48 Report Writing

Pa . Raajeswari

epgp books

 

 

 

 

INTRODUCTION

 

Research report is a condensed form or a brief description of the research work done by the researcher. It involves several steps to present the report in the form of thesis or dissertation. The research report is the final stage to be completed in the process of the research. It is an important part of the research study. In research report, a researcher will have to make a complete account of the research activity conducted.A report is the exposition of a research project and It is the end product of a research activity.

 

In research report, the problem of research methodology used and conclusion drawn will be described. Writing of a research report is different type of wok in the research process. It requires to have different skill to complete the task, therefore due care should be taken in this stage of report writing.The report serves the following purpose to convey to the interested persons the whole result of the study in detail and to enable the reader to comprehend the data and to determine the validity of the conclusions.

 

Generally, a research report, whether it is called a dissertation or thesis, consists of three parts:

 

I. The preliminary, i.e., Prefactory pages

II.  The text, i.e., main body of the report III. The reference material.

 

I.   Preliminary section

 

The preliminaries consist of the following components:

  • The title page,
  • Preface including acknowledgements iii) Table of contents,
  • iList of tables,
  • List of figures (and illustrations),
  • List of abbreviations.

II. Text or Context

 

The text of a dissertation/thesis consists of the following sections:

 

i) Introduction (Introductory chapter)

ii) Main body of the report (usually divided into two or three chapters and sections), and

iii)Conclusion (Summary, Recommendations/suggestions).

 

III. Reference material

 

The reference material is generally divided as follows:

 

i)  Bibliography

ii)   Appendices

iii)   Glossary of Terms (if any), and iv)Index (if any).

 

Title page

 

The first page of the report is the title page. The title page should carry a concise and adequately descriptive title of the research study. Its principal use is to tell a prospective reader whether or not to refer to the report. The title should not claim more for the study than it actually delivers. It should not be generalized, either from the data gathered or from the methodology employed. Although title page format differs from one institution to another, it usually includes:

  • The name of the topic
  • The relationship of the report to a course or the academic degree for which the degree is conferred
  • The name of the author
  • The name of the institution where the report is to be submitted, and
  • The date of presentation of the report

MODEL PAGE

 

PHYTOCHEMICAL, ANTIOXIDANT, ANTI INFLAMMATORY AND HEPATOPROTECTIVE ACTIVITY OF LOTUS SEED AND MICROENCAPSULATION OF SEED EXTRACT By C.  Meenakshi (14PFN007) A THESIS SUBMITTED TO

 

AVINASHILINGAM INSTITUTE FOR HOME SCIENCE AND HIGHER EDUCATION FOR WOMEN COIMBATORE-641043

 

IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE DEGREE OF

 

MASTER OF SCIENCEIN FOOD SCIENCE AND NUTRITION APRIL, 2016

Acknowledgement and Preface

 

A ‘preface’ is not a synonym to either ‘Acknowledgement’ or ‘Foreword’. A preface may include reasons why, in the first place, the topic was selected by the researcher. It may explain about history, scope, methodology or the writer’s opinion of the place of study in the field of knowledge and how it will provide a basis for the dissertation. This is an appropriate place for him to make acknowledgements. If the researcher has opted to discuss the significance and nature of his research in a subsequent chapter, usually introductory chapter, then he may not write a ‘preface’. But he may use the page for only ‘acknowledgements’.

 

Table of contents

 

The purpose of table of contents is to provide an outline of the content of the report. If logical and appropriate topical headings are used in the report, the table of contents presenting them becomes helpful to a reader. The table of contents appears after the preface/acknowledgements.

 

It may contain only a list of titles of chapters and heir appropriate Roman numerals, followed by page number on which each chapter begins or it may be more analytical, containing besides the chapter titles, subheads or section headings or words or phrases indicating the subject-matter of the chapters. Subtitles, however, should be indented under each chapter title and be followed by the specific page or section references. If reference to specific pages for subtitles is not desired, the subtitles may be run together and separated by semi-colons or dashes when so many subheadings exist, it may give an overcrowded look if all these are included in the table of contents. Hence, these may be placed at the beginning of that particular chapter below the title and the number of the chapter.

 

The table of contents should also include the acknowledgements/ preface, list of tables, figures etc., and the first page is not referred in the table of contents because it is always the tile page. Similarly, the table of contents page is also not referred in the table of contents.

 

While typing a dissertation/thesis, the table of contents is typed last. The heading ‘TABLE OF CONTENTS’ should be the centre at the top of the page and in capital letters.

 

List of Tables and Figures

 

If tables and figures are included in this report, separate pages for them should follow the table of contents. Both tables and figures sometimes are given together in the same page itself. Figures and illustrations are synonymous terms and refer to maps, drawings, graphs, charts, diagrams and photographs. The term “plates”is used for photographs. The full titles of tables and figures, worded exactly as they appear in the text are presented with corresponding/connective numbers and page location.

 

Arabic numerals are usually used for identifying tables,figures,etc.In the list of tables and figures,the titles should be typed with initial capitals,rather than all capital letters .Where a separate list is given for “plates”it is usually numbered in capitalized Roman numerals. However, some institutions prescribe all capital letters for all titles and captions in tables and figures. Whatever the form used it should be used consistently throughout a research report.

 

Abbreviation

 

In the reference, whether in the form of footnotes or literature cited or bibliographical notes, it is possible to use abbreviations to avoid writing and typing long names in full. Only such names should be abbreviated which are likely to appear too often in the report. Names of persons are never abbreviated. Most of the forms of abbreviations are universally acceptable because of the international readership of the scholarly dissertations, and thesis.T6he list of abbreviations should appear before the beginning of the main text

 

THE TEXT(CONTEXT)CHAPTERS

 

In a thesis or a dissertation,the text or context may comprise chapters.In a short term paper or report they May consist of sections appropriately set off by centered headings.The division of the text into chapters/sections/sub-divisions should reflect the organization of the parts with one another and with the whole,i.e., the division should be logical to make the contents meaningful.The text usually consists of:

 

(i)Introduction

(ii)Main body of the report devoted for analysis, interpretation and presentation of data,

(iii)Summary and conclusion.

 

Introduction

 

The introductory chapter normally includes the following:

 

Introduce the subject by highlighting its special features in about two to four paragraphs/pages; the introduction should interest the reader in the subject –Matter of research. It must not be dull, confused, aimless and lacking in precision.

 

1.  Statement of the problem:Aclear statement of the nature and importance of the problem with specific questions to be answered or hypothesis to be tested; a consideration of significance of the problem and its historical background is also appropriate the key questions and the location of problem in theoretical context of the concerned discipline/subject should be specified.

2. A breakdown of the problem into constituent elements, major subdivisions, of questions.

3. The objective /purposes of the research study.

4. Review of Literature: That is summarizing the current status of research works already done.A review of the pertinent past work and contradictions, pitfalls and other failings of the earlier work,mainly to substantiate the need for another research study.

5. Significance of and justification for the present study: The significance of the problem, the contribution which the study is expected to make to theory, its practical importance and the national relevance should be specifically indicated.

6. The scope of the study pointing out the exact coverage reported upon, and position of the research within its larger context.

7. Conceptual Framework: That is, various concepts or domains proposed to be used in a research require to be stated. Definitions or special meanings of all important terms so as to enable the reader to understand the concepts underlying the development of the investigation.

8.Methodology Adopted: The methodology describing the research design used, the data collection method employed, sampling design, how the field work was carried out, the variables and controls employed, the reliability of instruments selected or constructed and the statistical tools and procedures used in the analysis.

9. Limitations of the study: A statement as to the limitations of the research project under study. All research designs have limitations and so do all research implementations. The sincere investigator faces these problems and reports hem carefully and honestly in the introduction itself.

10.Chapterisation: Preview of the scheme of chapters in the main body of the thesis and their interrelationship.

 

Main Body of the Report

 

This is the heart of the research report and probably the largest section of the report. It should be an organized presentation of results and each major division of the problem should be presented in a separate chapter. This may take a few chapters, an optimum number being five to present all the arguments, documentation, ideas, concepts, interpretations and findings. The chapter should include a discussion of the issue or part of the problem investigated and the evidence used in its solution. If this becomes lengthy, a summary of the evidence may be made at the end of the chapter. Through textual situation and tabular and graphic devices, the data are critically analyzed and interpreted, complex tables should be placed in the appendix.

 

The data themselves should be described fully, they should be analyzed in detail, and all the evidence resulting from the analysis should be presented. These chapters are primarily for the use of the reader who wishes to make a detailed study of the problem; therefore, every bit of relevant evidence should be supported by logical reasoning and empirical facts. Materials should be organized systematically and presented under appropriate headings, and subheadings.

 

Conclusions

 

This is the last part of the text (or the context) of the report. It consists of the summary, conclusions/generalizations, suggestions and recommendations. The summary may be more or less a re-statement of the topical sentences of the various findings. Summaries of findings may be subordinated under the conclusion statements. All these statements may be numbered or coded in some way so that they refer to pages or tables in the findings section, upon which they are based.

 

REFERENCE MATERIAL

 

A. Bibliography

 

A bibliography means booklists,i.e., a list of written sources,either published or unpublished,consulted in the preparation of the report during the course of research ,books,periodicals,articles,government documents, unpublished materials, pamphlets, films, radio or television broadcasts, records, lectures, interviews, etc. Bibliography may refer to all the documents which have bearing on the dissertation/thesis, irrespective of their being actually referred to or not, in the text. The aim is to permit the reader to find the exact item you consulted. Consequently, there is a standard form.

 

Bibliographical may be arranged according to the alphabetical order,chronological order,divisions of the subject,kinds of works listed,etc.,Generally the simplest and best arrangement for a short bibliography is the alphabetical order of the author’s last names,i.e., the titles are arranged alphabetically by surnames.Some list of books is most convenient if arranged in the chronological order, divisions of the subject, kinds of works listed, etc. Generally the simplest and best arrangement for a short bibliography is the alphabetical order of the author’s last names, i.e., the titles are arranged in the chronological order of the publications. The chronological order is especially appropriate whenever a historical or development plan prevails. Works on history, for example, might be classified according to countries. Works on education might be divided according to the various levels such as elementary, secondary, higher secondary, and higher education. Writers sometimes desire to make separate divisions for primary sources and secondary sources, for books and periodicals, for signed and unsigned works. Current practice favours one comprehensive listing- not divisions into primary sources and secondary sources or books, journals, newspapers, documents and official papers and manuscripts; although in an historical study such an ordering may be required.

 

B.APPENDICES

 

An appendix or appendices is used for additional or supplementary materials which have not found places in the main text. Here should be included complex or master tables, original data schedule questionnaires and interview forms, copies of cover letters used in the study, documents and lon explanatory notes to the text, instructions to field workers, statistical tests and any other materials evidence of considerable reference value.

 

C.SYNOPSIS ABSTRACTS

 

In several institutions an abstract or synopsis of the thesis may be required. A synopsis should not be too long and in some institutions they limit either in the number of words or pages as stipulated. It is also attached to thesis. In such cases, it should be drafted keeping in mind the following points:

  • A short statements of the problems:
  • A brief descriptions explaining the methodology and procedures used in collecting the data: and
  • A condensed summary of the findings of the study

D. INDEX

 

Index may be either subject index or author index. An index of either type is not included in graduate/ post graduate students, research reports. However, if the report is being prepared for publication and is a technical manuscript or is intended as a work of reference, an index is desirable.

 

The index, if prepared should give an alphabetically arranged, detailed reference to all important matters discussed in the report, such as names of persons [ if separate author index is not prepared], places, events, definitions, concepts and vital statements. The researcher, therefore, should study the indexes of other research reports published in his field and acquaint himself with the basics of the technique of index- making.

 

FOOTNOTES

 

Footnotes are called footnotes because they are traditionally placed at the foot of the page. Modern writers/ printers for their own convenience have introduced the practices of collecting them at the end of a book or chapter. Thus, footnotes may appear at the end of the thesis [but before the appendix] or chapter or at bottom of each page. Placing footnotes at the end of each chapter is found more convenient, particularly if they are very numerous, this method of documentation combines with bibliography notes.

 

QUOTATIONS

 

A research report should not be stuffed with quotations. They will be construed as page filling devices and poor arguments. Where quotations are used, they should be brief, not exceeding one or two lines sub staining the views already expressed in the analysis.

 

Tables

 

Tables are numbered consecutively throughout the entire report including those tables that may be placed in the appendix. The tables should be referred to in the body of the text by referring to their serial number and page. The researcher should digest the table and present the burden of it in the summary form in the text. Tables should contain the following components: a)the table number, b)the caption or title)the box-heads, i.e., the captions identifying the vertical columns, d)the stud, the first column in the table, identifying the row entries, and e)the field, the columns containing data.

 

Figures

 

The commonest forms of figures used in reports are line graphs, bar graphs,pie charts,area or volume charts, pictorial charts,maps,diagrams of apparatus,and photographs. It should be borne in mind that figures are not intended as substitutes for textual description but included to emphasize certain significant relationships.

 

Maps

 

When geographical location or identification is important,maps may be used.Identification may be by the use of dots,circles or other symbols and density or characteristics of areas represented by shading or crosshatching.

 

CONCLUSION

 

Well students in this session we have discussed about the various aspects in report writing which includes three main components. First to start with preliminary section namely, title page, acknowledgement, table of contents, lists of tables, lists of figures, and list of abbreviations. Second part is introduction, main body of the report and conclusion. The last aspects is the reference material in which bibliography, appendices, glossary of terms and index are given.

 

Hence, report writing is an art, which should be given at most importance because the hard work, planning and execution of the research work carried out by researcher is depicted or expressed in black and white by the means of report. So all the work carried out should be written carefully in a simple and understandable language for a third person to easily understand the content of a report, which is the real success of a researcher. To conclude students all of you should develop interest and learn minute tricks in writing a good research report. All the best.

 

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Web links

  • http://grammar.yourdictionary.com/style-and-usage/report-writing-format.html
  • http://www.careeranna.com/articles/report-writing-format-sample-report/
  • https://www.slideshare.net/tulikapaul524/report-writingtypes-format-structure-and-relevance
  • https://student.unsw.edu.au/writing-report
  • https://www.skillsyouneed.com/write/report-writing.html