✏ Table of Content :
What is Research Report ?
Once the researcher has completed data collection, data processing, developing and testing hypotheses, and interpretation of responses, the next important phase in research is the preparation of project/research report. Research report is very essential for the communication of research findings to its potential users.
The purpose of a research report is to communicate the findings and results of a research study or investigation. It serves as a formal document that presents the research process, methodology, analysis, and conclusions to a specific audience, such as researchers, academics, professionals, or decision-makers.
According to Lancaster, "A report is a statement of collected and considered facts, so drawn-up as to give a clear and concise information to persons who are not already in possession of the full facts of the subject matter of the report".
When the results of a research are communicated in a written form, it is called "research report". It contains the methodology used for conducting research, the approaches for performing the research, the precautions taken for data collection, the final results or solutions for the research problem, and suggestions for solving related problems. This result can be implemented for effective decision-making by the managers.
Generally, the top management is not interested in the procedure or methodology undertaken in the research, but wants to get the final outcome, Hence, research report acts as a presentation that highlights the procedure and methodology adopted by the researcher. Research report presents the complete procedure in a comprehensive way that in tum helps the management in making crucial decisions, Writing a research report follows a particular format, sequence, and writing style. To make a research report more effective, various charts, graphs, diagrams. tables, etc., can be used. By using different representation techniques, researchers are able to convince the audience as well as the management in an effective way.
Function of Reports
Following functions or features are performed by research reports:
1) Keeps Permanent Record of the Research:
Reports aid in keeping the permanent records of various past researches so that these can be utilized in future researches.
2) Awareness:
Reports facilitate awareness regarding new information, standards, interpretations, etc., that are obtained from various researches. This helps in improving the knowledge and can be shared with others.
3) Formulation of Principles:
A research report allows carrying-out many other small researches systematically that help in formulating certain principle or a concept. Therefore, it is one of the prime concerns for an effective research that it should allow making such principles.
4) Validate Other's Work:
Research report facilitates learning from the overall process. With the help of footnotes and bibliography, the researchers pay due credit to the other researchers as well. This also validates the work of other researchers.
Purpose of Research Report
The objective of a research report is to present the findings of a research study in a structured and comprehensive manner. It serves several important purposes, including:
1) Communicating research findings:
The primary objective of a research report is to communicate the results of a research study to a specific audience, such as researchers, academics, professionals, or policymakers. It provides a detailed account of the research methodology, data analysis, and key findings, ensuring that the information is disseminated to the intended audience.
2) Providing a record of the research:
A research report serves as a documented record of the research process. It includes information about the research design, data collection methods, data analysis techniques, and any challenges or limitations encountered during the study. This record ensures that the research can be replicated, verified, or built upon by other researchers in the future.
3) Validating research outcomes:
Research reports undergo a peer review process, which involves evaluation by experts in the field. This process ensures the quality and validity of the research outcomes. The objective is to receive constructive feedback, address any concerns or weaknesses, and improve the research study before its publication.
4) Supporting evidence-based decision-making:
Research reports provide evidence and insights that can inform decision-making processes. Policymakers, professionals, and other stakeholders rely on research findings to make informed decisions, develop strategies, or implement practices. By presenting the research outcomes in a clear and concise manner, the objective is to facilitate evidence-based decision-making in various fields.
5) Contributing to the knowledge base:
Research reports contribute to the existing body of knowledge in a particular field. By sharing research findings, methodologies, and insights, they expand the understanding and awareness of a subject or problem. The objective is to add to the collective knowledge and provide a foundation for further research and innovation.
6) Influencing policy and practice:
Well-conducted and well-documented research reports have the potential to influence policy development, practices, and societal changes. Policymakers and practitioners often rely on research reports to understand the implications of certain actions, evaluate the effectiveness of interventions, or propose new approaches. The objective is to have a real-world impact by influencing policy decisions and improving practices.
Types of Research Report
Project reports are of following types:
1) Technical Report:
Technical reports are the reports which contain detailed information about the research problem and its findings. Usually they are studied by specific individuals who are interested in research methodology. Such reports include detailed description of used methods for research design such as universe selection, sample preparation, designing questionnaire, identifying potential data sources, etc. Each and every step and method or tool is fully described in these reports. While preparing technical reports, it is assumed that the users of such reports have knowledge about research methodology and hence, the language of these reports is technical. One can use technical reports in a situation, where it is required to statistically analyze the collected data. It is also used in performing series of research studies, where 1 the methodology can be repetitively used.
2) Manuscripts for Journal Articles:
When the report is presented in a specific layout or design for publishing it in an academic or scientific journal, it is known as "manuscripts for journal articles". Journal articles are the concise and complete presentation of a particular research study. While, technical reports present the detailed description of all the activities in a research, journal articles are known for presenting only few critical areas or findings of a study. The readers or audience of journal articles include other researchers, management and executives, strategic analysts and general public, interested in the topic. Generally, a manuscript for a journal article is 10 to 30 pages long. Sometimes there is page or word limit for preparing the report, Mainly manuscript for a journal article is submitted online, although sometimes paper copies are also sent by ordinary mail.
3) Thesis and Dissertations:
A thesis or dissertation is a type of research report, which is typically prepared by a student pursuing & Masters, PhD, or other higher degree. Like other normal research reports, the thesis or dissertation usually describes the design, tools or methods and results of the student's research in detail. A detailed section named literature review is given in such reports, which includes the literature and previous studies on the topic. Firstly the work or research of the student is analyzed by a professional researcher or an expert of that particular research field, then the thesis is written under the guidance of a professional supervisor. These dissertations and theses are written in about 120 to 300 pages. Generally, the university or institution decides the length of dissertation or theses. A distinctive feature of a thesis or a dissertation is that it is quite economical, as it requires few printed and bound copies of report. Sometimes electronic copies are required to be submitted along with the hard copy of thesis or dissertations Compact dices (CDs) are used to generate the electronic copy.
4) Popular Report:
Popular report is prepared for the use of administrators, executives, or managers. It is simple and attractive in form of report. Clear and concise statements are used with less technical or statistical terms. Data representation is kept very simple through minimal use of graphs and charts. It has a different format than that of a technical by liberally using margins and blank spaces. The style of writing a popular report is journalistic and precise. It is written to facilitate reading rapidly and comprehending quickly.
5) Interim Report:
Interim report is a kind of report which is prepared to show the sponsors, the progress of research work before the final presentation of report. It is prepared when there is a certain time gap between the data collection and presentation. In this scenario, the completed portion of data analysis along with its findings is described in a particular interim report.
6) Summary Report:
This type of report is related to the interest of general public. The findings of such report are helpful for decision making of general users. The language used for preparing summary report is comprehensive and simple. Many graphs or tables are used which make the report easily understandable. The main focus of this report is on objectives, findings, and implications of research issue.
7) Research Abstract:
Research abstract is the short presentation of technical report All the elements of a particular technical report, such as, research problem, objectives, sampling techniques, etc., are described in research abstract but the description is concise and easy.
8) Business Reports:
Business reports are used to convey information and analysis related to organizational activities, operations, and decision-making. They can cover a range of topics, such as financial reports, market research reports, project progress reports, and feasibility studies. Business reports often include an executive summary, introduction, methods or procedures, findings, recommendations, and conclusion sections.
9) Incident Reports:
Incident reports are used to document and report specific incidents or accidents that occur within organizations, institutions, or public spaces. These reports provide a detailed account of the event, including the date, time, location, individuals involved, descriptions of the incident, and any relevant evidence or witnesses. Incident reports are crucial for legal, safety, and administrative purposes.
10) Investigative Reports:
Investigative reports are prepared to document the findings and conclusions of investigations or inquiries. They are commonly used in legal, law enforcement, or compliance settings. Investigative reports provide a comprehensive overview of the investigation process, evidence gathered, witness statements, analysis, and conclusions or recommendations.
Components of Research Report
Research reports are written in a specific format/structure. This structure is followed to avoid the ambiguity by bringing clarity in the report. The format and writing style of research report varies according to the nature of report. A general structure of research report has following layout:
1) Title Page:
This is the first page of a research report, where the title of research is mentioned. When deciding the title, it should be kept in mind that it should be able to explain the objective of research. It should also be able to get the attention of a reader instantly. Along with the title, the topic of research, the name of researcher, the agency or institution for which it has been prepared, date, and place of submission of report should also be mentioned.
2) Table of Content:
Table of content enlists various sections of research report along with their corresponding page numbers. It includes various sections and subsections in a sequence of their appearance in the report. It allows the readers to directly go to a certain topic of their interest rather than searching the entire report for it.
3) List of Tables and Graphs:
The tables and graphs are listed in this page along with their page numbers. This list helps the readers to directly go to certain table or graph of their concern.
4) Proposal and Letter of Authorization:
The proposal or letter of authorization shows the objectives, plan, cost and duration of the project. It helps to assess the value of a project. When the proposal is very long, an extract is written in the proposal and the complete proposal is included in annexure. The researcher receives it in the beginning of the research. This letter contains the person who would carry-out the research and the person who is accountable for required resources. This letter is written by the authority who conducts the research project
5) Executive Summary:
Executive summary is that part of the research report where the researcher writes a brief summary of a complete research. It gives an overview about the research. Executive summary is an important part of the research report as sometimes managers do not want to read the complete report. Hence, this section introduces them with the objectives and contents of the research report briefly, which helps them in decision-making. Generally, it is of 100 to 175 words, but sometimes, it may extend up to maximum of two pages. Although the executive summary comes before the actual discussion points, but it is written only when the research report is totally compiled so that all the information can be accurately included in it. While preparing executive summary, a brief description about some important details should be included in it such as research objectives, sample size and technique, data analysis technique, interpretation of results, findings, conclusions, and scope of research.
6) Introduction:
The main section of the research report starts with the introduction. This part of the research report describes the purpose, need, and importance of the research project. It introduces the reader with the research problem and related questions. It also highlights the previous related researches. It aware the readers about the problems in broader perspective is well as the related concepts and terms that make familiar, with the background. It sometimes includes the definitions about the related terms and concepts that provide additional information. The detailing of introduction part depends upon the variety of readers. If the variety is narrow or specific, the introduction part needs not to be too elaborated, which would be just opposite if the readers are more diverse.
7) Methodology:
This section of the report describes about various methods adopted along with the respective reasons, such as, type of research design, data collection technique, sampling technique, data analysis technique, etc. In this section, a brief description about the complete methodology is given. It is kept in mind that the researcher should avoid using technical jargons. This part should neither be too detailed nor too brief. The purpose of writing research methodology is to make the reader familiar with the technicalities of research work. The duration of time in completion of primary steps in research should also be mentioned in this section.
Research methodology includes the description about following aspects:
i) Research Design:
Research design illustrates the type of research design, i.e., exploratory, descriptive, and causal, chosen for the research work and reasons behind the selection.
ii) Sampling:
Here, the researcher describes about the nature of population, sample frame. sampling units, sample size, sampling technique, etc., and reasons behind these selections, so that the readers get familiar with the sample taken for research.
iii) Data Collection:
Here, the researcher needs to mention the details about data collection in the research work. In this section, the researcher is required to discuss whether he has opted primary data sources or secondary sources, and the reasons behind the selection. The researcher also explains all the possible methods with the help of which the data has been collected, i.e., questionnaire, interview, observation, etc. If the questionnaire is used in data collection, then a copy of it should be attached in the annexure of report.
iv) Fieldwork:
In this section, the complete procedure of fieldwork is discussed. The researcher explains many things about the fieldwork, such as, the number of fieldworkers employed,, type of training provided to them, monitoring and controlling of fieldwork, precautions followed during fieldwork, etc.
v) Data Analysis:
In this section of research methodology, the researcher describes the method adopted for analyzing the data, and the suitability of selected method. The complete description is given about the process applied for analyzing the data with proper calculations. Various charts and graphs can also be used to explain the data easily. The formulae which are complex should be mentioned in the annexure. Which formula is being used, when, and why, can also be mentioned as footnotes along with the calculations.
vi) Findings:
In findings, the researcher generalizes or interprets the findings from the data analysis. While making generalizations or interpretations, the researcher needs to keep in the mind that findings should be presented in a logical manner, so that it can help in decision-making process. The findings should be made in a way that con answer the research questions. The findings should be represented effectively with the help of various charts, graphs, and diagrams.
vii) Limitations of Research Project:
Any research project is not completely correct and may have some limitations. In this section of the report, the researcher highlights the potential limitations that influence the reliability of the findings of a research. These limitations can be related to anything such as errors in data collection, sampling, data analysis, etc. Mentioning these limitations allow the readers to evaluate the research findings as well as scope for further improvement. Researchers should always remember that they should not overstate these limitations, as these may harm the positive effects of the research work.
8) Conclusions and Recommendations:
Conclusions are made on the basis of approval or disapproval of hypothesis. These either verify or deny the assumptions or hypotheses set for the data analysis. After deriving conclusions, researchers are also required to give recommendations, so that future researches can be done more effectively. These recommendations include various possibilities and decisions that can be applied so that the limitations can be minimized and credibility can be enhanced.
9) Appendix:
Appendix. is the set, of all those materials that are supplementary to the main research work, such as, formulae, computations, questionnaire, statistical tables, etc. The readers can refer to supplementary materials while reading a particular section for better understanding.
10) Bibliography and References:
Bibliography and references are the lists that highlight the books, reports, journals, articles, etc., which have been referred while conducting the research work. These lists mention the name of author, publication, year of publication, volume/edition, etc., in a certain format. When only citations of the entire research work are listed chronologically with the last name of the author, it is called "reference". Bibliography and references validate the research work conducted by the researcher.
Importance of Research Report
Research reports play a crucial role in the field of academia and various industries. They are an essential tool for disseminating research findings, sharing knowledge, and advancing the understanding of a particular subject or problem. Here are some key reasons why research reports are important:
1) Communication of findings:
Research reports allow researchers to communicate their findings, methodologies, and conclusions to a wider audience. They provide a detailed account of the research process, enabling other researchers, policymakers, and professionals to understand and evaluate the study's validity and relevance.
2) Knowledge advancement:
Research reports contribute to the overall advancement of knowledge in a specific field. They build upon existing research, provide new insights, and expand the existing body of knowledge. By documenting research findings, reports help establish a foundation for future studies and facilitate further exploration and innovation.
3) Peer review and quality assurance:
Research reports often undergo a rigorous peer review process, where experts in the field critically evaluate the study's methodology, data analysis, and conclusions. This process helps ensure the quality and accuracy of the research. Peer-reviewed reports are considered reliable and trustworthy sources of information.
4) Evidence-based decision-making:
Research reports provide evidence that can inform decision-making processes. Policymakers, business leaders, and professionals rely on research findings to make informed choices, develop strategies, and implement effective solutions. Well-conducted and well-documented research reports enhance the credibility of the information and increase the likelihood of evidence-based decision-making.
5) Replicability and transparency:
Research reports document the research process, including methodologies, data collection methods, and analysis techniques. This transparency allows other researchers to replicate the study, validate the findings, or build upon them. Replicability strengthens the scientific method and ensures the reliability and robustness of research outcomes.
6) Influence on policy and practice:
High-quality research reports can have a significant impact on policy development and practice in various fields. They provide evidence that can inform policy decisions, shape regulations, and influence the implementation of effective practices. Research reports often serve as a basis for discussions, debates, and reforms, leading to positive societal and organizational changes.
7) Documentation and reference:
Research reports serve as valuable documentation of research projects. They provide a detailed record of the research design, methodology, and results, enabling future researchers to refer to and build upon previous work. Research reports also help researchers establish their credibility and demonstrate their contributions to the field.
Limitations of Research Report
While research reports are essential for sharing knowledge and advancing understanding, they also have certain limitations that should be acknowledged. Here are some common limitations of research reports:
1) Generalizability:
Research reports are typically based on a specific sample or population, which may limit the generalizability of the findings. The results obtained from a particular study may not be representative of the entire population or applicable to different contexts. Researchers should be cautious when extrapolating the results of a study to broader populations or settings.
2) Bias and subjectivity:
Research reports can be influenced by various forms of bias, including researcher bias, participant bias, and publication bias. Researchers may have personal beliefs or preferences that can unconsciously affect the study design, data collection, or interpretation of results. Additionally, research findings that produce significant or positive results are more likely to be published, leading to potential publication bias.
3) Methodological limitations:
Research reports may have limitations associated with the methodology used. For example, the chosen research design, data collection methods, or measurement tools may introduce biases or limitations that impact the reliability or validity of the findings. Methodological limitations can affect the accuracy and generalizability of the results.
4) Time constraints:
Research reports often have time constraints due to deadlines or limited resources. As a result, researchers may not be able to conduct long-term studies or include extensive data collection. Limited timeframes can affect the depth and breadth of research, potentially compromising the comprehensiveness and reliability of the findings.
5) Ethical considerations:
Research reports should adhere to ethical guidelines and principles, such as protecting the rights and welfare of participants and maintaining confidentiality. However, ethical considerations can sometimes impose constraints on the research process. For example, limitations in participant recruitment or data collection methods may arise due to ethical concerns, which can impact the study's scope or generalizability.
6) Resource limitations:
Research reports may be limited by the availability of resources, including funding, equipment, and access to participants or data. Researchers may face constraints in terms of sample size, geographical scope, or financial resources, which can affect the study's quality, representativeness, and generalizability.
7) Evolution of knowledge:
Research reports are often based on the existing knowledge and understanding at the time of the study. However, knowledge in many fields is constantly evolving, and new findings may emerge after the research report is published. Consequently, the conclusions or recommendations in a research report may become outdated or may need to be revised in light of new evidence.