discuss the importance of research report writing

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11.1 The Purpose of Research Writing

Learning objectives.

• Identify reasons to research writing projects.
• Outline the steps of the research writing process.

Why was the Great Wall of China built? What have scientists learned about the possibility of life on Mars? What roles did women play in the American Revolution? How does the human brain create, store, and retrieve memories? Who invented the game of football, and how has it changed over the years?

You may know the answers to these questions off the top of your head. If you are like most people, however, you find answers to tough questions like these by searching the Internet, visiting the library, or asking others for information. To put it simply, you perform research.

Whether you are a scientist, an artist, a paralegal, or a parent, you probably perform research in your everyday life. When your boss, your instructor, or a family member asks you a question that you do not know the answer to, you locate relevant information, analyze your findings, and share your results. Locating, analyzing, and sharing information are key steps in the research process, and in this chapter, you will learn more about each step. By developing your research writing skills, you will prepare yourself to answer any question no matter how challenging.

Reasons for Research

When you perform research, you are essentially trying to solve a mystery—you want to know how something works or why something happened. In other words, you want to answer a question that you (and other people) have about the world. This is one of the most basic reasons for performing research.

But the research process does not end when you have solved your mystery. Imagine what would happen if a detective collected enough evidence to solve a criminal case, but she never shared her solution with the authorities. Presenting what you have learned from research can be just as important as performing the research. Research results can be presented in a variety of ways, but one of the most popular—and effective—presentation forms is the research paper . A research paper presents an original thesis, or purpose statement, about a topic and develops that thesis with information gathered from a variety of sources.

If you are curious about the possibility of life on Mars, for example, you might choose to research the topic. What will you do, though, when your research is complete? You will need a way to put your thoughts together in a logical, coherent manner. You may want to use the facts you have learned to create a narrative or to support an argument. And you may want to show the results of your research to your friends, your teachers, or even the editors of magazines and journals. Writing a research paper is an ideal way to organize thoughts, craft narratives or make arguments based on research, and share your newfound knowledge with the world.

Write a paragraph about a time when you used research in your everyday life. Did you look for the cheapest way to travel from Houston to Denver? Did you search for a way to remove gum from the bottom of your shoe? In your paragraph, explain what you wanted to research, how you performed the research, and what you learned as a result.

Research Writing and the Academic Paper

No matter what field of study you are interested in, you will most likely be asked to write a research paper during your academic career. For example, a student in an art history course might write a research paper about an artist’s work. Similarly, a student in a psychology course might write a research paper about current findings in childhood development.

Having to write a research paper may feel intimidating at first. After all, researching and writing a long paper requires a lot of time, effort, and organization. However, writing a research paper can also be a great opportunity to explore a topic that is particularly interesting to you. The research process allows you to gain expertise on a topic of your choice, and the writing process helps you remember what you have learned and understand it on a deeper level.

Research Writing at Work

Knowing how to write a good research paper is a valuable skill that will serve you well throughout your career. Whether you are developing a new product, studying the best way to perform a procedure, or learning about challenges and opportunities in your field of employment, you will use research techniques to guide your exploration. You may even need to create a written report of your findings. And because effective communication is essential to any company, employers seek to hire people who can write clearly and professionally.

Writing at Work

Take a few minutes to think about each of the following careers. How might each of these professionals use researching and research writing skills on the job?

• Medical laboratory technician
• Small business owner
• Information technology professional
• Freelance magazine writer

A medical laboratory technician or information technology professional might do research to learn about the latest technological developments in either of these fields. A small business owner might conduct research to learn about the latest trends in his or her industry. A freelance magazine writer may need to research a given topic to write an informed, up-to-date article.

Think about the job of your dreams. How might you use research writing skills to perform that job? Create a list of ways in which strong researching, organizing, writing, and critical thinking skills could help you succeed at your dream job. How might these skills help you obtain that job?

Steps of the Research Writing Process

How does a research paper grow from a folder of brainstormed notes to a polished final draft? No two projects are identical, but most projects follow a series of six basic steps.

These are the steps in the research writing process:

• Choose a topic.
• Plan and schedule time to research and write.
• Conduct research.
• Organize research and ideas.
• Draft your paper.
• Revise and edit your paper.

Each of these steps will be discussed in more detail later in this chapter. For now, though, we will take a brief look at what each step involves.

Step 1: Choosing a Topic

As you may recall from Chapter 8 “The Writing Process: How Do I Begin?” , to narrow the focus of your topic, you may try freewriting exercises, such as brainstorming. You may also need to ask a specific research question —a broad, open-ended question that will guide your research—as well as propose a possible answer, or a working thesis . You may use your research question and your working thesis to create a research proposal . In a research proposal, you present your main research question, any related subquestions you plan to explore, and your working thesis.

Step 2: Planning and Scheduling

Before you start researching your topic, take time to plan your researching and writing schedule. Research projects can take days, weeks, or even months to complete. Creating a schedule is a good way to ensure that you do not end up being overwhelmed by all the work you have to do as the deadline approaches.

During this step of the process, it is also a good idea to plan the resources and organizational tools you will use to keep yourself on track throughout the project. Flowcharts, calendars, and checklists can all help you stick to your schedule. See Chapter 11 “Writing from Research: What Will I Learn?” , Section 11.2 “Steps in Developing a Research Proposal” for an example of a research schedule.

Step 3: Conducting Research

When going about your research, you will likely use a variety of sources—anything from books and periodicals to video presentations and in-person interviews.

Your sources will include both primary sources and secondary sources . Primary sources provide firsthand information or raw data. For example, surveys, in-person interviews, and historical documents are primary sources. Secondary sources, such as biographies, literary reviews, or magazine articles, include some analysis or interpretation of the information presented. As you conduct research, you will take detailed, careful notes about your discoveries. You will also evaluate the reliability of each source you find.

Step 4: Organizing Research and the Writer’s Ideas

When your research is complete, you will organize your findings and decide which sources to cite in your paper. You will also have an opportunity to evaluate the evidence you have collected and determine whether it supports your thesis, or the focus of your paper. You may decide to adjust your thesis or conduct additional research to ensure that your thesis is well supported.

Remember, your working thesis is not set in stone. You can and should change your working thesis throughout the research writing process if the evidence you find does not support your original thesis. Never try to force evidence to fit your argument. For example, your working thesis is “Mars cannot support life-forms.” Yet, a week into researching your topic, you find an article in the New York Times detailing new findings of bacteria under the Martian surface. Instead of trying to argue that bacteria are not life forms, you might instead alter your thesis to “Mars cannot support complex life-forms.”

Step 5: Drafting Your Paper

Now you are ready to combine your research findings with your critical analysis of the results in a rough draft. You will incorporate source materials into your paper and discuss each source thoughtfully in relation to your thesis or purpose statement.

When you cite your reference sources, it is important to pay close attention to standard conventions for citing sources in order to avoid plagiarism , or the practice of using someone else’s words without acknowledging the source. Later in this chapter, you will learn how to incorporate sources in your paper and avoid some of the most common pitfalls of attributing information.

Step 6: Revising and Editing Your Paper

In the final step of the research writing process, you will revise and polish your paper. You might reorganize your paper’s structure or revise for unity and cohesion, ensuring that each element in your paper flows into the next logically and naturally. You will also make sure that your paper uses an appropriate and consistent tone.

Once you feel confident in the strength of your writing, you will edit your paper for proper spelling, grammar, punctuation, mechanics, and formatting. When you complete this final step, you will have transformed a simple idea or question into a thoroughly researched and well-written paper you can be proud of!

Review the steps of the research writing process. Then answer the questions on your own sheet of paper.

• In which steps of the research writing process are you allowed to change your thesis?
• In step 2, which types of information should you include in your project schedule?
• What might happen if you eliminated step 4 from the research writing process?

Key Takeaways

• People undertake research projects throughout their academic and professional careers in order to answer specific questions, share their findings with others, increase their understanding of challenging topics, and strengthen their researching, writing, and analytical skills.
• The research writing process generally comprises six steps: choosing a topic, scheduling and planning time for research and writing, conducting research, organizing research and ideas, drafting a paper, and revising and editing the paper.

Writing for Success Copyright © 2015 by University of Minnesota is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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Home » Research Report – Example, Writing Guide and Types

Research Report – Example, Writing Guide and Types

Table of Contents

Research Report

Definition:

Research Report is a written document that presents the results of a research project or study, including the research question, methodology, results, and conclusions, in a clear and objective manner.

The purpose of a research report is to communicate the findings of the research to the intended audience, which could be other researchers, stakeholders, or the general public.

Components of Research Report

Components of Research Report are as follows:

Introduction

The introduction sets the stage for the research report and provides a brief overview of the research question or problem being investigated. It should include a clear statement of the purpose of the study and its significance or relevance to the field of research. It may also provide background information or a literature review to help contextualize the research.

Literature Review

The literature review provides a critical analysis and synthesis of the existing research and scholarship relevant to the research question or problem. It should identify the gaps, inconsistencies, and contradictions in the literature and show how the current study addresses these issues. The literature review also establishes the theoretical framework or conceptual model that guides the research.

Methodology

The methodology section describes the research design, methods, and procedures used to collect and analyze data. It should include information on the sample or participants, data collection instruments, data collection procedures, and data analysis techniques. The methodology should be clear and detailed enough to allow other researchers to replicate the study.

The results section presents the findings of the study in a clear and objective manner. It should provide a detailed description of the data and statistics used to answer the research question or test the hypothesis. Tables, graphs, and figures may be included to help visualize the data and illustrate the key findings.

The discussion section interprets the results of the study and explains their significance or relevance to the research question or problem. It should also compare the current findings with those of previous studies and identify the implications for future research or practice. The discussion should be based on the results presented in the previous section and should avoid speculation or unfounded conclusions.

The conclusion summarizes the key findings of the study and restates the main argument or thesis presented in the introduction. It should also provide a brief overview of the contributions of the study to the field of research and the implications for practice or policy.

The references section lists all the sources cited in the research report, following a specific citation style, such as APA or MLA.

The appendices section includes any additional material, such as data tables, figures, or instruments used in the study, that could not be included in the main text due to space limitations.

Types of Research Report

Types of Research Report are as follows:

Thesis is a type of research report. A thesis is a long-form research document that presents the findings and conclusions of an original research study conducted by a student as part of a graduate or postgraduate program. It is typically written by a student pursuing a higher degree, such as a Master’s or Doctoral degree, although it can also be written by researchers or scholars in other fields.

Research Paper

Research paper is a type of research report. A research paper is a document that presents the results of a research study or investigation. Research papers can be written in a variety of fields, including science, social science, humanities, and business. They typically follow a standard format that includes an introduction, literature review, methodology, results, discussion, and conclusion sections.

Technical Report

A technical report is a detailed report that provides information about a specific technical or scientific problem or project. Technical reports are often used in engineering, science, and other technical fields to document research and development work.

Progress Report

A progress report provides an update on the progress of a research project or program over a specific period of time. Progress reports are typically used to communicate the status of a project to stakeholders, funders, or project managers.

Feasibility Report

A feasibility report assesses the feasibility of a proposed project or plan, providing an analysis of the potential risks, benefits, and costs associated with the project. Feasibility reports are often used in business, engineering, and other fields to determine the viability of a project before it is undertaken.

Field Report

A field report documents observations and findings from fieldwork, which is research conducted in the natural environment or setting. Field reports are often used in anthropology, ecology, and other social and natural sciences.

Experimental Report

An experimental report documents the results of a scientific experiment, including the hypothesis, methods, results, and conclusions. Experimental reports are often used in biology, chemistry, and other sciences to communicate the results of laboratory experiments.

Case Study Report

A case study report provides an in-depth analysis of a specific case or situation, often used in psychology, social work, and other fields to document and understand complex cases or phenomena.

Literature Review Report

A literature review report synthesizes and summarizes existing research on a specific topic, providing an overview of the current state of knowledge on the subject. Literature review reports are often used in social sciences, education, and other fields to identify gaps in the literature and guide future research.

Research Report Example

Following is a Research Report Example sample for Students:

Title: The Impact of Social Media on Academic Performance among High School Students

This study aims to investigate the relationship between social media use and academic performance among high school students. The study utilized a quantitative research design, which involved a survey questionnaire administered to a sample of 200 high school students. The findings indicate that there is a negative correlation between social media use and academic performance, suggesting that excessive social media use can lead to poor academic performance among high school students. The results of this study have important implications for educators, parents, and policymakers, as they highlight the need for strategies that can help students balance their social media use and academic responsibilities.

Introduction:

Social media has become an integral part of the lives of high school students. With the widespread use of social media platforms such as Facebook, Twitter, Instagram, and Snapchat, students can connect with friends, share photos and videos, and engage in discussions on a range of topics. While social media offers many benefits, concerns have been raised about its impact on academic performance. Many studies have found a negative correlation between social media use and academic performance among high school students (Kirschner & Karpinski, 2010; Paul, Baker, & Cochran, 2012).

Given the growing importance of social media in the lives of high school students, it is important to investigate its impact on academic performance. This study aims to address this gap by examining the relationship between social media use and academic performance among high school students.

Methodology:

The study utilized a quantitative research design, which involved a survey questionnaire administered to a sample of 200 high school students. The questionnaire was developed based on previous studies and was designed to measure the frequency and duration of social media use, as well as academic performance.

The participants were selected using a convenience sampling technique, and the survey questionnaire was distributed in the classroom during regular school hours. The data collected were analyzed using descriptive statistics and correlation analysis.

The findings indicate that the majority of high school students use social media platforms on a daily basis, with Facebook being the most popular platform. The results also show a negative correlation between social media use and academic performance, suggesting that excessive social media use can lead to poor academic performance among high school students.

Discussion:

The results of this study have important implications for educators, parents, and policymakers. The negative correlation between social media use and academic performance suggests that strategies should be put in place to help students balance their social media use and academic responsibilities. For example, educators could incorporate social media into their teaching strategies to engage students and enhance learning. Parents could limit their children’s social media use and encourage them to prioritize their academic responsibilities. Policymakers could develop guidelines and policies to regulate social media use among high school students.

Conclusion:

In conclusion, this study provides evidence of the negative impact of social media on academic performance among high school students. The findings highlight the need for strategies that can help students balance their social media use and academic responsibilities. Further research is needed to explore the specific mechanisms by which social media use affects academic performance and to develop effective strategies for addressing this issue.

Limitations:

One limitation of this study is the use of convenience sampling, which limits the generalizability of the findings to other populations. Future studies should use random sampling techniques to increase the representativeness of the sample. Another limitation is the use of self-reported measures, which may be subject to social desirability bias. Future studies could use objective measures of social media use and academic performance, such as tracking software and school records.

Implications:

The findings of this study have important implications for educators, parents, and policymakers. Educators could incorporate social media into their teaching strategies to engage students and enhance learning. For example, teachers could use social media platforms to share relevant educational resources and facilitate online discussions. Parents could limit their children’s social media use and encourage them to prioritize their academic responsibilities. They could also engage in open communication with their children to understand their social media use and its impact on their academic performance. Policymakers could develop guidelines and policies to regulate social media use among high school students. For example, schools could implement social media policies that restrict access during class time and encourage responsible use.

References:

• Kirschner, P. A., & Karpinski, A. C. (2010). Facebook® and academic performance. Computers in Human Behavior, 26(6), 1237-1245.
• Paul, J. A., Baker, H. M., & Cochran, J. D. (2012). Effect of online social networking on student academic performance. Journal of the Research Center for Educational Technology, 8(1), 1-19.
• Pantic, I. (2014). Online social networking and mental health. Cyberpsychology, Behavior, and Social Networking, 17(10), 652-657.
• Rosen, L. D., Carrier, L. M., & Cheever, N. A. (2013). Facebook and texting made me do it: Media-induced task-switching while studying. Computers in Human Behavior, 29(3), 948-958.

Note*: Above mention, Example is just a sample for the students’ guide. Do not directly copy and paste as your College or University assignment. Kindly do some research and Write your own.

Applications of Research Report

Research reports have many applications, including:

• Communicating research findings: The primary application of a research report is to communicate the results of a study to other researchers, stakeholders, or the general public. The report serves as a way to share new knowledge, insights, and discoveries with others in the field.
• Informing policy and practice : Research reports can inform policy and practice by providing evidence-based recommendations for decision-makers. For example, a research report on the effectiveness of a new drug could inform regulatory agencies in their decision-making process.
• Supporting further research: Research reports can provide a foundation for further research in a particular area. Other researchers may use the findings and methodology of a report to develop new research questions or to build on existing research.
• Evaluating programs and interventions : Research reports can be used to evaluate the effectiveness of programs and interventions in achieving their intended outcomes. For example, a research report on a new educational program could provide evidence of its impact on student performance.
• Demonstrating impact : Research reports can be used to demonstrate the impact of research funding or to evaluate the success of research projects. By presenting the findings and outcomes of a study, research reports can show the value of research to funders and stakeholders.
• Enhancing professional development : Research reports can be used to enhance professional development by providing a source of information and learning for researchers and practitioners in a particular field. For example, a research report on a new teaching methodology could provide insights and ideas for educators to incorporate into their own practice.

How to write Research Report

Here are some steps you can follow to write a research report:

• Identify the research question: The first step in writing a research report is to identify your research question. This will help you focus your research and organize your findings.
• Conduct research : Once you have identified your research question, you will need to conduct research to gather relevant data and information. This can involve conducting experiments, reviewing literature, or analyzing data.
• Organize your findings: Once you have gathered all of your data, you will need to organize your findings in a way that is clear and understandable. This can involve creating tables, graphs, or charts to illustrate your results.
• Write the report: Once you have organized your findings, you can begin writing the report. Start with an introduction that provides background information and explains the purpose of your research. Next, provide a detailed description of your research methods and findings. Finally, summarize your results and draw conclusions based on your findings.
• Proofread and edit: After you have written your report, be sure to proofread and edit it carefully. Check for grammar and spelling errors, and make sure that your report is well-organized and easy to read.
• Include a reference list: Be sure to include a list of references that you used in your research. This will give credit to your sources and allow readers to further explore the topic if they choose.
• Format your report: Finally, format your report according to the guidelines provided by your instructor or organization. This may include formatting requirements for headings, margins, fonts, and spacing.

Purpose of Research Report

The purpose of a research report is to communicate the results of a research study to a specific audience, such as peers in the same field, stakeholders, or the general public. The report provides a detailed description of the research methods, findings, and conclusions.

Some common purposes of a research report include:

• Sharing knowledge: A research report allows researchers to share their findings and knowledge with others in their field. This helps to advance the field and improve the understanding of a particular topic.
• Identifying trends: A research report can identify trends and patterns in data, which can help guide future research and inform decision-making.
• Addressing problems: A research report can provide insights into problems or issues and suggest solutions or recommendations for addressing them.
• Evaluating programs or interventions : A research report can evaluate the effectiveness of programs or interventions, which can inform decision-making about whether to continue, modify, or discontinue them.
• Meeting regulatory requirements: In some fields, research reports are required to meet regulatory requirements, such as in the case of drug trials or environmental impact studies.

When to Write Research Report

A research report should be written after completing the research study. This includes collecting data, analyzing the results, and drawing conclusions based on the findings. Once the research is complete, the report should be written in a timely manner while the information is still fresh in the researcher’s mind.

In academic settings, research reports are often required as part of coursework or as part of a thesis or dissertation. In this case, the report should be written according to the guidelines provided by the instructor or institution.

In other settings, such as in industry or government, research reports may be required to inform decision-making or to comply with regulatory requirements. In these cases, the report should be written as soon as possible after the research is completed in order to inform decision-making in a timely manner.

Overall, the timing of when to write a research report depends on the purpose of the research, the expectations of the audience, and any regulatory requirements that need to be met. However, it is important to complete the report in a timely manner while the information is still fresh in the researcher’s mind.

Characteristics of Research Report

There are several characteristics of a research report that distinguish it from other types of writing. These characteristics include:

• Objective: A research report should be written in an objective and unbiased manner. It should present the facts and findings of the research study without any personal opinions or biases.
• Systematic: A research report should be written in a systematic manner. It should follow a clear and logical structure, and the information should be presented in a way that is easy to understand and follow.
• Detailed: A research report should be detailed and comprehensive. It should provide a thorough description of the research methods, results, and conclusions.
• Accurate : A research report should be accurate and based on sound research methods. The findings and conclusions should be supported by data and evidence.
• Organized: A research report should be well-organized. It should include headings and subheadings to help the reader navigate the report and understand the main points.
• Clear and concise: A research report should be written in clear and concise language. The information should be presented in a way that is easy to understand, and unnecessary jargon should be avoided.
• Citations and references: A research report should include citations and references to support the findings and conclusions. This helps to give credit to other researchers and to provide readers with the opportunity to further explore the topic.

Advantages of Research Report

Research reports have several advantages, including:

• Communicating research findings: Research reports allow researchers to communicate their findings to a wider audience, including other researchers, stakeholders, and the general public. This helps to disseminate knowledge and advance the understanding of a particular topic.
• Providing evidence for decision-making : Research reports can provide evidence to inform decision-making, such as in the case of policy-making, program planning, or product development. The findings and conclusions can help guide decisions and improve outcomes.
• Supporting further research: Research reports can provide a foundation for further research on a particular topic. Other researchers can build on the findings and conclusions of the report, which can lead to further discoveries and advancements in the field.
• Demonstrating expertise: Research reports can demonstrate the expertise of the researchers and their ability to conduct rigorous and high-quality research. This can be important for securing funding, promotions, and other professional opportunities.
• Meeting regulatory requirements: In some fields, research reports are required to meet regulatory requirements, such as in the case of drug trials or environmental impact studies. Producing a high-quality research report can help ensure compliance with these requirements.

Limitations of Research Report

Despite their advantages, research reports also have some limitations, including:

• Time-consuming: Conducting research and writing a report can be a time-consuming process, particularly for large-scale studies. This can limit the frequency and speed of producing research reports.
• Expensive: Conducting research and producing a report can be expensive, particularly for studies that require specialized equipment, personnel, or data. This can limit the scope and feasibility of some research studies.
• Limited generalizability: Research studies often focus on a specific population or context, which can limit the generalizability of the findings to other populations or contexts.
• Potential bias : Researchers may have biases or conflicts of interest that can influence the findings and conclusions of the research study. Additionally, participants may also have biases or may not be representative of the larger population, which can limit the validity and reliability of the findings.
• Accessibility: Research reports may be written in technical or academic language, which can limit their accessibility to a wider audience. Additionally, some research may be behind paywalls or require specialized access, which can limit the ability of others to read and use the findings.

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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• Research Report: Definition, Types + [Writing Guide]

One of the reasons for carrying out research is to add to the existing body of knowledge. Therefore, when conducting research, you need to document your processes and findings in a research report. 

With a research report, it is easy to outline the findings of your systematic investigation and any gaps needing further inquiry. Knowing how to create a detailed research report will prove useful when you need to conduct research.  

What is a Research Report?

A research report is a well-crafted document that outlines the processes, data, and findings of a systematic investigation. It is an important document that serves as a first-hand account of the research process, and it is typically considered an objective and accurate source of information.

In many ways, a research report can be considered as a summary of the research process that clearly highlights findings, recommendations, and other important details. Reading a well-written research report should provide you with all the information you need about the core areas of the research process.

Features of a Research Report 

So how do you recognize a research report when you see one? Here are some of the basic features that define a research report. 

• It is a detailed presentation of research processes and findings, and it usually includes tables and graphs. 
• It is written in a formal language.
• A research report is usually written in the third person.
• It is informative and based on first-hand verifiable information.
• It is formally structured with headings, sections, and bullet points.
• It always includes recommendations for future actions. 

Types of Research Report 

The research report is classified based on two things; nature of research and target audience.

Nature of Research

• Qualitative Research Report

This is the type of report written for qualitative research . It outlines the methods, processes, and findings of a qualitative method of systematic investigation. In educational research, a qualitative research report provides an opportunity for one to apply his or her knowledge and develop skills in planning and executing qualitative research projects.

A qualitative research report is usually descriptive in nature. Hence, in addition to presenting details of the research process, you must also create a descriptive narrative of the information.

• Quantitative Research Report

A quantitative research report is a type of research report that is written for quantitative research. Quantitative research is a type of systematic investigation that pays attention to numerical or statistical values in a bid to find answers to research questions. 

In this type of research report, the researcher presents quantitative data to support the research process and findings. Unlike a qualitative research report that is mainly descriptive, a quantitative research report works with numbers; that is, it is numerical in nature. 

Target Audience

Also, a research report can be said to be technical or popular based on the target audience. If you’re dealing with a general audience, you would need to present a popular research report, and if you’re dealing with a specialized audience, you would submit a technical report. 

• Technical Research Report

A technical research report is a detailed document that you present after carrying out industry-based research. This report is highly specialized because it provides information for a technical audience; that is, individuals with above-average knowledge in the field of study. 

In a technical research report, the researcher is expected to provide specific information about the research process, including statistical analyses and sampling methods. Also, the use of language is highly specialized and filled with jargon. 

Examples of technical research reports include legal and medical research reports. 

• Popular Research Report

A popular research report is one for a general audience; that is, for individuals who do not necessarily have any knowledge in the field of study. A popular research report aims to make information accessible to everyone. 

It is written in very simple language, which makes it easy to understand the findings and recommendations. Examples of popular research reports are the information contained in newspapers and magazines. 

Importance of a Research Report 

• Knowledge Transfer: As already stated above, one of the reasons for carrying out research is to contribute to the existing body of knowledge, and this is made possible with a research report. A research report serves as a means to effectively communicate the findings of a systematic investigation to all and sundry.  
• Identification of Knowledge Gaps: With a research report, you’d be able to identify knowledge gaps for further inquiry. A research report shows what has been done while hinting at other areas needing systematic investigation. 
• In market research, a research report would help you understand the market needs and peculiarities at a glance. 
• A research report allows you to present information in a precise and concise manner. 
• It is time-efficient and practical because, in a research report, you do not have to spend time detailing the findings of your research work in person. You can easily send out the report via email and have stakeholders look at it. 

Guide to Writing a Research Report

A lot of detail goes into writing a research report, and getting familiar with the different requirements would help you create the ideal research report. A research report is usually broken down into multiple sections, which allows for a concise presentation of information.

Structure and Example of a Research Report

This is the title of your systematic investigation. Your title should be concise and point to the aims, objectives, and findings of a research report. 

• Table of Contents

This is like a compass that makes it easier for readers to navigate the research report.

An abstract is an overview that highlights all important aspects of the research including the research method, data collection process, and research findings. Think of an abstract as a summary of your research report that presents pertinent information in a concise manner. 

An abstract is always brief; typically 100-150 words and goes straight to the point. The focus of your research abstract should be the 5Ws and 1H format – What, Where, Why, When, Who and How. 

• Introduction

Here, the researcher highlights the aims and objectives of the systematic investigation as well as the problem which the systematic investigation sets out to solve. When writing the report introduction, it is also essential to indicate whether the purposes of the research were achieved or would require more work.

In the introduction section, the researcher specifies the research problem and also outlines the significance of the systematic investigation. Also, the researcher is expected to outline any jargons and terminologies that are contained in the research.  

• Literature Review

A literature review is a written survey of existing knowledge in the field of study. In other words, it is the section where you provide an overview and analysis of different research works that are relevant to your systematic investigation. 

It highlights existing research knowledge and areas needing further investigation, which your research has sought to fill. At this stage, you can also hint at your research hypothesis and its possible implications for the existing body of knowledge in your field of study. 

• An Account of Investigation

This is a detailed account of the research process, including the methodology, sample, and research subjects. Here, you are expected to provide in-depth information on the research process including the data collection and analysis procedures. 

In a quantitative research report, you’d need to provide information surveys, questionnaires and other quantitative data collection methods used in your research. In a qualitative research report, you are expected to describe the qualitative data collection methods used in your research including interviews and focus groups. 

In this section, you are expected to present the results of the systematic investigation. 

This section further explains the findings of the research, earlier outlined. Here, you are expected to present a justification for each outcome and show whether the results are in line with your hypotheses or if other research studies have come up with similar results.

• Conclusions

This is a summary of all the information in the report. It also outlines the significance of the entire study. 

• References and Appendices

This section contains a list of all the primary and secondary research sources. 

Tips for Writing a Research Report

• Define the Context for the Report

As is obtainable when writing an essay, defining the context for your research report would help you create a detailed yet concise document. This is why you need to create an outline before writing so that you do not miss out on anything. 

• Define your Audience

Writing with your audience in mind is essential as it determines the tone of the report. If you’re writing for a general audience, you would want to present the information in a simple and relatable manner. For a specialized audience, you would need to make use of technical and field-specific terms. 

• Include Significant Findings

The idea of a research report is to present some sort of abridged version of your systematic investigation. In your report, you should exclude irrelevant information while highlighting only important data and findings. 

• Include Illustrations

Your research report should include illustrations and other visual representations of your data. Graphs, pie charts, and relevant images lend additional credibility to your systematic investigation.

• Choose the Right Title

A good research report title is brief, precise, and contains keywords from your research. It should provide a clear idea of your systematic investigation so that readers can grasp the entire focus of your research from the title. 

• Proofread the Report

Before publishing the document, ensure that you give it a second look to authenticate the information. If you can, get someone else to go through the report, too, and you can also run it through proofreading and editing software. 

How to Gather Research Data for Your Report  

• Understand the Problem

Every research aims at solving a specific problem or set of problems, and this should be at the back of your mind when writing your research report. Understanding the problem would help you to filter the information you have and include only important data in your report. 

• Know what your report seeks to achieve

This is somewhat similar to the point above because, in some way, the aim of your research report is intertwined with the objectives of your systematic investigation. Identifying the primary purpose of writing a research report would help you to identify and present the required information accordingly. 

• Identify your audience

Knowing your target audience plays a crucial role in data collection for a research report. If your research report is specifically for an organization, you would want to present industry-specific information or show how the research findings are relevant to the work that the company does. 

• Create Surveys/Questionnaires

A survey is a research method that is used to gather data from a specific group of people through a set of questions. It can be either quantitative or qualitative. 

A survey is usually made up of structured questions, and it can be administered online or offline. However, an online survey is a more effective method of research data collection because it helps you save time and gather data with ease. 

You can seamlessly create an online questionnaire for your research on Formplus . With the multiple sharing options available in the builder, you would be able to administer your survey to respondents in little or no time. 

Formplus also has a report summary too l that you can use to create custom visual reports for your research.

Step-by-step guide on how to create an online questionnaire using Formplus  

• Sign into Formplus

In the Formplus builder, you can easily create different online questionnaires for your research by dragging and dropping preferred fields into your form. To access the Formplus builder, you will need to create an account on Formplus. 

Once you do this, sign in to your account and click on Create new form to begin. 

• Edit Form Title : Click on the field provided to input your form title, for example, “Research Questionnaire.”
• Edit Form : Click on the edit icon to edit the form.
• Add Fields : Drag and drop preferred form fields into your form in the Formplus builder inputs column. There are several field input options for questionnaires in the Formplus builder. 
• Edit fields
• Click on “Save”
• Form Customization: With the form customization options in the form builder, you can easily change the outlook of your form and make it more unique and personalized. Formplus allows you to change your form theme, add background images, and even change the font according to your needs. 
• Multiple Sharing Options: Formplus offers various form-sharing options, which enables you to share your questionnaire with respondents easily. You can use the direct social media sharing buttons to share your form link to your organization’s social media pages.  You can also send out your survey form as email invitations to your research subjects too. If you wish, you can share your form’s QR code or embed it on your organization’s website for easy access. 

Conclusion  

Always remember that a research report is just as important as the actual systematic investigation because it plays a vital role in communicating research findings to everyone else. This is why you must take care to create a concise document summarizing the process of conducting any research. 

In this article, we’ve outlined essential tips to help you create a research report. When writing your report, you should always have the audience at the back of your mind, as this would set the tone for the document. 

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Writing up a Research Report

• First Online: 04 January 2024

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A research report is one big argument about how and why you came up with your conclusions. To make it a convincing argument, a typical guiding structure has developed. In the different chapters, there are distinct issues that need to be addressed to explain to the reader why your conclusions are valid. The governing principle for writing the report is full disclosure: to explain everything and ensure replicability by another researcher.

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Field, A. (2016). An adventure in statistics. The reality enigma . SAGE.

Field, A. (2020). Discovering statistics using IBM SPSS statistics (5th ed.). SAGE.

Früh, M., Keimer, I., & Blankenagel, M. (2019). The impact of Balanced Scorecard excellence on shareholder returns. IFZ Working Paper No. 0003/2019. https://zenodo.org/record/2571603#.YMDUafkzZaQ . Accessed: 9 June 2021.

Pearl, J., & Mackenzie, D. (2018). The book of why: The new science of cause and effect. Basic Books.

Yin, R. K. (2013). Case study research: Design and methods (5th ed.). SAGE.

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Home Market Research

Research Reports: Definition and How to Write Them

Reports are usually spread across a vast horizon of topics but are focused on communicating information about a particular topic and a niche target market. The primary motive of research reports is to convey integral details about a study for marketers to consider while designing new strategies.

Certain events, facts, and other information based on incidents need to be relayed to the people in charge, and creating research reports is the most effective communication tool. Ideal research reports are extremely accurate in the offered information with a clear objective and conclusion. These reports should have a clean and structured format to relay information effectively.

What are Research Reports?

Research reports are recorded data prepared by researchers or statisticians after analyzing the information gathered by conducting organized research, typically in the form of surveys or qualitative methods .

A research report is a reliable source to recount details about a conducted research. It is most often considered to be a true testimony of all the work done to garner specificities of research.

The various sections of a research report are:

• Background/Introduction
• Implemented Methods
• Results based on Analysis
• Deliberation

Learn more: Quantitative Research

Components of Research Reports

Research is imperative for launching a new product/service or a new feature. The markets today are extremely volatile and competitive due to new entrants every day who may or may not provide effective products. An organization needs to make the right decisions at the right time to be relevant in such a market with updated products that suffice customer demands.

The details of a research report may change with the purpose of research but the main components of a report will remain constant. The research approach of the market researcher also influences the style of writing reports. Here are seven main components of a productive research report:

• Research Report Summary: The entire objective along with the overview of research are to be included in a summary which is a couple of paragraphs in length. All the multiple components of the research are explained in brief under the report summary.  It should be interesting enough to capture all the key elements of the report.
• Research Introduction: There always is a primary goal that the researcher is trying to achieve through a report. In the introduction section, he/she can cover answers related to this goal and establish a thesis which will be included to strive and answer it in detail.  This section should answer an integral question: “What is the current situation of the goal?”.  After the research design was conducted, did the organization conclude the goal successfully or they are still a work in progress –  provide such details in the introduction part of the research report.
• Research Methodology: This is the most important section of the report where all the important information lies. The readers can gain data for the topic along with analyzing the quality of provided content and the research can also be approved by other market researchers . Thus, this section needs to be highly informative with each aspect of research discussed in detail.  Information needs to be expressed in chronological order according to its priority and importance. Researchers should include references in case they gained information from existing techniques.
• Research Results: A short description of the results along with calculations conducted to achieve the goal will form this section of results. Usually, the exposition after data analysis is carried out in the discussion part of the report.

Learn more: Quantitative Data

• Research Discussion: The results are discussed in extreme detail in this section along with a comparative analysis of reports that could probably exist in the same domain. Any abnormality uncovered during research will be deliberated in the discussion section.  While writing research reports, the researcher will have to connect the dots on how the results will be applicable in the real world.
• Research References and Conclusion: Conclude all the research findings along with mentioning each and every author, article or any content piece from where references were taken.

Learn more: Qualitative Observation

15 Tips for Writing Research Reports

Writing research reports in the manner can lead to all the efforts going down the drain. Here are 15 tips for writing impactful research reports:

• Prepare the context before starting to write and start from the basics:  This was always taught to us in school – be well-prepared before taking a plunge into new topics. The order of survey questions might not be the ideal or most effective order for writing research reports. The idea is to start with a broader topic and work towards a more specific one and focus on a conclusion or support, which a research should support with the facts.  The most difficult thing to do in reporting, without a doubt is to start. Start with the title, the introduction, then document the first discoveries and continue from that. Once the marketers have the information well documented, they can write a general conclusion.
• Keep the target audience in mind while selecting a format that is clear, logical and obvious to them:  Will the research reports be presented to decision makers or other researchers? What are the general perceptions around that topic? This requires more care and diligence. A researcher will need a significant amount of information to start writing the research report. Be consistent with the wording, the numbering of the annexes and so on. Follow the approved format of the company for the delivery of research reports and demonstrate the integrity of the project with the objectives of the company.
• Have a clear research objective: A researcher should read the entire proposal again, and make sure that the data they provide contributes to the objectives that were raised from the beginning. Remember that speculations are for conversations, not for research reports, if a researcher speculates, they directly question their own research.
• Establish a working model:  Each study must have an internal logic, which will have to be established in the report and in the evidence. The researchers’ worst nightmare is to be required to write research reports and realize that key questions were not included.

Learn more: Quantitative Observation

• Gather all the information about the research topic. Who are the competitors of our customers? Talk to other researchers who have studied the subject of research, know the language of the industry. Misuse of the terms can discourage the readers of research reports from reading further.
• Read aloud while writing. While reading the report, if the researcher hears something inappropriate, for example, if they stumble over the words when reading them, surely the reader will too. If the researcher can’t put an idea in a single sentence, then it is very long and they must change it so that the idea is clear to everyone.
• Check grammar and spelling. Without a doubt, good practices help to understand the report. Use verbs in the present tense. Consider using the present tense, which makes the results sound more immediate. Find new words and other ways of saying things. Have fun with the language whenever possible.
• Discuss only the discoveries that are significant. If some data are not really significant, do not mention them. Remember that not everything is truly important or essential within research reports.

Learn more: Qualitative Data

• Try and stick to the survey questions. For example, do not say that the people surveyed “were worried” about an research issue , when there are different degrees of concern.
• The graphs must be clear enough so that they understand themselves. Do not let graphs lead the reader to make mistakes: give them a title, include the indications, the size of the sample, and the correct wording of the question.
• Be clear with messages. A researcher should always write every section of the report with an accuracy of details and language.
• Be creative with titles – Particularly in segmentation studies choose names “that give life to research”. Such names can survive for a long time after the initial investigation.
• Create an effective conclusion: The conclusion in the research reports is the most difficult to write, but it is an incredible opportunity to excel. Make a precise summary. Sometimes it helps to start the conclusion with something specific, then it describes the most important part of the study, and finally, it provides the implications of the conclusions.
• Get a couple more pair of eyes to read the report. Writers have trouble detecting their own mistakes. But they are responsible for what is presented. Ensure it has been approved by colleagues or friends before sending the find draft out.

Learn more: Market Research and Analysis

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Some academic assignments ask for a ‘report’, rather than an essay, and students are often confused about what that really means.

Likewise, in business, confronted with a request for a ‘report’ to a senior manager, many people struggle to know what to write.

Confusion often arises about the writing style, what to include, the language to use, the length of the document and other factors.

This page aims to disentangle some of these elements, and provide you with some advice designed to help you to write a good report.

What is a Report?

In academia there is some overlap between reports and essays, and the two words are sometimes used interchangeably, but reports are more likely to be needed for business, scientific and technical subjects, and in the workplace.

Whereas an essay presents arguments and reasoning, a report concentrates on facts.

Essentially, a report is a short, sharp, concise document which is written for a particular purpose and audience. It generally sets outs and analyses a situation or problem, often making recommendations for future action. It is a factual paper, and needs to be clear and well-structured.

Requirements for the precise form and content of a report will vary between organisation and departments and in study between courses, from tutor to tutor, as well as between subjects, so it’s worth finding out if there are any specific guidelines before you start.

Reports may contain some or all of the following elements:

• A description of a sequence of events or a situation;
• Some interpretation of the significance of these events or situation, whether solely your own analysis or informed by the views of others, always carefully referenced of course (see our page on Academic Referencing for more information);
• An evaluation of the facts or the results of your research;
• Discussion of the likely outcomes of future courses of action;
• Your recommendations as to a course of action; and
• Conclusions.

Not all of these elements will be essential in every report.

If you’re writing a report in the workplace, check whether there are any standard guidelines or structure that you need to use.

For example, in the UK many government departments have outline structures for reports to ministers that must be followed exactly.

Sections and Numbering

A report is designed to lead people through the information in a structured way, but also to enable them to find the information that they want quickly and easily.

Reports usually, therefore, have numbered sections and subsections, and a clear and full contents page listing each heading. It follows that page numbering is important.

Modern word processors have features to add tables of contents (ToC) and page numbers as well as styled headings; you should take advantage of these as they update automatically as you edit your report, moving, adding or deleting sections.

Report Writing

Getting started: prior preparation and planning.

The structure of a report is very important to lead the reader through your thinking to a course of action and/or decision. It’s worth taking a bit of time to plan it out beforehand.

Step 1: Know your brief

You will usually receive a clear brief for a report, including what you are studying and for whom the report should be prepared.

First of all, consider your brief very carefully and make sure that you are clear who the report is for (if you're a student then not just your tutor, but who it is supposed to be written for), and why you are writing it, as well as what you want the reader to do at the end of reading: make a decision or agree a recommendation, perhaps.

Step 2: Keep your brief in mind at all times

During your planning and writing, make sure that you keep your brief in mind: who are you writing for, and why are you writing?

All your thinking needs to be focused on that, which may require you to be ruthless in your reading and thinking. Anything irrelevant should be discarded.

As you read and research, try to organise your work into sections by theme, a bit like writing a Literature Review .

Make sure that you keep track of your references, especially for academic work. Although referencing is perhaps less important in the workplace, it’s also important that you can substantiate any assertions that you make so it’s helpful to keep track of your sources of information.

The Structure of a Report

Like the precise content, requirements for structure vary, so do check what’s set out in any guidance.

However, as a rough guide, you should plan to include at the very least an executive summary, introduction, the main body of your report, and a section containing your conclusions and any recommendations.

Executive Summary

The executive summary or abstract , for a scientific report, is a brief summary of the contents. It’s worth writing this last, when you know the key points to draw out. It should be no more than half a page to a page in length.

Remember the executive summary is designed to give busy 'executives' a quick summary of the contents of the report.

Introduction

The introduction sets out what you plan to say and provides a brief summary of the problem under discussion. It should also touch briefly on your conclusions.

Report Main Body

The main body of the report should be carefully structured in a way that leads the reader through the issue.

You should split it into sections using numbered sub-headings relating to themes or areas for consideration. For each theme, you should aim to set out clearly and concisely the main issue under discussion and any areas of difficulty or disagreement. It may also include experimental results. All the information that you present should be related back to the brief and the precise subject under discussion.

If it’s not relevant, leave it out.

Conclusions and Recommendations

The conclusion sets out what inferences you draw from the information, including any experimental results. It may include recommendations, or these may be included in a separate section.

Recommendations suggest how you think the situation could be improved, and should be specific, achievable and measurable. If your recommendations have financial implications, you should set these out clearly, with estimated costs if possible.

A Word on Writing Style

When writing a report, your aim should be to be absolutely clear. Above all, it should be easy to read and understand, even to someone with little knowledge of the subject area.

You should therefore aim for crisp, precise text, using plain English, and shorter words rather than longer, with short sentences.

You should also avoid jargon. If you have to use specialist language, you should explain each word as you use it. If you find that you’ve had to explain more than about five words, you’re probably using too much jargon, and need to replace some of it with simpler words.

Consider your audience. If the report is designed to be written for a particular person, check whether you should be writing it to ‘you’ or perhaps in the third person to a job role: ‘The Chief Executive may like to consider…’, or ‘The minister is recommended to agree…’, for example.

A Final Warning

As with any academic assignment or formal piece of writing, your work will benefit from being read over again and edited ruthlessly for sense and style.

Pay particular attention to whether all the information that you have included is relevant. Also remember to check tenses, which person you have written in, grammar and spelling. It’s also worth one last check against any requirements on structure.

For an academic assignment, make sure that you have referenced fully and correctly. As always, check that you have not inadvertently or deliberately plagiarised or copied anything without acknowledging it.

Finally, ask yourself:

“Does my report fulfil its purpose?”

Only if the answer is a resounding ‘yes’ should you send it off to its intended recipient.

Continue to: How to Write a Business Case Planning an Essay

See also: Business Writing Tips Study Skills Writing a Dissertation or Thesis

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Well, you're in the right place. In this blog, we will explain What is Report Writing and take you through the world of Report Writing step by step. We'll explore different Report types, learn about the Report Writing format, discover helpful tips, and even distinguish it from other types of writing. 

Table of Contents  

1) Understanding What is Report Writing? 

2) Types of Reports 

3) What is the Report Writing format?  

4) Tips for effective Report Writing 

5) Difference between Project Writing and Report Writing 

6) Conclusion 

Understanding What is Report Writing? 

Report Writing is the process of presenting information in a structured and organised way. It serves as a means of communicating facts, findings, or recommendations to a specific audience, typically in a written format. This type of writing is used in various fields, including academics, business, science, and government, to convey important details and insights. 

A Report typically starts with a clear purpose or objective. The Writer gathers relevant information through research, observation, or data collection. This data is then analysed and organised into a coherent document. Reports can vary in length, complexity, and style, depending on the intended audience and purpose. 

One of the key aspects of Report Writing is its structure. A typical Report consists of sections such as an introduction, methodology, findings or results, discussion, and a conclusion. These sections help readers understand the context, the process of gathering information, the outcomes, and the significance of the findings. 

Reports often include visual aids like charts, graphs, and tables to make complex data more accessible. Additionally, citing sources is essential to provide credibility and allow readers to verify the information.  

Types of Reports 

Different Types of Reports serve various purposes, and understanding their distinctions is crucial for effective communication in academic, professional, and organisational settings. Here, we'll explore four common types of Reports:  

Routine Reports 

Routine Reports are regular updates on ongoing activities, often within an organisation. These Reports provide concise information about daily or periodic operations, helping stakeholders stay informed and make informed decisions.  

They focus on facts and figures, avoid unnecessary details, and typically follow a standardised format. Examples include daily Sales Reports, Attendance Reports, And Inventory Status Reports. Routine Reports are essential for tracking performance and ensuring smooth operations. 

Special Reports 

Special Reports are more in-depth and are created for specific purposes, such as investigating a particular issue or analysing a unique situation. These Reports require extensive research and a comprehensive presentation of findings. They are often used to address complex problems or make critical decisions.  

For instance, a company might commission a Special Report to evaluate the impact of a new product launch, or a government agency might prepare a Special Report on the environmental impact of a policy change. Special Reports provide a thorough examination of a specific topic and often include detailed recommendations. 

Formal Reports 

Formal Reports are comprehensive and meticulously structured documents characterised by a standardised format. They usually include a title page, table of contents, executive summary, methodology, findings, discussion, recommendations, and conclusion. Formal Reports are common in academic and corporate environments, as well as in government and research institutions.  

They are used to present detailed information and analyses, often for decision-making or academic purposes. A thesis, a business proposal, or an annual Financial Report are examples of Formal Reports. These Reports require a high degree of professionalism and follow strict formatting and citation guidelines. 

Informal Reports 

Informal Reports are less structured and often used for internal communication within an organisation. They are generally shorter and more straightforward than Formal Reports, emphasising brevity and efficiency. Memos, email updates, and short Progress Reports are common examples of informal Reports. 

They serve to share information quickly, often within a department or among team members. Informal Reports are valuable for everyday communication, problem-solving, and decision-making within an organisation, and they do not require the extensive structure and formality of Formal Reports. 

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What is the Report Writing format?  

Report Writing Format is a way of organising and presenting information in a concise and clear manner. It usually follows a standard structure that can be adapted to different purposes and audiences. A typical Report Writing format consists of the following elements:  

a) Title page : This is the first page of the Report that contains the title, the author’s name, the date, and any other relevant information. 

b) Table of contents : This is an optional page that lists the sections and subsections of the Report with their corresponding page numbers. 

c) Executive summary (or abstract) : This serves as a concise summary outlining the key points and discoveries within the Report. It should be written in a clear and concise manner and highlight the purpose, scope, methodology, results, analysis, conclusion, and recommendations of the Report. 

d) Introduction : This is the first section of the Report that introduces the topic, background, objectives, and scope of the Report. It should also provide a clear statement of the problem or research question that the Report aims to address. 

e) Methodology : This is the section that describes how the data or information was collected and analysed. It should explain the methods, tools, techniques, sources, and criteria used in the research or investigation. It should also mention any limitations or challenges encountered in the process. 

f) Findings/results : This is the section that presents the data or information obtained from the research or investigation. It should be organised in a logical and coherent manner, using headings, subheadings, tables, graphs, charts, and other visual aids to illustrate the key points and trends. 

g) Analysis and discussion : This is the section that interprets and evaluates the findings or results of the Report. It should explain what the data or information means, how it relates to the problem or research question, and what implications or conclusions can be drawn from it. It should also compare and contrast the findings or results with other relevant sources or literature. 

h) Conclusion : This is the final section of the Report that summarises the main points and findings of the Report. It should restate the purpose, objectives, and scope of the Report and provide a clear answer to the problem or research question. It should also highlight the main implications or contributions of the Report to the field or topic of interest. 

i) Recommendations : This is an optional section that provides suggestions or actions based on the findings or conclusions of the Report. It should be realistic, feasible, and specific and address any issues or gaps identified in the Report. 

j) References : This is a list of sources that were cited or consulted in the Report. It should follow a consistent citation style, such as APA, MLA, Harvard, etc. 

k) Appendices : These are additional materials that support or supplement the main content of the Report. They may include data tables, calculations, questionnaires, interview transcripts, etc. 

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Tips for effective Report Writing 

Here are some tips for effective Report Writing:  

a) Know your purpose and audience : Before you start writing, you should have a clear idea of why you are writing the Report and who will read it. This will help you decide what information to include, what tone and style to use, and how to structure and format your Report. 

b) Plan and research : You should plan your Report by outlining the main sections and sub-sections and identifying the key points and arguments you want to make. You should also research your topic thoroughly, using reliable and relevant sources and taking notes of the data and evidence you will use to support your claims. 

c) Write and edit : You should write your Report in a concise and clear manner, using simple and precise language and avoiding jargon and slang. You should also follow the Report Writing format that suits your purpose and audience and use headings, subheadings, bullet points, tables, graphs, charts, and other visual aids to organise and present your information. You should also edit your Report carefully, checking for spelling, grammar, punctuation, and formatting errors and ensuring that your Report is coherent and consistent. 

d) Use tools and software : You can use various tools and software to help you with your Report Writing process. For example, you can use Bing to search for information on your topic or to find examples of Reports written in different formats. You can write and edit your Report, using features such as grammar check, spell check, word count, citation manager, etc, in Google Docs or Microsoft Word. You can also use PowerPoint or Prezi to create and present your Report visually.

a) Purpose : Project Writing is usually done to demonstrate the student’s ability to apply their skills and knowledge to a specific problem or topic. Report Writing is usually done to present the results and findings of a research or investigation on a specific problem or topic. 

b) Format : Project Writing does not have a fixed format, but it may follow the structure of an essay, with an introduction, body, and conclusion. Report Writing has a fixed format, with a title page, table of contents, summary, introduction, methodology, findings/results, analysis/discussion, conclusion, recommendations, references, and appendices. 

c) Features : Project Writing is more creative and flexible than Report Writing. It may include personal opinions, reflections, or recommendations. Report Writing is more formal and objective than project writing. It should be based on reliable sources and data and avoid personal opinions or bias. 

d) Examples : Some examples of Project Writing are a business plan, a marketing campaign, a software development, a case study analysis, etc. Some examples of Report Writing are a Lab Report, a Market Research Report, a Scientific Report, a Feasibility Report, etc. 

Project Writing and Report Writing are different types of academic writing that require different skills and approaches. You should always check the requirements and expectations of your course and module handbooks, instructions from your lecturer, and your subject conventions before you start writing. 

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Conclusion 

Report Writing is a crucial skill that can open doors to various opportunities in your academic and professional life. By understanding What is Report Writing, the types of Reports, Report Writing formats, and following effective tips, you can become a proficient Report Writer. Moreover, recognising the differences between project writing, article writing, and Report Writing will help you choose the right approach for your communication needs. Finally, with the help of modern Report writing software, you can streamline the process and create impressive Reports that convey your message effectively.  

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How to Write Effective Research Reports

Frankline kibuacha | dec. 02, 2022 | 3 min. read.

A research report is a document that summarizes and provides an analysis of the findings of a research project. It is an important document that serves as a first-hand account of the research process, data, and findings of a research study, and it is typically considered an objective and accurate source of information.

There are a few questions a research report should answer:

• What are you researching?
• What is the goal of your research?
• What are your methods for researching?
• What did you find in your research?
• How does this compare to other findings?
• And what is the impact of this finding on the world?

A research report is normally organized into three broad sections. First, an introduction provides a brief background on the topic and introduces the reader to your perspective. The second section is the body of the report, which should include the research findings and supporting evidence. Finally, the conclusion, which summarizes your arguments and the implications of your study for future research.

Every year, GeoPoll carries out hundreds of research studies and produces reports on several topics, both for clients and internally commissioned studies. In this article, we highlight some tips for writing great reports from our experience.

Tips for writing excellent research reports

• Start from the basics – with an outline – It is a good idea to outline the research context and findings before taking the plunge, as it helps with the flow and structure of the research report. Once you have the broader information well documented, filling the gaps with the content and findings becomes more straightforward and sets the tone for the report.
• Consider the target audience – To guide the report, always keep the target audience in mind and then select a format that is clear, logical and obvious to the audience. A report meant for top decision-makers, for example, could be more concise than one meant for other researchers. Writing for the audience ensures that the research findings help the cause, so consider writing in their language to make it easy to understand at their level.
• Answer the research questions – Every effective research starts with a clear objective. In writing the report, make sure that the data provided contribute to the goal, which is, in reality, the real purpose for conducting the research in the first place.
• Be simple and clear – Research reports need not be complicated. Aim to write the report with an accuracy of details and language that is simplest and clearest to the reader. Use clear titles that clearly describe the following section in a way that readers will want to get into.
• Provide the methodology implemented – Researchers should also include a summary of the methods used to conduct the research, which provides the overall approaches and perspectives of the research process. The methodology details aspects such as the research objectives, the sample used , broken down into demographics such as gender, location, age, and other sample characteristics, data collection modes used, and data analysis methods. Sharing your methodology gives legitimacy to your research.
• Choose graphs correctly – Research reports often feature graphs to bring out data clearly. To fulfill this purpose, the graphs you use in your report must be clear enough so that the readers understand them themselves. Use clear titles, try and include the original question, and choose the best chart types to represent the data.
• Remain relevant – Not everything is genuinely essential to a research report, and you should aim at prioritizing only the significant discoveries. The idea of a research report is to present an abridged yet impactful version of your research, and it’s OK to exclude irrelevant information while highlighting only essential data and findings.
• Grammar and spelling are imperative – Even more important than most writings, research reports need to be written following the best language practices to help to understand the report and not unconsciously water down the seriousness of the information. Read aloud while writing to put yourself in the shoes of the reader. Use grammar and spell-checking tools and engage other people to proofread the report to ensure it reads well for the target audience.
• Choose an impactful title – A good research report title is brief, precise, and provides a clear idea of the underlying research so that readers can grasp the entire focus of your research from the title.
• Shoot for a strong conclusion – The conclusion in the research reports is primarily important because it summarizes the information and recommendations, and often, some readers skim through to the conclusion. Make a precise summary, highlight the findings that stand out, and provide the implications or courses of action derived from the research findings.

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Report Writing And Its Significance In Your Career

You reach the office at around 9.00 AM, switch on your system, and start working. It’s a usual workday for…

You reach the office at around 9.00 AM, switch on your system, and start working. It’s a usual workday for you until your manager comes to your desk and asks you to create a sales report. That’s the first time you’ve got such a task, and find yourself struggling with basic questions such as, “What’s a report?” and “How do I write one?”

What Is Report Writing?

Elements of report writing, importance of report writing.

You must have heard the term ‘report writing’ before.

According to the commonly known definition of report writing, a report is a formal document that elaborates on a topic using facts, charts, and graphs to support its arguments and findings.

Any report—whether it’s about a business event or one that describes the processes of various departments in a company—is meant for a particular type of audience.

But why do you think your manager wants you to create a report?

One simple answer is: an elaborate report prepared with evaluated facts helps solve complex problems. When managers come across certain business situations, they ask for comprehensive and well-thought-out reports that can help them design business plans.

Once you have an idea about what a report is, the next step is to understand how you can write one.

There are different types of reports, and each has a specific structure, usually known as ‘elements of the report’.

While we tell you what the elements of report writing are, if you want detailed guidance, you can go for Harappa Education’s Writing Proficiently course that talks about the popular PREP (Point of starting, Reason, Evidence, and Point of ending) model of report writing.

Every report starts with a title page and a table of contents, after which come the main sections–the executive summary, introduction, discussion, and conclusion.

Executive Summary:

Do you remember summary writing for English class during school days? You were asked to read a story or passage and write a summary, including the important takeaways. ( ambien )

That’s exactly what you are expected to do in a report’s executive summary section. This section presents a brief overview of the report’s contents. You should present the key points of the report in this section.

But why is it important to write an executive summary at the start of the report?

Firstly, the summary will help readers better understand the purpose, key points, and evidence you are going to present in the report. Secondly, readers who are in a hurry can read the summary for a preview of the report.

Here are some specifics that will help you write a clear and concise summary:

Include the purpose of your report and emphasize conclusions or recommendations.

Include only the essential or most significant information to support your theories and conclusions.

Follow the same sequence of information that you have used in the report.

Keep the summary length to 10-15% of the complete report.

Try not to introduce any new information or point in summary that you haven’t covered in the report.

The summary should communicate the message clearly and independently.

Introduction:  

The introduction section should:

Briefly describe the background and context of the research you have done.

Describe the change, problem, or issue related to the topic.

Define the relevant objectives and purpose of the report

Give hints about the overall answer to the problem covered in the report.

Comment on the limitations and any assumptions you have made to get to the conclusion.

Discussion:

This section serves two purposes:

It justifies the recommendations.

It explains the conclusions.

While you are writing the discussion section, make sure you do the following:

Present your analysis logically.

If needed, divide the information under appropriate headings to improving readability and ease of understanding.

Explain your points and back up your claims with strong and evaluated evidence.

Connect your theory with real-life scenarios

Conclusion:

The last key element of report writing is the conclusion section. Present the conclusion as follows:

• The primary conclusion should come first.

Identify and interpret the major problems related to the case your report is based on.

Relate to the objectives that you have mentioned in the introduction.

Keep the conclusion brief and specific.

Before you start writing a report, it’s important to understand the significance of the report. It’s also crucial to research independently instead of relying on data and trends available on the internet, besides structuring the report properly. Here’s why:

Decision-Making Tool

Organizations require a considerable amount of data and information on specific topics, scenarios, and situations. Managers and decision-makers often use business reports and research papers as information sources to make important business decisions and reach solutions.

Another reason that adds to the significance of report writing is that it is a collection of evaluated information.

Different types of activities by different departments define an organization. Think of the departments your organization has–development, sales, distribution, marketing, HR, and more. Each department follows defined processes and protocols that require many small and large activities on a daily basis.

It is impossible for the management to keep an eye on the different activities in each department.

That’s where the reports can help. With every department writing and maintaining periodic reports, keeping a tab of ongoing activities becomes easier for the management.

Professional Improvements

During the annual appraisal cycle, your manager will ask you to write reports to explain your position, level of work, and performance.

If you have ever wondered how your manager decided to promote your colleague and not you, the answer may lie in his well-presented report.

Quick Source For Problem-Solving

There’s no denying that managers require accurate information on various topics to make quick decisions. Often due to urgency, managers only rely on business reports as an authentic source of information. Almost every employee would have witnessed a situation that needed the manager’s attention urgently. Reports come in handy during such situations.

Report writing is a significant exercise in many ways for your professional life. If you are not well-versed with it already, you must start working on your report writing skills now. For more help or guidance to learn this new skill, sign up for Harappa’s Writing Proficiently course.

Make the most of your time at home and master this new skill. Work on many assignments, improve your skills, and become a pro at report writing.

Explore our Harappa Diaries section to learn more about topics related to the Communicate habit such as the Importance of Writing Skills and the Cycle of Communication .

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Why is report writing so important?

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Often report writing at university is presented as deceptively simple – all you need to do is ensure you follow the required report structure, and write clearly and concisely. But we know this isn’t as straightforward as it seems; although reports have to be easy to read, this doesn’t necessarily make them easy to write.

Reports are formally structured but you’ve probably discovered that what is needed for a report in one discipline is likely to be different from a report in another discipline. Also expectations can be different from one report to the next, even within the same subject.

Writing concisely and clearly takes time. You have to work out exactly what your audience wants to know in order to make sure you are writing relevant information.

So, the truth is there is no set formula for writing a report – every report is different. Each one depends on what the purpose is, who you are writing for and the kind of research that you are reporting.

So if every report is different, how can you tell what makes a good report? The key is to understand the purpose of report writing rather than just what goes in each section.

The keys to writing good reports are:

Understanding the types of writing a report involves Being able to identify the audience and purpose of your report Knowing how reports are read by your audience Knowing the purpose of each section in a report (not just where the information goes) Understanding how good organisation of your report helps the reader find the information they want Being able to communicate well both in writing  and using graphical data

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Learning Outcomes

An explanation of why reports are a critical format for presenting research results. Includes a brief outline stating the identifyable traits of a good report.

Additional Resource Information

View resources by author(s): LearnHigher

Institution(s): LearnHigher

License: Creative Commons licence CC BY-NC-SA 4.0

Categories: LearnHigher Resources | Report Writing

Published: 15/01/2012

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• How to Write a Discussion Section | Tips & Examples

How to Write a Discussion Section | Tips & Examples

Published on August 21, 2022 by Shona McCombes . Revised on July 18, 2023.

The discussion section is where you delve into the meaning, importance, and relevance of your results .

It should focus on explaining and evaluating what you found, showing how it relates to your literature review and paper or dissertation topic , and making an argument in support of your overall conclusion. It should not be a second results section.

There are different ways to write this section, but you can focus your writing around these key elements:

• Summary : A brief recap of your key results
• Interpretations: What do your results mean?
• Implications: Why do your results matter?
• Limitations: What can’t your results tell us?
• Recommendations: Avenues for further studies or analyses

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Table of contents

What not to include in your discussion section, step 1: summarize your key findings, step 2: give your interpretations, step 3: discuss the implications, step 4: acknowledge the limitations, step 5: share your recommendations, discussion section example, other interesting articles, frequently asked questions about discussion sections.

There are a few common mistakes to avoid when writing the discussion section of your paper.

• Don’t introduce new results: You should only discuss the data that you have already reported in your results section .
• Don’t make inflated claims: Avoid overinterpretation and speculation that isn’t directly supported by your data.
• Don’t undermine your research: The discussion of limitations should aim to strengthen your credibility, not emphasize weaknesses or failures.

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Start this section by reiterating your research problem and concisely summarizing your major findings. To speed up the process you can use a summarizer to quickly get an overview of all important findings. Don’t just repeat all the data you have already reported—aim for a clear statement of the overall result that directly answers your main research question . This should be no more than one paragraph.

Many students struggle with the differences between a discussion section and a results section . The crux of the matter is that your results sections should present your results, and your discussion section should subjectively evaluate them. Try not to blend elements of these two sections, in order to keep your paper sharp.

• The results indicate that…
• The study demonstrates a correlation between…
• This analysis supports the theory that…
• The data suggest that…

The meaning of your results may seem obvious to you, but it’s important to spell out their significance for your reader, showing exactly how they answer your research question.

The form of your interpretations will depend on the type of research, but some typical approaches to interpreting the data include:

• Identifying correlations , patterns, and relationships among the data
• Discussing whether the results met your expectations or supported your hypotheses
• Contextualizing your findings within previous research and theory
• Explaining unexpected results and evaluating their significance
• Considering possible alternative explanations and making an argument for your position

You can organize your discussion around key themes, hypotheses, or research questions, following the same structure as your results section. Alternatively, you can also begin by highlighting the most significant or unexpected results.

• In line with the hypothesis…
• Contrary to the hypothesized association…
• The results contradict the claims of Smith (2022) that…
• The results might suggest that x . However, based on the findings of similar studies, a more plausible explanation is y .

As well as giving your own interpretations, make sure to relate your results back to the scholarly work that you surveyed in the literature review . The discussion should show how your findings fit with existing knowledge, what new insights they contribute, and what consequences they have for theory or practice.

Ask yourself these questions:

• Do your results support or challenge existing theories? If they support existing theories, what new information do they contribute? If they challenge existing theories, why do you think that is?
• Are there any practical implications?

Your overall aim is to show the reader exactly what your research has contributed, and why they should care.

• These results build on existing evidence of…
• The results do not fit with the theory that…
• The experiment provides a new insight into the relationship between…
• These results should be taken into account when considering how to…
• The data contribute a clearer understanding of…
• While previous research has focused on  x , these results demonstrate that y .

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Even the best research has its limitations. Acknowledging these is important to demonstrate your credibility. Limitations aren’t about listing your errors, but about providing an accurate picture of what can and cannot be concluded from your study.

Limitations might be due to your overall research design, specific methodological choices , or unanticipated obstacles that emerged during your research process.

Here are a few common possibilities:

• If your sample size was small or limited to a specific group of people, explain how generalizability is limited.
• If you encountered problems when gathering or analyzing data, explain how these influenced the results.
• If there are potential confounding variables that you were unable to control, acknowledge the effect these may have had.

After noting the limitations, you can reiterate why the results are nonetheless valid for the purpose of answering your research question.

• The generalizability of the results is limited by…
• The reliability of these data is impacted by…
• Due to the lack of data on x , the results cannot confirm…
• The methodological choices were constrained by…
• It is beyond the scope of this study to…

Based on the discussion of your results, you can make recommendations for practical implementation or further research. Sometimes, the recommendations are saved for the conclusion .

Suggestions for further research can lead directly from the limitations. Don’t just state that more studies should be done—give concrete ideas for how future work can build on areas that your own research was unable to address.

• Further research is needed to establish…
• Future studies should take into account…
• Avenues for future research include…

If you want to know more about AI for academic writing, AI tools, or research bias, make sure to check out some of our other articles with explanations and examples or go directly to our tools!

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In the discussion , you explore the meaning and relevance of your research results , explaining how they fit with existing research and theory. Discuss:

• Your  interpretations : what do the results tell us?
• The  implications : why do the results matter?
• The  limitation s : what can’t the results tell us?

The results chapter or section simply and objectively reports what you found, without speculating on why you found these results. The discussion interprets the meaning of the results, puts them in context, and explains why they matter.

In qualitative research , results and discussion are sometimes combined. But in quantitative research , it’s considered important to separate the objective results from your interpretation of them.

In a thesis or dissertation, the discussion is an in-depth exploration of the results, going into detail about the meaning of your findings and citing relevant sources to put them in context.

The conclusion is more shorter and more general: it concisely answers your main research question and makes recommendations based on your overall findings.

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What is Report Writing? Parts, Types, Structure, Process

• Post last modified: 4 June 2023
• Reading time: 30 mins read
• Post category: Business Communication

• What is Report Writing?

Report writing is a formal style of presenting objective facts and information. There can be various types of reports, such as academic reports, science reports, business reports, technical reports, and news reports. A report can be verbal or written. However, a written report is more formal than a verbal report.

Table of Content

• 1 What is Report Writing?
• 2 Report Writing Definition
• 3 Report Writing Advantage
• 4.1 Introduction
• 4.2 Background
• 4.3 Findings
• 4.4 Conclusions
• 4.5 Recommendations
• 5.1 Informational reports
• 5.2 Analytical reports
• 5.3 News reports
• 6.2 Remaining details
• 6.3 Informational news report
• 6.4 Analytical news report
• 6.5 Additional details
• 6.6 Concluding sentence
• 7.1 Identify
• 7.2 Research
• 7.3 Organise
• 8 Feasibility Reports
• 9.1 Cover letter
• 9.2 Executive summary
• 9.3 Proposal
• 9.4 Pricing information
• 9.5 Terms and conditions

Report Writing Definition

Report writing is the process of organizing and presenting information in a clear, concise, and objective manner for a specific audience. It involves gathering data, analyzing it, and presenting it in a format that is easy to understand and relevant to the topic at hand. – The University of Wisconsin Writing Center

Report writing is the art of communicating information that has been acquired through research or investigation in a formal, structured manner. It involves synthesizing information, drawing conclusions, and making recommendations based on the findings. – The American Management Association

Report writing is the process of creating a document that provides information, analysis, and recommendations on a particular topic or issue. It requires the ability to organize and present data in a logical and meaningful way, as well as to convey complex ideas in a clear and concise manner. – The International Business Communication Standards (IBCS)

Report Writing Advantage

A written report also provides the following advantages:

• A written report presents a formal record of a transaction, which is not possible in a verbal report.
• A written report conveys a message without any distortion. On the other hand, a message can be easily misrepresented in a verbal report.
• A written report is more convenient for lengthy and distant communication.
• A written report requires a reader to think before responding to a message.
• Facts, figures and statistical data can be better represented graphically in a written report.

However, writing a report is not as easy as drafting a formal e-mail. A report is a brief, precise document. It is written for a specific audience with some specific objective. To write a report, you need to first thoroughly understand the purpose of report writing, then research information from various sources, verify the validity of information, analyse information, and then present findings or results. These findings must be reported objectively without personal biases.

A well-written report must have an effective objective analysis. Based on the analysis, you can recommend possible courses of action for the future. However, it is up to the report reader to accept the recommendations.

Therefore, while report writing, you must pay attention to why you are writing the report and who has asked you to write the report. This will help you investigate the information appropriately.

Parts of a Report

Following are the main sections of a formal report :

Introduction

Conclusions, recommendations.

This section indicates the purpose of the report, who has ordered the report, how the data is collected, and whether any recommendations are provided. In addition, the introduction section may also provide information on who has written the report and the date on which it is submitted.

This section provides the background of a problem or a situation on which the report is written. In case the report is too lengthy, then instead of introduction, an executive summary should be written.

The purpose of an executive summary is to enable top executives and managers to get a quick snapshot of a long report without reading the entire report. Therefore, the executive summary comes before introduction. Of course, then there would be no background section.

This is the longest section of a report, which is written after the investigation is over. This section presents factual information without any interpretation or suggestions.

Each finding is summarised as a conclusion in this section. In the above sample report, there are four conclusions based on the summary of each paragraph in the findings section. These conclusions are listed numerically in the same order as the corresponding findings.

The final section provides a numbered list of recommendations, which are based on the list of the conclusion. Each recommendation uses the verb should. This is because the writer is simply giving suggestions and not making a decision. Therefore, the verb should is used instead of the verb will. However, there are exceptions:

• To give a strong recommendation: Use the verb must. For example, ‘The team managers must ensure that the break hours are not shortened.’
• To give a weak recommendation: Use the verb could. For example, ‘Having a coffee dispenser in the facility could boost the staff morale.’

Types of Reports

Reports exist in our academics and workplaces in so many forms that we may not even be aware of them. For example, a student submits a laboratory report to communicate the methods and results of scientific experiments conducted in a lab.

Academicians and business people use research reports to view scientific studies of an issue or a problem. Policy-makers read field study reports to read about the ground situation from branch offices and manufacturing plants. Similarly, there are progress reports, technical reports, functional reports, case studies, etc.

All these reports share the attributes, principles, and format of report writing, which are described above. These reports can be organised into three groups:

Informational reports

Analytical reports, news reports.

An informational report is used to objectively present information without any analysis. Examples of informational reports include the First Information Report (FIR), annual reports, monthly financial reports, or employee attrition reports. These reports only report the facts as they are.

For example, the police write an FIR to record details about a cognisable offence, such as personal details of the complainant/informant, place, date and time of occurrence, offence, description of the accused, witnesses, and complaint.

Similarly, a company presents an annual report to its shareholders to present details of its business activities and finances of the previous financial year. An informational report presents objective facts without analysing the reasons and conditions behind the reported situation.

For example, if someone wants to study information on a field trip, then he can ask for a site visit report. Similarly, if a manager wants to view the feedback of a training programme, then he can ask for the training feedback report from the trainer. If the head of a department wants to get an update on the different projects in his department, he can ask for progress reports from different project managers.

An analytical report evaluates a problem or an issue and presents the outcomes of analysis to explain the causes of the problem, demonstrate relationships, or make recommendations.

For example, a scientific or market research report studies a problem scientifically by developing a hypothesis, gathering data, analysing data, and presenting findings and conclusions.

Similarly, a feasibility analysis report studies a problem and predicts whether the current solution or alternatives will be practical or will produce the desired outcome. Whenever you need to make a critical decision, then an analytical report is prepared. These reports help the decision-maker(s) analyse the prevailing situation.

For example, a company wants to decide where to open a branch office in a particular area. In this situation, an analytical report can evaluate the details of the property, such as infrastructure, land cost, competitive stores, etc., and then recommend the best site from the available options.

If you are working as or aspire to be a journalist, then you may need to write a press report. A press report is a newsworthy article in a newspaper, magazine or website. It is different from the press release by companies. A press release is an official statement of a company on an important subject or event. A press release generally focuses on one particular subject, such as a milestone, a launch, an anniversary, etc.

On the other hand, a press report discusses the subject in detail. A press release is a marketing tool used by companies to keep the general public and the media updated about its newsworthy occasions. It helps build a company’s visibility in the minds of its customers and community at large.

A press release is generally prepared by a company’s marketing or Public Relations (PR) team, whereas a press report is written by an independent journalist. Therefore, a press report presents more objective information than a press release, which is a company’s promotional mouthpiece. Just like informational and analytical reports, a press report requires considerable research on a subject before it is written credibly.

The author must ask the 5 Ws and 1 H – who, what, where, why, when, and how. Questions arise in the following manner:

• What happened?
• Where did it happen?
• When did it happen?
• Who was involved?
• Why did it happen?
• How did it happen?

After finding the answers, he must note down all the relevant facts that must be mentioned in the news report. These facts can be organised into the following three groups:

• Vital and interesting facts
• Not vital but interesting facts
• Not vital, not interesting, but related facts

By organising information into the above groups, the author will be able to include all the relevant facts into the news report. The facts must be specific. If there are gaps in the story and the related information is not available, then questions can be marked against them so that these can be researched further.

Next, the author must decide the type of news report he wants to write – informational or analytical. The former will provide objective and straightforward information, whereas the latter will also provide the author’s opinion on the subject.

After determining the type of news report to write, the author must create an outline or structure of the report. The most common structure is an inverted triangle, where the most important information is at the top.

A news report must provide the information that the readers want as soon as possible. If the news report is for a newspaper, then the most important news must be above the “fold”. The “fold” is the crease in the newspaper when it is folded in half. All the engaging stories are above the fold. Similarly, on a website, the most important information is at the top of the screen before one has to scroll down.

A news report must be written according to the audience. The author should ask the 5Ws with respect to the audience reaction, such as:

• Who is the audience?
• Where is the audience?
• What does the audience want to read?
• Why do they want to read it?
• When will they read it?

Structure of News Report

Finally, the structure of a news report is as follows:

Remaining details

Informational news report, analytical news report, additional details, concluding sentence.

The leading sentence of a news report is the most important section. It should tell what the news report is all about, why it is important, and what information the rest of the news report provides.

These provide the basic information of what happened, where it happened, when it happened, who was involved, and why it was remarkable.

In this report, the remaining details provide more information about the newsworthy item.

In this report, the remaining details also provide the opinion of the author.

These details help the reader learn more about the newsworthy item, such as additional facts about the subject, contact information, or interview quotes. These details comprise transitional elements that help build the flow of information. In an analytical report, these can also include counter-arguments and their authors.

The news report should end with a concluding sentence, which repeats the leading statement or a statement mentioning future developments.

Report Writing Process

This process will ensure that your report is accurate, clear, comprehensive and credible.

Before writing a report, identify the following parameters:

• Issue or problem : Identify the issue or problem to analyse.
• Audience : Identify who the audience is. Find out their background information. Determine why they would want to read the report.
• Purpose : Determine the purpose for which the report will be used.
• Scope and limitations : Identify the scope of the report. Determine the limitations of report writing.
• Expectations : Determine expectations regarding the format or structure of the report. Identify the models available for report writing. Determine whether there is a style guide and/or a marketing guide.

To research the facts or information for report writing:

• Plan : Make a draft plan on how to analyse the problem and present the objective of the report.
• Collect data: Collect information based on the purpose of the report.
• Analyse : Finally, analyse and evaluate the collected information.

After gathering and analysing the required information, organise it as follows:

• Main points : Identify the main points of the report. These main points should be supported by adequate evidence.
• Additional information : Identify the supporting information that analyses and confirms the main points. This information should be placed in appendices.
• Logical structure : Organise the entire information into a logical structure to help the readers easily navigate to the desired part of the report.
• Write : After deciding the logical structure of the report, fill in the elements of the report, including executive summary, main body, introduction and conclusion.
• Revise : Finally, verify if it is appropriate for the problem, audience, and purpose.

Feasibility Reports

A feasibility report is a written document that analyses the proposed solution and examines whether it is feasible considering various types of constraints such as financial, social, environmental, social, technical, and legal that can make it impossible for a solution to be opted.

Feasibility reports assess the practicality of following a particular course of action for a project. It advises whether it will be feasible to opt for a particular course of action or will this proposal or plan work? These are written internal reports that advise on consolidating departments or to organise a wellness programme for employees or to outsource company’s accounting or social media or to move the manufacturing unit to a new location.

Some companies hire a professional consultant to write feasibility reports in order to investigate a problem. These reports help in deciding whether to proceed or reject the proposed option.

• Overview of the Project
• Objectives of the Project
• The Need for the Project
• Overview of Existing Systems and Technologies
• Scope of the Project
• Deliverables
• Financial Feasibility
• Technical Feasibility
• Resource and Time Feasibility
• Risk Feasibility
• Social/Legal Feasibility
• Considerations

Proposal Writing

A business proposal is defined as a written document from a seller that offers a particular service or product to a prospective buyer. Business proposals are important in scenarios where a buyer might consider multiple prices in a transaction.

A good business proposal considers the buyer’s requirements and puts forth the seller’s proposal in a way that favours the seller’s products and services, and persuades the buyer about the offer. A business proposal is a critical document as it determines the difference between success and failure in a venture. Business proposals can be:

• Solicited : These are requested by clients themselves or submitted in response to an advertisement published by the client. Solicited business proposals generally have a better chance of success since they are tailored to the requirements of the person receiving the proposal.
• Unsolicited : These are submitted to potential clients even though they did not request for one. These are non-specific proposals and have no direct connection to the client’s requirements. Sellers use them to market a product or service to a prospective customer.

Because proposals are time-consuming, it is the best to start with available templates if possible. You will save a lot of time if you start with a proposal template that matches what you need and then customise it according to your requirements.

A business proposal includes various sections which are defined as follows:

Cover letter

Executive summary, pricing information, terms and conditions.

In the other article, you studied writing cover letters for a job application. A business proposal also needs a cover letter because a good cover letter will stimulate interest in the proposal. Make sure to highlight your positives and personalise them to the client to whom you are sending the business proposal.

This is where you give the client a ‘problem statement’ to help him identify the challenges and requirements in his business. This is because in order to persuade the client to do business with you, you first need to make sure that the client realises they have those needs. Then you briefly state how you will be able to help them meet those requirements.

The proposal is the part where you offer a detailed solution to the challenges and needs of the prospective client. This is the main reason for submitting a business proposal so it should be as detailed as possible, addressing all the needs of the client.

You should explain to the client all services that you can provide. You should tailor your list of services to suit the particular client’s needs but include other services that you may provide. Also include an estimated project schedule and time frame.

Most buyers consider the price of services before offering a contract. Thus, getting accurate pricing information is crucial. However, two points must be kept in mind. One it is important to be exact with the pricing and the second is to never negotiate below what you think the project is worth.

For smaller projects, a ‘fee summary’ will do the job. But a ‘fee schedule’ is needed for bigger projects, where payments need to be broken down to specific milestones.

It is in your interest to get legal counsel to review the proposal as this will cover your business against claims.

Business Communication Notes

( Click on Topic to Read )

• What is Business Communication?
• What is Communication?
• Types of Communication
• 7 C of Communication
• Barriers To Business Communication
• Oral Communication
• Types Of Non Verbal Communication
• What is Written Communication?
• What are Soft Skills?
• Interpersonal vs Intrapersonal communication
• Barriers to Communication
• Importance of Communication Skills
• Listening in Communication

Causes of Miscommunication

• What is Johari Window?
• What is Presentation?

Communication Styles

• Channels of Communication

Hofstede’s Dimensions of Cultural Differences and Benett’s Stages of Intercultural Sensitivity

Organisational communication.

• Horizontal C ommunication
• Grapevine Communication
• Downward Communication
• Verbal Communication Skills
• Upward Communication
• Flow of Communication
• What is Emotional Intelligence?
• What is Public Speaking?
• Upward vs Downward Communication
• Internal vs External Communication
• What is Group Discussion?
• What is Interview?
• What is Negotiation?
• What is Digital Communication?
• What is Letter Writing?
• Resume and Covering Letter
• What is Business Meeting?
• What is Public Relations?
• What Is Market Segmentation?
• What Is Marketing Mix?
• Marketing Concept
• Marketing Management Process
• What Is Marketing Environment?
• What Is Consumer Behaviour?
• Business Buyer Behaviour
• Demand Forecasting
• 7 Stages Of New Product Development
• Methods Of Pricing
• What Is Public Relations?
• What Is Marketing Management?
• What Is Sales Promotion?
• Types Of Sales Promotion
• Techniques Of Sales Promotion
• What Is Personal Selling?
• What Is Advertising?
• Market Entry Strategy
• What Is Marketing Planning?
• Segmentation Targeting And Positioning
• Brand Building Process
• Kotler Five Product Level Model
• Classification Of Products
• Types Of Logistics
• What Is Consumer Research?
• What Is DAGMAR?
• Consumer Behaviour Models
• What Is Green Marketing?
• What Is Electronic Commerce?
• Agricultural Cooperative Marketing
• What Is Marketing Control?
• What Is Marketing Communication?
• What Is Pricing?
• Models Of Communication
• What is Sales Management?
• Objectives of Sales Management
• Responsibilities and Skills of Sales Manager
• Theories of Personal Selling
• What is Sales Forecasting?
• Methods of Sales Forecasting
• Purpose of Sales Budgeting
• Methods of Sales Budgeting
• Types of Sales Budgeting
• Sales Budgeting Process
• What is Sales Quotas?
• What is Selling by Objectives (SBO) ?
• What is Sales Organisation?
• Types of Sales Force Structure
• Recruiting and Selecting Sales Personnel
• Training and Development of Salesforce
• Compensating the Sales Force
• Time and Territory Management
• What Is Logistics?
• What Is Logistics System?
• Technologies in Logistics
• What Is Distribution Management?
• What Is Marketing Intermediaries?
• Conventional Distribution System
• Functions of Distribution Channels
• What is Channel Design?
• Types of Wholesalers and Retailers
• What is Vertical Marketing Systems?
• What i s Marketing?
• What i s A BCG Matrix?
• 5 M’S Of Advertising
• What i s Direct Marketing?
• Marketing Mix For Services
• What Market Intelligence System?
• What i s Trade Union?
• What Is International Marketing?
• World Trade Organization (WTO)
• What i s International Marketing Research?
• What is Exporting?
• What is Licensing?
• What is Franchising?
• What is Joint Venture?
• What is Turnkey Projects?
• What is Management Contracts?
• What is Foreign Direct Investment?
• Factors That Influence Entry Mode Choice In Foreign Markets
• What is Price Escalations?
• What is Transfer Pricing?
• Integrated Marketing Communication (IMC)
• What is Promotion Mix?
• Factors Affecting Promotion Mix
• Functions & Role Of Advertising
• What is Database Marketing?
• What is Advertising Budget?
• What is Advertising Agency?
• What is Market Intelligence?
• What is Industrial Marketing?
• What is Customer Value
• What is Consumer Behaviour?
• What Is Personality?
• What Is Perception?
• What Is Learning?
• What Is Attitude?
• What Is Motivation?
• Consumer Imagery
• Consumer Attitude Formation
• What Is Culture?
• Consumer Decision Making Process
• Applications of Consumer Behaviour in Marketing
• Motivational Research
• Theoretical Approaches to Study of Consumer Behaviour
• Consumer Involvement
• Consumer Lifestyle
• Theories of Personality
• Outlet Selection
• Organizational Buying Behaviour
• Reference Groups
• Consumer Protection Act, 1986
• Diffusion of Innovation
• Opinion Leaders
• What is Business Law?
• Indian Contract Act 1872
• Essential Elements of a Valid Contract
• Types of Contract
• What is Discharge of Contract?
• Performance of Contract
• Sales of Goods Act 1930
• Goods & Price: Contract of Sale
• Conditions and Warranties
• Doctrine of Caveat Emptor
• Transfer of Property
• Rights of Unpaid Seller
• Negotiable Instruments Act 1881
• Types of Negotiable Instruments
• Types of Endorsement
• What is Promissory Note?
• What is Cheque?
• What is Crossing of Cheque?
• What is Bill of Exchange?
• What is Offer?
• Limited Liability Partnership Act 2008
• Memorandum of Association
• Articles of Association
• What is Director?
• Trade Unions Act, 1926
• Industrial Disputes Act 1947
• Employee State Insurance Act 1948
• Payment of Wages Act 1936
• Payment of Bonus Act 1965
• Labour Law in India
• What is Brand Management?
• 4 Steps of Strategic Brand Management Process
• Customer Based Brand Equity
• What is Brand Equity?

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