RM&IPR
UNIT-III
Effective technical writing, how to write report, Paper
Developing a Research Proposal, Format of research proposal,
a presentation and assessment by a review committee
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Effective Technical/Report Writing
• A report is a written document that presents the results of an
investigation, project or initiative.
• It can also be an in-depth analysis of a particular issue or data
set.
• The purpose of a report is to inform, educate and present
options and recommendations for future action.
• Reports are an integral element of dozens of industries,
including science, tech, health care, criminal justice, business
and academia.
Reports typically consist of several key elements, including:
• Detailed summaries of events or activities
• Analysis of the impact of the event
• Evaluations of the facts and data
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Effective Technical/Report Writing(Contd..)
• Predictions for what may happen as a result of an event
• Recommendation for next course of action
• Conclusion
SIGNIFICANCE OF REPORT WRITING :
• Effective Report writing is considered to be the most
important part of the research study.
• Also research task will remain incomplete, unless the research
report is well written and presented.
• Because, the most brilliant hypothesis, highly well designed
and conducted research study, and the most striking
generalizations and findings are of little value unless they are
effectively communicated to others.
• The purpose of research is not well served unless the findings
are made known to others.
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Effective Technical/Report Writing(Contd..)
• Research results must invariably enter the general store of
knowledge.
• The presentation of research results and the writing of report
are both the part and parcel of the research process.
• Writing of report is the final step in a research study and
requires a set of skills compared to the earlier stages of
research.
• This task should be accomplished by the researcher with
utmost care;
• The Researcher may seek the assistance and guidance of
experts for this purpose while writing the report.
• All this explains the significance of writing research report.
• There are people who do not consider writing of report as an
integral part of the research process.
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Steps To Write A Report
Steps for How to write a report:
1 . Choose a topic based on the assignment. Before you start
writing, you need to pick the topic of your report. ...
2. Conduct research. ...
3. Write a thesis statement. ...
4. Prepare an outline. ...
5. Write a rough draft. ...
6. Revise and edit your report. ...
7. Proofread and check for mistakes.
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How to Write Report
There Are Different Steps In Writing Report:
(a) logical analysis of the subject-matter;
(b) preparation of the final outline;
(c) preparation of the rough draft;
(d) rewriting and polishing;
(e) preparation of the final bibliography;
(f) writing the final draft.
• Though all these steps are self explanatory, yet a brief
mention of each one of these will be appropriate for better
understanding.
(a) Logical analysis of the subject matter:
• It is the first step which is primarily concerned with the
development of a subject. There are two ways in which to
develop a subject (a) logically and (b) chronologically.
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How To Write Report(Contd..)
• The logical development is made on the basis of mental
connections and associations between the one thing and
another by means of analysis.
• Logical treatment often consists in developing the material
from the simple possible to the most complex structures.
• Chronological development is based on a connection or
sequence in time or occurrence. The directions for doing or
making something usually follow the chronological order.
(b) Preparation of the final outline:
• It is the next step in writing the research report “Outlines are
the framework upon which long written works are
constructed. They are an aid to the logical organization of the
material and a reminder of the points to be stressed in the
report.”
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How To Write Report(Contd..)
(c) Preparation of the rough draft:
• This follows the logical analysis of the subject and the
preparation of the final outline. Such a step is of utmost
importance for the researcher now sits to write down what he
has done in the context of his research study.
• The researcher will write down the procedure adopted by
him in collecting the material for his study along with various
limitations faced by him, the technique of analysis adopted by
him, the broad findings and generalizations and the various
suggestions he wants to offer regarding the problem
concerned.
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How To Write Report(Contd..)
(d) Rewriting and polishing of the rough draft:
• This step happens to be most difficult part of all formal
writing. Usually this step requires more time than the writing
of the rough draft.
• The careful revision makes the difference between a mediocre
and a good piece of writing. While rewriting and polishing,
one should check the report for weaknesses in logical
development or presentation.
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How To Write Report(Contd..)
The researcher should
• See that whether the material, presented, has the
acceptability and originality or not.
• See that the report stand upright and firm and exhibit a
definite pattern.
• In addition to this, the researcher should give due attention to
the fact that in his rough draft has been consistent or not.
(e) Preparation of the final bibliography:
• Next in order comes the task of the preparation of the final
bibliography.
• The bibliography, which is generally appended to the research
report, is a list of books in some way pertinent to the research
which has been done.
• It should contain all those works which the researcher has
consulted.
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How To Write Report(Contd..)
• The bibliography should be arranged alphabetically and may
be divided into two parts;
• the first part may contain the names of books and pamphlets,
and
• the second part may contain the names of magazine and
newspaper articles.
• Generally, this pattern of bibliography is considered
convenient and satisfactory from the point of view of reader,
though it is not the only way of presenting bibliography.
• The entries in bibliography should be made adopting the
following order:
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How To Write Report(Contd..)
• For books and pamphlets the order may be as under:
1. Name of author, last name first.
2. Title, underlined to indicate italics.
3. Place, publisher, and date of publication.
4. Number of volumes.
• Example Kothari, C.R., Quantitative Techniques, New Delhi,
Vikas Publishing House Pvt. Ltd., 1978.
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How To Write Report(Contd..)
• For magazines and newspapers the order may be as under:
1. Name of the author, last name first.
2. Title of article, in quotation marks.
3. Name of periodical, underlined to indicate italics.
4. The volume or volume and number.
5. The date of the issue.
6. The pagination.
• Example Robert V. Roosa, “Coping with Short-term
International Money Flows”, The Banker, London, September,
1971, p. 995.
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How To Write Report(Contd..)
(f) Writing the final draft:
• This constitutes the last step. The final draft should be written
in a concise and objective style and in simple language,
avoiding vague expressions such as “it seems”, “there may
be”, and the like ones.
• While writing the final draft, the researcher must avoid
abstract terminology and technical language.
• Illustrations and examples based on common experiences
must be incorporated in the final draft as they happen to be
most effective in communicating the research findings to
others.
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Layout of the Research Report
• A comprehensive layout of the research report should
comprise of three parts:
• (a) preliminary pages (b) the main text pages and (c) the end
matter pages
(a) Preliminary Pages:
• In its preliminary pages the report should carry a title and
date, followed by acknowledgements in the form of ‘Preface’
or ‘Foreword’. Then there should be a table of contents
followed by list of tables and illustrations so that the decision-
maker or anybody interested in reading the report can easily
locate the required information in the report.
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Layout of the Research Report(Contd..)
(b) Main Text Pages :
• The main text provides the complete outline of the research
report along with all details.
• Title of the research study is repeated at the top of the first
page of the main text and then follows the other details on
pages numbered consecutively, beginning with the second
page.
• Each main section of the report should begin on a new page.
• The main text of the report should have the following
sections: (i) Introduction; (ii) Statement of findings and
recommendations; (iii) The results; (iv) The implications
drawn from the results; and (v) The summary
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Layout of the Research Report(Contd..)
(c) End Matter Pages :
• At the end of the report, appendices should be enlisted in
respect of all technical data such as questionnaires, sample
information, mathematical derivations and the like ones.
Bibliography of sources consulted should also be given.
• Index (an alphabetical listing of names, places and topics
along with the numbers of the pages in a book or report on
which they are mentioned or discussed) should invariably be
given at the end of the report.
• The value of index lies in the fact that it works as a guide to
the reader for the contents in the report.
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Use of Written Reports
• Where written reports are used?
• Many occupations involve writing reports as a primary
responsibility.
• For example,
• Doctors must write medical reports that present their
analyses of certain patients and/or cases.
• Police officers write reports that outline the details of
interrogations and confrontations.
• Project managers, meanwhile, write regular reports to keep
their supervisors updated on how a particular project is
developing.
• All these reports must be well-written, accurate and efficient.
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Tips for Writing Successful Reports
• Know your readers. Understand who the report is for, why they
need the information and what you want them to do after reading
it. Knowing your readers will help you guide the style of your report
and ensure you communicate your information efficiently.
• Proofread carefully. Nothing ruins a quality report quite like a
missed typo. Before you submit or present your report, be sure to
proofread it carefully for any errors.
• Be open to feedback. Depending on your job title, you may receive
criticism or feedback on your report(s). Try to remain receptive and
open to critique. If you're willing to take feedback and implement
your superiors' suggestions, your writing will likely improve as a
result.
• Use your time wisely. Writing a quality report can take anywhere
from a couple of hours to several weeks. Before you begin, be sure
to plan your time and set a regular writing schedule and/or daily
tasks to keep your progress on track.
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Developing a Research Proposal
Contents of A Research Proposal:
• Introduction: It is also sometimes termed as 'need for study'
or 'abstract'
• Review of literature: It refers to all sources of scientific
evidence pertaining to the topic in interest
• Aims and objectives
• Research design and method
• Ethical considerations
• Budget
• Appendices
• Citations
• References/Bibliography
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Developing a Research Proposal(Contd..)
Need and Requirements of a research proposal:
• Writing a research proposal is the first step for a research
project.
• The research proposal should be presented clearly, effectively,
and persuasively or convincingly.
• The specific requirements for a research proposal vary
depending on the grant, program, or degree.
Key Parts of a Research Proposal :
• A research proposal is a document that outlines a research
project’s goal, significance, and practical application, i.e., how
it will actually be done.
• The parts of a project proposal will vary depending on the
purpose, the field, and the kind of project that is being
proposed. But the sections mentioned below are commonly
included in most research proposals.
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Format of a Research Proposal
Components of a research proposal:
• Title
• Introduction /Justification
• Literature Review
• Methodology
• Plan/Timeframe
• Budget
• Conclusion
• References/Appendices/ Bibliography
• Title : The title of a research proposal should be concise and
descriptive. The title must be informative but catchy. An
effective title not only pricks the reader's interest, but also
predisposes the reader favorably towards the proposal.
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Format of Research Proposal(Contd..)
Introduction /Justification: The main purpose of the
introduction is to provide the importance and need for the
research problem. How to frame the research problem is
perhaps the biggest problem in proposal writing.
• The introduction typically begins with a general statement of
the problem area, with a focus on a specific research problem,
to be followed by the rational or justification for the proposed
study.
• Literature Review: The aim of the literature review is to
provide adequate background information on the research
being proposed.
• It should be brief and indicate relevant related research that
had been or is being conducted (references should be
included). The review committee is normally aware of the
various projects going on.
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Format of Research Proposal(Contd..)
Methodology : The Methodology section is very important
because it tells about the methods that are being used to
tackle your research problem. It will provide your work plan
and describe the activities necessary for the completion of
your project.
Plan/Timeframe: Planning for the research proposal should
include the time frame and activity schedule for the proposed
research.
The time frame should include time for:
• purchasing and obtaining relevant consumables and facilities
needed to conduct the project
• conduct of study
• analysis of data
• writing up of project report
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Format of Research Proposal(Contd..)
Budget: It is essential to request for an adequate budget for the
project which has been planned to conduct
• Provide a total and yearly breakdown of the budget needed
• Follow the guidelines provided by the sponsors by whom the
grant will be sanctioned.
• Give appropriate estimates of costs depending on the
different areas, e.g. travel and transportation, consumables,
salaries, services, rentals, equipment, utilities, repairs, etc.
• Provide adequate justification, especially for costly items.
• Conclusion: It draws together the main issues of the research
proposal. It should be expressed clearly and should not
present any new information.
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Format of Research Proposal(Contd..)
References/Appendices: References are normally listed in
alphabetical order by the authors' names or in numerical
order.
Appendices contain additional related information which is
not essential to read but can be consulted if the reader
wishes.
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Precautions for Writing Research Reports
1. The length of the report (since research reports vary greatly
in length), one should keep in view the fact that it should be
long enough to cover the subject but short enough to
maintain interest.
2. A research report should not, if this can be avoided, be dull;
it should be such as to sustain reader’s interest.
3. Difficult terminology and technical confusion should be
avoided in a research report. The report should be able to
convey the matter as simply as possible.
4. Readers are often interested in acquiring a quick knowledge
of the main findings and as such the report must provide a
ready availability of the findings. For this purpose, charts,
graphs and the statistical tables may be used for the various
results in the main report in addition to the summary of
important findings.
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Precautions for Writing Research Reports(Contd..)
5. The layout of the report should be well thought out and must
be appropriate and in accordance with the objective of the
research problem.
6. The reports should be free from grammatical mistakes.
7. The report must present the logical analysis of the subject
matter.
8. A research report should show originality and should
necessarily be an attempt to solve some intellectual
problem.
9. Towards the end, the report must also state the policy
implications relating to the problem under consideration.
10. Appendices should be enlisted in respect of all the technical
data in the report.
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Precautions for Writing Research Reports(Contd..)
11. Bibliography of sources consulted is a must for a good report
and must necessarily be given.
12. Index is also considered an essential part of a good report
and as such must be prepared and appended at the end.
13. Report must be attractive in appearance, neat and clean,
whether typed or printed.
14. Calculated confidence limits must be mentioned and the
various constraints experienced in conducting the research
study may also be stated in the report.
15. Objective of the study, the nature of the problem, the
methods employed and the analysis techniques adopted
must be clearly stated in the beginning of the report in the
form of introduction.
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Presentation and Assessment by Review Committee
After completing the research proposal, the researcher should present
before a review committee for the assessment of the proposal.
• Presentation assessment usually consists of presentation and
discussion of the topic of the research by the researcher.
• Question and answer session is usually included after the
presentation.
• The questions posed were mostly for clarification of the topic.
• This measures the ability of researchers to respond, think under
pressure and manage discussion.
• The purpose of presentation is to assess the knowledge of the
researcher on the topic of the proposal.
• If the review committee is not satisfied with presentation, the
researcher will be asked to give representation.
• The assessment of the review committee indicates the expectation
of the ability of the researcher to complete the project
successfully.
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