Report Preparation

& Presentation
 Report
• “Research reports are detailed and accurate
accounts of the conduct of disciplined
studies accomplished to solve problems or
to reveal new knowledge.” (Busha and
Harter, 1988).
 Types Of reports

• Technical Report:
• Popular Report
• Informal & Formal report
• The Report for the Administrator
• Oral Report
 Technical Report
• In the technical report the main emphasis is on
• the methods employed,
• assumptions made in the course of the study,
• the detailed presentation of the findings including their limitations and
supporting data.

A general outline of a technical report can be as follows:

• Summary of results: A brief review of the main findings just in two or
three pages.
• 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.
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• 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.
• 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.
• 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.
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• Conclusions: A detailed summary of the findings and the
policy implications drawn from the results be explained.
• Bibliography: Bibliography of various sources consulted be
prepared and attached.
• Technical appendices: Appendices be given for all technical
matters relating to questionnaire, mathematical derivations,
elaboration on particular technique of analysis and the like
ones.
• Index: Index must be prepared and be given invariably in the
report at the end.
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• 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.
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• 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.
• Recommendations for action: Recommendations for action on the
basis of the findings of the study is made in this section of the
report.
• Objective of the study: A general review of how the problem arise is
presented along with the specific objectives of the project under
study.
• 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.
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• 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.
• 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.
• The informal report functions to inform, analyze, and recommend.

• It usually takes the form of a memo, letter or a very short international

document like a monthly financial report, monthly activities report,
research and development report, etc.

• This report differs from the formal report in length and formality.

• It is written according to organization style and rules, but usually does not
include the preliminary (front) and supplemental (back) material.

• The informal report is usually more controversial in tone and typically

deals with everyday problems and issues addressed to a narrow readership
inside the organization.
 Types of informal report
There are many embodiments of the informal report:
i. Progress report 

ii. Sales activity report

iii. Personnel evaluation

iv. Financial report

v. Feasibility report

vi. Literature review 

vii. Credit report

• The formal report is the collection and interpretation of data and
information.

• The formal report is complex and used at an official level.

• It is often a written account of a major project.

• Examples of subject matter include new technologies, the advisability

of launching a new project line, results of a study or experiment, an
annual report, or a year old review of developments in the field.
 Types of Formal Report
They can be categorized as:

Informational reports

Analytical reports

Recommendation reports
 Informational Reports
• Informational reports present results so readers can understand
a particular problem or situation.

• Example: Manager of a city’s website might prepare an

informational report for the city council; the report would
provide statistics on the number of people who pay their city
water and sewage bills online etc.

• Informational reports might:

A. Present information on the status of current research or of a
project.
B. Present an update of the operation in your division.
C. Explain how your organization or division does something.
D. Present the results of a questionnaire or research.
 Analytical Reports
• This type goes a step beyond presenting results. Analytical reports
present results, analyze those results, and draw conclusions based on
those results.

• These reports attempt to describe why or how something happened and

then to explain what it means.

• Like informational reports, analytical reports can be formal or informal.

• Explain what cause a problem or situation – Present the results of a

traffic study showing accidents at an intersection – the report explains
what it means.
• Explain the potential results of a particular course of action.

• Suggest which option, action, or procedure is best.

 Recommendation Reports
• This type advocate a particular course of action. This usually present
the results and conclusions that support the recommendations.

• This type is identical to analytical report.

• For example, your analytical report suggests using treatment X is

more efficient than treatments Y and Z. However, that does not
mean that you will use treatment X as cost and other considerations
might recommend treatment Y.

• What should we do about a problem?

• Should we or can we do something?
• Should we change the method or technology we use to do
something?
 Structure of Research Report
• Generally, a research report, whether it is called
dissertation or thesis

1) The Preliminary i.e. preface pages

2) The text of the report / Main body of the report
3) The Reference material.
 Report structure
A report may contain some ,or all, of these sections

T he “
shop
w
your indow”
repor of Title Page
t.
Abstract or Summary
Introduction f pu bl i ca t i o ns on
o
A survey rea
Thorough account, so that your Literature Review your topi
ca
reader could replicate your Methods/Methodology
research Use an app
Results or Findings present yo
ropriate fo
rm
ur findings at to
Discussion graphs, tab
les etc
–
Recommendations
e s c o n t a ins the Conclusion
tim
Can some su g ges t ed
om m e n d ations, or References
rec re s e arch
fut u re
Appendices
Any additional information e.g. questionnaire, glossary
Below given are the components of a report in which they
would occur:

1. Title page: It should include the title, your name and the
name of the tutor to whom it is being submitted, date of
submission, your course/department. The logo of the
organisation should also be printed.

2. Acknowledgements: A list of people and organisations

who have helped you in the compilation of report and
other related work.
3. Contents page: A clear, well-formatted list of all the
sections and sub-sections of the report. Page
numbers should be marked correctly.

4. Abstract: A summary of the major points,

conclusions, and recommendations should be
written to give a general overview of report.

5. Introduction: The first page of the report needs to

have an introduction.  You will explain the problem
and show the reader why the report is being made.
6. Body: This is the main section of the report. There needs
to be several sections, with each having a subtitle. The
various sections include Review of Literature, Materials
and Methods and Results. A discussion section can also
be included at the end of the body to go over by findings
and their significance. 

7. Conclusion: A conclusion should draw out the

implications of your findings, with deductions based on
the facts described in your main body. The significance
and relevance of study is discussed in this section.

8. References: This is a list giving the full details of all the

sources to which you have made reference within your
text.
 Information or description report
Component Purpose Description

Title Asks the question Includes key words about content and
or outlines the task process. Concise and to the point
Abstract Gives a brief A short paragraph describing the scope
summary of the report and main findings

Introduction Gives the purpose This gives critical background

and scope of the information. It focuses on the key issues
report and outlines what is to follow

Main body Gives the The information should be divided into

information, sections under headings which could be
interpreting, numbered. Each point of information
evaluating if should be supported by evidence or
appropriate example

Conclusion Summarises in 1-2 Shows you how you have answered the
sentences the main question
points of
information
 Report of an investigation or study
Component Purpose Description

Asks the question Includes key words about content and process.
Title or outlines the task Concise and to the point
Gives a brief A short paragraph describing the scope of the
Abstract summary report and main findings

Gives the purpose This explains why the investigation or study

Introduction and scope of the was undertaken. It gives critical background
report information. It focuses on the key issues and
outlines what is to follow
Describes how the The information should be divided into sections
Main body study was under headings which could be numbered. Eg:
conducted. Gives •Background theories or literature
the results of the •Methods of the investigation - descriptive
study, interpretation •Results or Findings - descriptive
and evaluation •Discussion of findings – analytical writing

Summarises in 1-2 Shows you how you have answered the

Conclusion or sentences the main question
Recommendations points of
information
 Report Format

• No universally accepted standard format or style for research

writing. Different researchers may prepare their reports
differently.
– The personality, background, expertise, and responsibility of
the researcher and those of the decision maker for whom the
report is written interact to give each report a unique
character.
– Report formats are likely to vary with the nature of the project
itself. However, the research report closely resembles the
steps of the marketing research process.

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 Most research reports include the
following elements:
I. Title page
II. Letter of transmittal
III. Table of contents
IV. List of tables
V. List of graphs
VI. List of appendices
VII. List of exhibits
VIII. Executive summary
a. Major findings
b. Conclusions
c. Recommendations
IX. Introduction
a. Background to the
problem
b. Statement of the problem
X. Approach to the problem
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XI. Research design
a. Type of research design
b. Information needs
c. Data collection from secondary sources
d. Data collection from primary sources
e. Scaling techniques
f. Questionnaire development and pretesting
g. Sampling techniques
h. Field work
XII. Data analysis
a. Methodology
b. Plan of data analysis
XIII. Results
XIV. Limitations and caveats
XV. Conclusions and recommendations
XVI. Appendix
a. Questionnaires and forms
b. Statistical output
c. Lists
 To write a good report you should
know:
Purpose of Report
oWhy are we writing the report
oResearch and writing becomes relevant to the topic

Scope of Report
o What needs to go into the report
o Always get clear guidelines from the study guide.
o Extend of the report should be clear.
 Features of a well written report:
• A Good Report has a Clarity of Thought
• It is Complete and Self-explanatory
• It is Comprehensive but Compact
• It has a Proper Date and Signature
• Is is Presented in a Lucid Style
• It is accurate in all aspects
• It has suitable format for readers
• It support facts & is factual
• It has an impersonal style
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• It has proper date & signature
• It has a reference to relevant details
• It follows an impartial approach
• It has all essential technical details
• It is presented in a lucid style
• It is a reliable document
• It is arranged in a logical manner
General rules for typing research report
• Material should typed on one side of the paper.
• The right margin should 1 inch, the aft margin 1.5 inches, the
top margin 1.25 inches and the bottom margin 1.5 inches.
• All textual material should be double spaced, triple spaced
between paragraphs and single space in quotations
• Dividing the words at the end of the line should be avoided as
far as possible.
 A researcher should master the following
abbreviations
• bk,bks Book, books
• Chap,chaps Chapter, chapters
• P.,pp Page, pages
• Col,cols Column, columns
• E.g For example
• et al and others
• Ibid Same reference
• Vol,vols Volume, volumes