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SC 4TH SEMESTER

UNIT5 [10 Hours]

Structure And Components Of Research Report, Types Of Report, Layout Of Research Report, Mechanism
Of Writing A Research Report, Referencing In Academic Writing.

QUESTIONS AND ANSWERS:

1) What is Research Report? Explain Structure of the Research Report? (10MARKS OCT2023)

DEFINITION:
• Research report is the systematic, articulate, and orderly presentation of research work in a
writtenform.
• Research report is a research document that contains basic aspects of the research project.
• Research report involves relevant information on the research work carried out. It may be in form
of hand-written, typed, or computerized.

STRUCTURE OF RESEARCH REPORT:

A research report is a formal document that presents the findings of a research project in a systematic, articulate,
and orderly manner. Below is a detailed breakdown of the key components typically included in a research report:

1. Title
o Description: The title succinctly captures the essence of the research topic. It should be clear,
specific, and informative enough to give readers a good idea of what the research is about.
2. Abstract
o Description: The abstract is a brief summary of the research report. It usually contains around
150-250 words, summarizing the research problem, objectives, methodology, key findings, and
conclusions. The abstract allows readers to quickly determine the relevance of the report to their
interests.
3. Table of Contents
o Description: The table of contents lists all the sections and sub-sections of the report along with
their page numbers. It provides a clear structure, allowing readers to navigate through the
document easily.
4. Aims & Objectives (Introduction)
o Description: The introduction outlines the research question, aims, and objectives. It provides a
rationale for the study, explaining its significance and the problem it seeks to address. This section
sets the stage for the rest of the report.
5. Literature Review
o Description: The literature review involves an extensive survey of existing research related to
the topic. It identifies gaps in the literature that the current study aims to fill. The review also
provides a theoretical framework, grounding the research in existing knowledge.
6. Account of Investigation (Methods)
o Description: This section details the research design and methodology used in the study. It
includes a description of the participants, procedures, materials, and tools employed in the
research. Justifications for the chosen methods are also provided to ensure the study's validity and
reliability.
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7. Findings (Results)
o Description: The findings section presents the data collected during the research. This section is
factual and objective, often including tables, graphs, and charts to clearly display the results.
8. Discussion
o Description: In the discussion section, the findings are interpreted and analyzed in the context of
the research question and literature review. This section discusses whether the results meet the
original objectives, how they compare with previous studies, and the implications of the findings.
It also considers the study's limitations and suggests areas for future research.
9. Conclusions
o Description: The conclusions summarize the key findings of the research and their implications.
This section highlights the broader significance of the study, offering insights and potential
applications of the results.
10. References
o Description: The references section lists all the sources cited in the research report. It follows a
specific citation style, such as APA, MLA, or Chicago, providing full details for each reference.
11. Appendices
o Description: The appendices include supplementary material that supports the main text but is
too detailed to be included in the main sections. This might include raw data, questionnaires, or
detailed explanations of complex methodologies.

2) WHAT ARE THE COMPONENTS OF RESEARCH REPORT? (8MARKS)

A research report is a structured document that communicates the findings of a research project.
It is organized into several key components, each serving a specific purpose.

1. Title Page

• Purpose: The title page provides the basic information about the research, including the title of the report, the
name of the researcher(s), the institution, and the date of submission.
• Details: It should be concise and descriptive, giving readers a clear idea of the topic of the research.

2. Abstract

• Purpose: The abstract is a brief summary of the entire research report. It highlights the research problem,
objectives, methodology, key findings, and conclusions.
• Details: Typically around 150-250 words, the abstract helps readers quickly decide whether the report is relevant
to their interests.

3. Introduction

• Purpose: The introduction sets the stage for the research by outlining the background, context, and significance
of the study. It clearly states the research problem and objectives.
• Details: This section may include the research questions or hypotheses and an overview of the structure of the
report.

4. Literature Review

• Purpose: The literature review surveys existing research related to the topic, identifying gaps that the current
study aims to fill.
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• Details: It provides a theoretical framework and contextualizes the research within the broader academic
discourse.

5. Methodology

• Purpose: The methodology section describes the research design, methods, and procedures used to collect and
analyze data.
• Details: It includes information on the sample, data collection instruments, and analytical techniques. This section
allows others to replicate the study if needed.

6. Results

• Purpose: The results section presents the findings of the research without interpretation.
• Details: It may include tables, graphs, and other visual aids to clearly display the data collected during the
research process.

7. Discussion

• Purpose: The discussion interprets the results in the context of the research questions and the literature review.
• Details: It explains the significance of the findings, discusses their implications, and explores potential limitations
of the study.

8. Conclusion

• Purpose: The conclusion summarizes the main findings and their implications. It may also suggest areas for
future research.
• Details: It provides a clear and concise summary of what the research has contributed to the field.

9. References/Bibliography

• Purpose: The references section lists all the sources cited in the report, giving credit to the original authors and
allowing readers to locate the sources.
• Details: It should follow a consistent citation style, such as APA, MLA, or Chicago.

10. Appendices (if necessary)

• Purpose: Appendices provide supplementary material that supports the research but is too detailed to include in
the main body of the report.
• Details: This might include raw data, questionnaires, detailed calculations, or additional explanations.

3)EXPLAIN TYPES OF REPORT? (8MARKS)

Reports can be classified into various types based on their structure, purpose, audience, and direction within an
organization. the different types of reports:
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Type # 1: Formal or Informal Reports

• Formal Reports:
o Description: Formal reports are well-structured and detailed, emphasizing objectivity, thorough organization,
and a professional tone. They typically avoid the use of personal pronouns and casual language.
o Example: Annual financial reports, research reports, feasibility studies.
• Informal Reports:
o Description: Informal reports are shorter, more casual, and often written in a conversational style. They might
include memos or brief summaries, often used for internal communication within an organization.
o Example: Internal memos, email updates.

Type # 2: Short or Long Reports

• Short Reports:
o Description: Short reports are concise, often just a few pages long, and provide essential information without
extensive detail.
o Example: A one-page memo, a brief incident report.
• Long Reports:
o Description: Long reports are more detailed and comprehensive, often spanning several pages or even
chapters. They may take on more formal characteristics as they lengthen.
o Example: A 20-page project report, a comprehensive business analysis.

Type # 3: Informational or Analytical Reports

• Informational Reports:
o Description: These reports provide objective data without analysis or recommendations. They are used to share
information within different parts of an organization.
o Example: Monthly sales reports, employee attendance reports.
• Analytical Reports:
o Description: Analytical reports not only present data but also interpret it, offering analysis and sometimes
recommendations to solve specific problems.
o Example: Feasibility studies, market research reports.

Type # 4: Proposal Report

• Description: A proposal report is a specialized type of report that offers solutions to specific problems or
outlines how an organization can meet the needs of another. These reports are often in response to "requests for
proposal" (RFPs) issued by organizations or government agencies.
• Example: A proposal to provide IT services to a company, a bid for a construction project.

Type # 5: Vertical or Lateral Reports

• Vertical Reports:
o Description: Vertical reports move up or down the hierarchy of an organization and are often used for
management control or decision-making.
o Example: Reports sent from a department head to upper management.
• Lateral Reports:
o Description: Lateral reports move between departments or units at the same organizational level. They assist in
coordination and communication across different areas of an organization.
o Example: A report shared between the finance and marketing departments.

Type # 6: Internal or External Reports

• Internal Reports:
o Description: Internal reports are meant for consumption within the organization and are used to communicate
information among employees or departments.
o Example: Internal audit reports, departmental performance reports.
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• External Reports:
o Description: External reports are prepared for audiences outside the organization, such as shareholders,
customers, or regulatory bodies.
o Example: Annual reports, shareholder briefings.

Type # 7: Periodic Reports

• Description: Periodic reports are generated at regular intervals, such as daily, weekly, monthly, or annually.
They are often used for ongoing management control and decision-making.
• Example: Quarterly financial statements, monthly production reports.

4)EXPLAIN THE LAYOUT OF RESEARCH REPORT? (10MARKS)

A well-structured research report is essential for effectively communicating the findings of a research project.
The layout of a research report typically follows a standardized format that ensures clarity, coherence, and
thorough presentation of the research. Below is a detailed explanation of the key components in the layout of a
research report:

1. Title Page

• Description: The title page is the first page of the report and includes the title of the research, the author's name,
the institution, and the date of submission. The title should be concise, informative, and reflect the content of the
research.
• Purpose: It provides essential information at a glance and sets the tone for the rest of the report.

2. Abstract

• Description: The abstract is a brief summary of the entire report, typically around 150-250 words. It includes the
research problem, objectives, methodology, key findings, and conclusions.
• Purpose: The abstract allows readers to quickly understand the scope and significance of the research and decide
whether the full report is relevant to their interests.

3. Table of Contents

• Description: The table of contents lists all the major sections and subsections of the report along with their page
numbers. It provides a clear structure for the document.
• Purpose: It helps readers easily navigate through the report and find specific sections of interest.

4. Introduction

• Description: The introduction provides background information on the research topic, outlines the research
problem, states the objectives, and often includes research questions or hypotheses. It may also explain the
significance of the study.
• Purpose: It sets the context for the research, outlines the scope, and justifies the importance of the study.

5. Literature Review

• Description: The literature review surveys existing research related to the topic, identifies gaps in the literature,
and positions the current study within the broader academic context. It provides a theoretical framework and
discusses relevant theories, models, and prior studies.
• Purpose: It shows the researcher’s understanding of the field and how the current research contributes to existing
knowledge.

6. Research Methodology
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• Description: This section details the research design, methods, and procedures used to collect and analyze data.
It includes information on the sample, data collection techniques (e.g., surveys, experiments), and analytical tools
used.
• Purpose: It provides a transparent account of how the research was conducted, allowing others to replicate the
study if needed and ensuring the validity and reliability of the results.

7. Results

• Description: The results section presents the findings of the research in an objective and systematic manner. It
often includes tables, graphs, and charts to illustrate the data.
• Purpose: It communicates what was discovered through the research without interpretation or bias.

8. Discussion

• Description: The discussion section interprets the results in the context of the research questions and the literature
review. It explores the implications of the findings, compares them with previous studies, discusses any
unexpected results, and acknowledges the limitations of the study.
• Purpose: It explains the significance of the findings and their relevance to the research problem, providing a
deeper understanding of the results.

9. Conclusion

• Description: The conclusion summarizes the key findings of the research, restates the significance of the study,
and suggests practical implications, future research directions, or recommendations.
• Purpose: It provides closure to the report by succinctly presenting the main takeaways and their broader impact.

10. References

• Description: The references section lists all the sources cited in the report. It should follow a consistent citation
style, such as APA, MLA, or Chicago, providing full bibliographic details for each source.
• Purpose: It gives credit to the original authors, allows readers to locate the sources, and adds credibility to the
research by demonstrating the researcher’s engagement with existing literature.

11. Appendices

• Description: Appendices include supplementary material that supports the main text but is too detailed or lengthy
to be included in the body of the report. This might include raw data, detailed calculations, questionnaires, or
additional explanations.
• Purpose: They provide additional information that is relevant to the research but would disrupt the flow of the
main report if included within the main sections.

5) EXPLAIN MECHANISM OF WRITING A RESEARCH REPORT (10MARKS)

Crafting a research report involves adhering to specific guidelines and standards to ensure clarity,
coherence, and professionalism. The following points outline the essential mechanics of writing a research
report:

1. Size and Physical Design:

o Paper Specifications: Use unruled paper sized 8.5 x 11 inches.
o Writing Instruments: If handwritten, employ black or blue-black ink for consistency and
readability.
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o Margins: Maintain at least a 1.5-inch margin on the left, a 0.5-inch margin on the right, and
1-inch margins at the top and bottom.
o Typing Guidelines: If typed, double-space all text on one side of the page, except for long
quotations which may be single-spaced.
2. Procedure:
o Adherence to Steps: Follow the established steps of report writing meticulously. This includes
planning, researching, drafting, revising, and finalizing the report.
o Consistency: Once the methodology and structure are set, maintain consistency throughout
the document.
3. Layout:
o Objective Alignment: Design the layout based on the research's objective and nature.
o Standard Structure: Typically, the layout includes sections like the title page, abstract, table
of contents, introduction, literature review, methodology, results, discussion, conclusion,
references, and appendices.
4. Treatment of Quotations:
o Short Quotations: Integrate quotations that are four lines or fewer into the main text, enclosed
in quotation marks and double-spaced.
o Long Quotations: For quotations exceeding four lines, present them as a separate block,
single-spaced, indented at least half an inch from the left margin, and without quotation marks.
5. Footnotes:
o Purpose: Footnotes serve to cite sources, provide cross-references, offer acknowledgments, or
elucidate points that supplement the main text.
o Placement: Position footnotes at the bottom of the page where the reference appears, separated
from the main text by a half-inch space and a dividing line approximately 1.5 inches long.
o Numbering: Use consecutive numbering for footnotes within each chapter, placing the
superscript number slightly above the line in the text and aligning the corresponding note at
the bottom.
o Spacing: Footnotes should be single-spaced, with double spacing between individual notes.
6. Use of Statistics, Charts, and Graphs:
o Purpose: Incorporate statistical data and visual aids like tables, charts, bar graphs, line graphs,
and pictograms to enhance clarity and simplify complex information.
o Presentation: Ensure that all statistical representations are self-explanatory, appropriately
labeled, and relevant to the research topic. They should be designed to be both informative and
visually appealing.
7. The Final Draft:
o Revision: Before finalizing the report, meticulously revise and rewrite the draft. Assess the
clarity, grammatical correctness, and logical flow of sentences and paragraphs.
o Peer Review: Consider having a colleague or peer review the draft to identify ambiguities,
logical inconsistencies, or areas needing improvement.
o Self-Assessment Questions: Reflect on questions such as:
▪ Are the sentences clear and concise?
▪ Do they convey the intended meaning?
▪ Is there a logical progression of ideas?
8. Bibliography:
o Compilation: Prepare a comprehensive bibliography listing all sources referenced in the
research. This should follow a consistent citation style (e.g., APA, MLA, Chicago).
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oOrganization: Arrange the bibliography alphabetically by the authors' last names or by the
title if no author is identified.
9. Preparation of the Index:
o Purpose: An index serves as a navigational tool, guiding readers to specific topics, concepts,
or authors discussed in the report.
o Types of Indexes:
▪ Subject Index: Lists topics or concepts along with their corresponding page numbers.
▪ Author Index: Lists authors referenced in the report with associated page numbers.
o Organization: Both indexes should be organized alphabetically. Some reports may opt for a
consolidated index combining subjects and authors.

6) EXPLAIN REFERENCING IN ACADEMIC WRITING. (10MARKS)

The Role of Referencing

Referencing is crucial in academic writing because it allows writers to:

1. Support Arguments with Evidence: Academic writing relies on evidence-based arguments.

References provide a way to demonstrate the sources of this evidence.
2. Enable Readers to Evaluate Sources: Accurate referencing allows readers to verify the sources
used, evaluate the credibility of the information, and explore the topic further if needed.

When to Reference

References should be included whenever:

• Using Someone Else's Ideas: Whether quoting directly, paraphrasing, or summarizing, if the
idea is not your own or is not common knowledge in your field, it must be referenced.
• Avoiding Plagiarism: Proper referencing ensures that the original authors receive credit for
their work.
• Including Data, Diagrams, or Figures: Any tables, charts, or figures that are copied or adapted
from another source must be referenced.

Before You Write: Preparing for Referencing

When gathering materials for your research, note the following details for each source:

• Author's Name(s): Include the surname(s) and initials.

• Publication Date: The year the work was published.
• Title of the Work: Full title of the book, article, or paper.
• Publication Details: If it’s a journal article, include the journal’s name and volume number; if
it’s a chapter in an edited book, include the book title, editors, publisher, and place of publication.
• Page Numbers: For journal articles or book chapters, note the first and last pages.

Referencing Styles
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There are various referencing styles, with specific rules often determined by academic disciplines or
journals. Two of the most common systems are the 'author, date' system (often referred to as the
Harvard system) and footnotes or endnotes.

How to Reference Using the 'Author, Date' System

1. Citing Within the Text:

o Basic Format: The author’s surname and the publication date are placed in brackets
within the text at the appropriate point.
o Example: (Lyon, 1992) or Knapper and Cropley (1991: p. 44).
o Multiple Authors: For more than two authors, use the first author's surname followed
by "et al." For two authors, list both names.
o Figures and Tables: Always reference the source of any data, diagrams, or tables,
whether they are directly copied or adapted.
o Personal Communication: For unpublished personal communications, use "pers.
comm." Example: (Maria Lorenzini, pers. comm.).

2. Reference List/Bibliography:
o Books: Include authors, publication date, title, place of publication, and publisher.
▪ Example: Knapper, C.K. and Cropley, A. (1991). Lifelong Learning and Higher
Education. London: Croom Helm.
o Journal Articles: Include the article title, journal name, volume number, and page range.
▪ Example: Pask, G. (1979). Styles and strategies of learning. British Journal of
Educational Psychology, 46, pp. 128-148.
o Chapters in Edited Books: Include the chapter author, chapter title, editor(s), book title,
place of publication, and publisher.
▪ Example: Lyon, E.S. (1992). Humanities graduates in the labour market. In H.
Eggins (ed.), Arts Graduates, Their Skills and Their Employment. London: The
Falmer Press, pp. 123-143.
o Web Pages: Include the author, date of the webpage, title, URL, and access date.
▪ Example: University of Leicester Standing Committee of Deans (2002). Internet
code of practice and guide to legislation. Accessed 8/8/02.
[Link]

How to Reference Using Footnotes or Endnotes

1. Citing Within the Text:

o Marker Placement: Use superscript numbers to mark the place in the text where a
citation is required.
o Example: Employers are not just looking for high academic achievement.¹
2. Footnote/Endnote Content:
o Full References: Provide full reference details at the bottom of the page (footnotes) or
at the end of the document (endnotes).
▪ Example: Moore, K. (1992). National Westminster Bank plc. In H. Eggins (ed.),
Arts Graduates, Their Skills and Their Employment. London: The Falmer Press,
pp. 24-26.
o Repeat Citations: For subsequent references to the same source, use a shortened form.
▪ Example: Kelsall et al. (1970) (as n.2 above).
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Other Considerations

• Formatting References: Consistency in formatting (punctuation, capitalisation, italics, etc.) is

crucial. Always follow your department’s or journal's guidelines.
• Special Cases: For less common sources like dissertations, legal texts, or newspaper articles,
consult specific style guides or departmental guidelines.