(BRM) Report Writing

Notes 12 Pages

Bengaluru City University

Bachelor of Business Administration

Contributed by

Prajwal Hallale

BUSINESS RESEARCH METHODS, 4TH SEMESTER BBA, BANGALORE CENTRAL UNIVERSITY

Vinutha T.N, Assistant Professor, MES Institute of Management
1

UNIT 5 - REPORT WRITING
Types of Reports, Business, Technical and Academic Report writing – Methodology
Procedure – Contents – Bibliography
REPORT: It is a Statement of the contents in brief, the procedures adopted and findings arrived
at by the researcher.
As the culmination of the research investigation, the research report contains a description of
different stages of the survey and the conclusions arrived at. Thus it is an end product of a
research activity which gives an account of a long journey on the path of finding a new
knowledge or modified knowledge.
Writing a research report is a technical ta_sk as it requires not only skill on the part of the
researcher but also considerable effort, patience and penetration, an overall approach to the
problem, data and analysis along with grasp over language and greater objectivity, all springing
from considerable thought. It also involves adequate planning and a vast amount of preparation.
That apart, perfection of research report is also attributed to coherence of thought, creativity
and intelligence of the researcher.
Although a definite standard criterion for the organisation is not possible, a good report writer
should always be conscious about the effective and purposeful communication with the society
by conveying the interested persons the entire outcome of the study so as to ensure each reader
to comprehend the data and to enable himself to cognize the validity of the conclusions.
Consideration of certain questions like who says ‘what is it about’, ‘to whom’, ‘in what manner’
and ‘of what use’ will enable the researcher in preparing a standard research report.
No uniform research report can be prepared to cater to the needs of different categories of
audiences. The report should always incorporate the material which will be of interest to the
target audience, may that be investigator of fundamental research or applied research,
practitioners, policy formulators, funding agents or sponsors or even the general public. To a
report writer, the prima facie task may appear an easy affair. But in real terms this is a herculean
task as uncertainty about target group results in ineffective communication.

PURPOSE OF RESEARCH REPORT:
A good research report not only disseminates knowledge, but also presents the findings for
expansion of the horizon of knowledge. That apart, it also checks the validity of the
generalization and inspires others to carry on related or allied problems.
1) Transmission of Knowledge: The knowledge that has been obtained on the basis of
research need transmission for proper utilization of the resources invested. Because of
that reason, it is always advisable to prepare to report in a written manner so that it can
also provide knowledge to layman in understanding various social problems.
2) Presentation of Findings: Society is more concerned with the finished product in
terms of output of research which has the input of immense money, human resources
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and precious time. Therefore, the social utility of the research report lies in its exposure
to the laymen as well as its submission to the sponsoring agency of the project. Whereas
people may acquire knowledge about various social problems in the widest possible
manner, the sponsoring agency may take the credit of the conduct of a piece of
successful research. Even interesting findings may draw the attention of the world
community through mass media. That apart, it may also result in legislative or
ameliorative, measures.
3) Examining the Validity of the Generalizations: Submission of the report enables the
researchers to examine the validity and the authenticity of the generalizations. For that
purpose, the report must be prepared and presented in an organized form. Thereafter it
can be checked and the discrepancy, if any, in generalizations, practical or real can be
dispelled and the facts can be re-examined and reorganized.
4) Inspiration for Further Research: Research report inspires others to undertake
further research in the same line or in any other inter-disciplinary fields. If the report
appears to be interesting and a novel one, it is more likely to draw the attention of the
social scientists.

TYPES OF REPORTS
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.
1) 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:
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.
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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.

2) 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.
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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.
3) BUSINESS REPORT
Business reports are a type of assignment in which you analyse a situation (either a real
situation or a case study) and apply business theories to produce a range of suggestions for
improvement.
Business reports are typically assigned to enable you to:
• Examine available and potential solutions to a problem, situation, or issue.
• Apply business and management theory to a practical situation.
• Demonstrate your analytical, reasoning, and evaluation skills in identifying and weighing-up
possible solutions and outcomes.
• Reach conclusions about a problem or issue.
• Provide recommendations for future action.
• Show concise and clear communication skills
4) ACADEMIC REPORT
Writing in an academic context is different from writing in other situations. Academic writing
follows specific conventions of structure, style, and content, and your marker will expect to see
these conventions in your assignments
• Ideas are usually organised in a formal order or structure.
• Ideas are supported by references from academic literature.
• In contrast to personal writing, academic writing is different because it deals with the theories
and causes of a given topic, as well as exploring alternative explanations for these theories or
events.
• Academic writing follows a particular tone, which uses concise, formal, and objective
language. Academic writing also adheres to traditional conventions of punctuation, grammar,
and spelling.
STEPS IN REPORT WRITING
1) 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,
logically and 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.

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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 organization 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
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.

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. 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.

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. The entries in bibliography should be made
adopting the following order:

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.
Example: Kothari, C.R., Quantitative Techniques, New Delhi, Vikas Publishing House Pvt.
Ltd., 1978.

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For magazines and newspapers, the order may be as under:
1. Name of the author, last name first.
2. Title of article, in quotation marks.
3. Name of periodical, underlined to indicate italics.
4. The volume or volume and number.
5. The date of the issue.
6. The pagination.
Example: Robert V. Roosa, “Coping with Short-term International Money Flows”, The
Banker, London, September, 1971, p. 995.

6) 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.
LAYOUT / CONTENTS / FORMAT OF RESEARCH REPORT
The Research report layout must necessarily be conveyed enough about the study so that he
can place it in its general scientific context, judge the adequacy of its methods and thus form
an opinion of how seriously the findings are to be taken. For this purpose there is the need of
proper layout of the report. The layout of the report means as to what the research report should
contain. A comprehensive layout of the research report should comprise preliminary pages,
the main text and the end matter.
I. PRELIMINARY PAGES
In its preliminary pages the report should carry a title and date, followed by acknowledgements
in the form of ‘Preface’ or ‘Foreword’. Then there should be a table of contents followed by list
of tables and illustrations so that the decision-maker or anybody interested in reading the report
can easily locate the required information in the report.

II. MAIN TEXT
The main text provides the complete outline of the research report along with all details. Title
of the research study is repeated at the top of the first page of the main text and then follows
the other details on pages numbered consecutively, beginning with the second page. Each main
section of the report should begin on a new page. The main text of the report should have the
following sections:
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• Introduction: The purpose of introduction is to introduce the research project to the
readers. It should contain a clear statement of the objectives of research i.e., enough
background should be given to make clear to the reader why the problem was
considered worth investigating. A brief summary of other relevant research may also
be stated so that the present study can be seen in that context. The hypotheses of study,
if any, and the definitions of the major concepts employed in the study should be
explicitly stated in the introduction of the report.
• Research Methodology: The methodology adopted in conducting the study must be
fully explained. The scientific reader would like to know in detail about such thing:
How was the study carried out? What was its basic design? If the study was an
experimental one, then what were the experimental manipulations? If the data were
collected by means of questionnaires or interviews, then exactly what questions were
asked (The questionnaire or interview schedule is usually given in an appendix)? If
measurements were based on observation, then what instructions were given to the
observers? Regarding the sample used in the study the reader should be told: Who were
the subjects? How many were there? How were they selected? All these questions are
crucial for estimating the probable limits of generalizability of the findings. The
statistical analysis adopted must also be clearly stated. In addition to all this, the scope
of the study should be stated and the boundary lines be demarcated. The various
limitations, under which the research project was completed, must also be narrated.
• Statement of findings and recommendations: After introduction, the research report
must contain a statement of findings and recommendations in non-technical language
so that it can be easily understood by all concerned. If the findings happen to be
extensive, at this point they should be put in the summarised form.
• 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 splitted into readily identifiable sections.
All relevant results must find a place in the report. But how one is to decide about what
is relevant is the basic question. Quite often guidance comes primarily from the research
problem and from the hypotheses, if any, with which the study was concerned. But
ultimately the researcher must rely on his own judgement in deciding the outline of his
report. “Nevertheless, it is still necessary that he states clearly the problem with which
he was concerned, the procedure by which he worked on the problem, the conclusions
at which he arrived, and the bases for his conclusions.
• Implications of the results: Toward the end of the main text, the researcher should
again put down the results of his research clearly and precisely. He should, state the
implications that flow from the results of the study, for the general reader is interested
in the implications for understanding the human behaviour. Such implications may have
three aspects as stated below:
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o A statement of the inferences drawn from the present study which may be expected to
apply in similar circumstances.
o The conditions of the present study which may limit the extent of legitimate
generalizations of the inferences drawn from the study.
o The relevant questions that still remain unanswered or new questions raised by the study
along with suggestions for the kind of research that would provide answers for them. It
is considered a good practice to finish the report with a short conclusion which
summarises and recapitulates the main points of the study. The conclusion drawn from
the study should be clearly related to the hypotheses that were stated in the introductory
section. At the same time, a forecast of the probable future of the subject and an
indication of the kind of research which needs to be done in that particular field is useful
and desirable.
• Summary: It has become customary to conclude the research report with a very brief
summary, resting in brief the research problem, the methodology, the major findings
and the major conclusions drawn from the research results.

III. END MATTER:
At the end of the report, appendices should be enlisted in respect of all technical data such as
questionnaires, sample information, mathematical derivations and the like ones. Bibliography
of sources consulted should also be given. Index (an alphabetical listing of names, places and
topics along with the numbers of the pages in a book or report on which they are mentioned or
discussed) should invariably be given at the end of the report. The value of index lies in the
fact that it works as a guide to the reader for the contents in the report.

PRECAUTIONS TO BE TAKEN WHILE WRITING A RESEARCH
REPORT
Research report is a channel of communicating the research findings to the readers of the report.
A good research report is one which does this task efficiently and effectively. As such it must
be prepared keeping the following precautions in view:
1. While determining the length of the report (since research reports vary greatly in length),
one should keep in view the fact that it should be long enough to cover the subject but short
enough to maintain interest. In fact, report-writing should not be a means to learning more
and more about less and less.
2. A research report should not, if this can be avoided, be dull; it should be such as to sustain
reader’s interest.
3. Abstract terminology and technical jargon should be avoided in a research report. The report
should be able to convey the matter as simply as possible. This, in other words, means that
report should be written in an objective style in simple language, avoiding expressions such
as “it seems,” “there may be” and the like.
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4. Readers are often interested in acquiring a quick knowledge of the main findings and as
such the report must provide a ready availability of the findings. For this purpose, charts,
graphs and the statistical tables may be used for the various results in the main report in
addition to the summary of important findings.
5. The layout of the report should be well thought out and must be appropriate and in
accordance with the objective of the research problem.
6. The reports should be free from grammatical mistakes and must be prepared strictly in
accordance with the techniques of composition of report-writing such as the use of
quotations, footnotes, documentation, proper punctuation and use of abbreviations in
footnotes and the like.
7. The report must present the logical analysis of the subject matter. It must reflect a structure
wherein the different pieces of analysis relating to the research problem fit well.
8. A research report should show originality and should necessarily be an attempt to solve
some intellectual problem. It must contribute to the solution of a problem and must add to
the store of knowledge.
9. Towards the end, the report must also state the policy implications relating to the problem
under consideration. It is usually considered desirable if the report makes a forecast of the
probable future of the subject concerned and indicates the kinds of research still needs to be
done in that particular field.
10. Appendices should be enlisted in respect of all the technical data in the report.
11. Bibliography of sources consulted is a must for a good report and must necessarily be given.
12. Index is also considered an essential part of a good report and as such must be prepared and
appended at the end.
13. Report must be attractive in appearance, neat and clean, whether typed or printed.
14. Calculated confidence limits must be mentioned and the various constraints experienced in
conducting the research study may also be stated in the report.
15. Objective of the study, the nature of the problem, the methods employed and the analysis
techniques adopted must all be clearly stated in the beginning of the report in the form of
introduction.

MECHANICS / GUIDELINES OF WRITING A RESEARCH REPORT
There are very definite and set rules which should be followed in the actual preparation of the
research report or paper. Once the techniques are finally decided, they should be scrupulously
adhered to, and no deviation permitted. The criteria of format should be decided as soon as the
materials for the research paper have been assembled. The following points deserve mention
so far as the mechanics of writing a report are concerned:
1. Size and physical design: The manuscript should be written on unruled paper 81/2× 11in
size. If it is to be written by hand, then black or blue-black ink should be used. A margin of
at least one and one-half inches should be allowed at the left hand and of at least half an
inch at the right hand of the paper. There should also be one-inch margins, top and bottom.
The paper should be neat and legible. If the manuscript is to be typed, then all typing should
be double-spaced on one side of the page only except for the insertion of the long quotations.
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2. Procedure: Various steps in writing the report should be strictly adhered (All such steps
have already been explained earlier in this chapter).
3. Layout: Keeping in view the objective and nature of the problem, the layout of the report
should be thought of and decided and accordingly adopted (The layout of the research report
and various types of reports have been described in this chapter earlier which should be
taken as a guide for report-writing in case of a particular problem).
4. Treatment of quotations: Quotations should be placed in quotation marks and double
spaced, forming an immediate part of the text. But if a quotation is of a considerable length
(more than four or five type written lines) then it should be single-spaced and indented at
least half an inch to the right of the normal text margin.
5. The footnotes: Regarding footnotes one should keep in view the followings:
o The footnotes serve two purposes viz., the identification of materials used in quotations
in the report and the notice of materials not immediately necessary to the body of the
research text but still of supplemental value. In other words, footnotes are meant for cross
references, citation of authorities and sources, acknowledgement and elucidation or
explanation of a point of view. It should always be kept in view that footnote is not an
end nor a means of the display of scholarship. The modern tendency is to make the
minimum use of footnotes for scholarship does not need to be displayed.
o Footnotes are placed at the bottom of the page on which the reference or quotation which
they identify or supplement ends. Footnotes are customarily separated from the textual
material by a space of half an inch and a line about one and a half inches long.
o Footnotes should be numbered consecutively, usually beginning with 1 in each chapter
separately. The number should be put slightly above the line, say at the end of a
quotation. At the foot of the page, again, the footnote number should be indented and
typed a little above the line. Thus, consecutive numbers must be used to correlate the
reference in the text with its corresponding note at the bottom of the page, except in case
of statistical tables and other numerical material, where symbols such as the asterisk (*)
or the like one may be used to prevent confusion.
o Footnotes are always typed in single space though they are divided from one another by
double space.
6. Use of statistics, charts and graphs: A judicious use of statistics in research reports is often
considered a virtue for it contributes a great deal towards the clarification and simplification
of the material and research results. One may well remember that a good picture is often
worth more than thousand words. Statistics are usually presented in the form of tables,
charts, bars and line-graphs and pictograms. Such presentation should be self explanatory
and complete in itself. It should be suitable and appropriate looking to the problem at hand.
Finally, statistical presentation should be neat and attractive.
7. The final draft: Revising and rewriting the rough draft of the report should be done with
great care before writing the final draft. For the purpose, the researcher should put to himself
questions like: Are the sentences written in the report clear? Are they grammatically
correct? Do they say what is meant’? Do the various points incorporated in the report fit
together logically? “Having at least one colleague read the report just before the final
revision is extremely helpful. Sentences that seem crystal-clear to the writer may prove quite
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(BRM) Report Writing

(BRM) Report Writing

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