appears at the end of the report. They help you keep track of your own
research. They can help your readers find more information on the topic. They prove that the
information in your research came from trustworthy sources.

APA and MLA - Formats in Writing References and Bibliography

APA (American Psychological Association) and MLA (Modern Language Association)

are two commonly used citation styles for formatting references and bibliographies in academic
writing. Each style has its own set of rules and guidelines for citing sources. Here's an overview
of how references and bibliographies are formatted in APA and MLA styles:

In APA, For a book, the general format on the References page is as follows: Author's Last
Name, First Initial. (Publication Year). Title of Book. Publisher. In MLA, For a book, the general
format on the Works Cited page is as follows: Author's Last Name, First Name. Title of Book.
Publisher, Publication Year. APA refers to it as the ‘reference page’ while MLA calls this page
the ‘works cited page’. In APA style, in-text citations are typically in the author-date/year format
(Smith, 2020). In MLA style, in-text citations include the author's last name and the page number.
In APA, For a journal article, the format is as follows: Author's Last Name, First Initial.
(Publication Year). Title of Article. Title of Journal, Volume (Issue), page range. In MLA, For a

12
journal article, the format is: Author's Last Name, First Name. "Title of Article." Title of Journal,
volume, issue, Publication Year, page range.

13