REPORT WRITING AND DOCUMENTATION

1. Report Writing and Documentation

For this chapter, we shall consider three types of reports, viz: Research reports, technical reports, and academic papers. 

We shall also look at the following: 

Structure and Formatting of a Technical Report

1.1. Types of reports: Research reports, technical reports, and academic papers.

i.                    Research Report

One of the reasons for carrying out research is to add to the existing body of knowledge. Therefore, when conducting research, there is need to document the processes and findings in a research report. With a research report, it is easy to outline the findings of a 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. 

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.

This report present findings and analyses from scientific or academic research. They typically include an abstract, introduction, methodology, results, analysis, conclusions, and recommendations.

Features of a Research Report 

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, one 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. 

ii.                  Technical Research Report

Technical reports are detailed documents that provide information on technical processes, procedures, or products (detailed document presented after carrying out industry-based research). This writing is often used in engineering, science, and technology to communicate research findings, design specifications, or troubleshooting solutions. 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. 

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

iii. Academic reports

Academic reports, such as a book report, are used in educational settings and research institutions. It is one created for a class, often in a graduate or undergraduate university. This report format follows a formal writing style and dives into a topic related to the student's academic studies.

Academic reports communicate the results, analysis, and conclusions of scholarly research or academic investigations. They are often structured similarly to research types and may include writing sections such as an Abstract, Introduction, Literature Review, Methodology, Results, Analyses, Conclusions, And Recommendations.

NB: If you are writing an academic report, remember to include proper citations and follow specific style guides, like APA or MLA, to ensure academic quality and integrity.

1.2. Structure and Formatting of a Technical Report

 Preliminary pages: cover page, title page, declaration, certification, dedication, acknowledgements, abstract, table of contents, list of tables, list of figures, list of plates, abbreviations, glossaries and symbols (where applicable), Appendices.

o   Body of the Report: Introduction, Literature Review, Materials and Methods/Research Methodology, Presentation of Data/Results, Discussion of Results, and Conclusion and Recommendations.

o   Back Matter: References, Appendices.

• Formatting Guidelines (Font, Spacing, Margins).

• How to cite referenced works: Using citation styles (APA, MLA, IEEE, Chicago, etc.).
• Preparing a bibliography: Organizing and listing references.
• Common errors in research reporting and how to avoid them.
• The importance of critical thinking and objectivity in writing.

*See Newgate University Minna Project Guideline for more details

1.3. Sample explanation: Preliminary Pages

Title Page

The title page typically includes the report's title, the author's name, the submission date, and any other relevant information, such as the organization's or institution's name.

Declaration

A statement where the student declares that the work is original and not copied from any source. It Often includes a pledge against plagiarism.

Example: “I declare that the work in this Project Report entitled            was carried out by me in the Department of   . The information derived from the literature was duly acknowledged in the text and a list of references provided. No part of this Project Report was previously presented for another degree or diploma at this or any other Institution.

_________________________                                                ___________________________

Name                                                                                      Signature and Date

Certification

A statement from a supervisor or authority certifying that the work meets academic standards. It confirms that the research was conducted under guidance.

Example: This Project Report entitled…………………………………………… (in upper case) by …………………………………………………………………………. (Surname last and in upper case) meets the regulations governing the award of the degree of ………………………………………………………………………………………………… (approved name of degree) of the Newgate University Minna, and is approved for its contribution to knowledge and literary presentation.

Dedication

A section where the student dedicates their work to someone special, such as family, teachers, or mentors.

• Example: “I dedicate this work to my parents, who supported me throughout my journey.”

Acknowledgements

A section where the student expresses gratitude to those who helped in the research or project. Can include teachers, friends, institutions, or funding sources.

• Example: “I would like to express my sincere gratitude to my supervisor for their guidance and support.”

Abstract

An abstract concisely overviews the report's key findings, conclusions, and writing recommendations. It is usually placed at the beginning of the project to provide readers with a quick summary of its contents.

Table of Contents

A table of contents provides a roadmap of the project's structure, listing the main sections and subsections and their page numbers.

Dedication

A section where the student dedicates their work to someone special, such as family, teachers, or mentors.

• Example: “I dedicate this work to my parents, who supported me throughout my journey.”

Acknowledgements

A section where the student expresses gratitude to those who helped in the research or project. Can include teachers, friends, institutions, or funding sources.

• Example: “I would like to express my sincere gratitude to my supervisor for their guidance and support.”

Abstract

An abstract concisely overviews the report's key findings, conclusions, and writing recommendations. It is usually placed at the beginning of the project to provide readers with a quick summary of its contents.

Table of Contents

A table of contents provides a roadmap of the project's structure, listing the main sections and subsections and their page numbers.

1.4. Sample Explanation: Chapters One-Five

CHAPTER ONE: Introduction

The introduction sets the stage for the report by outlining its purpose, scope, and objectives. It may also provide background information on the topic and state the significance of the task’s resolutions. The Introduction has the following sub-section

1.0  INTRODUCTION           

1.1 Background to the Study

1.2  Statement of the Research Problem

1.3 Justification of the study            

1.4  Aim and Objectives of the Study           

1.4.1 Aim of the Study

1.4.2 Objectives of the Study

1.5 Research Questions

1.6 Research Hypothesis

1.7 Definition of Terms

CHAPTER TWO: Literature Review

The analysis of existing research on your chosen topic. It identifies key theories, concepts, methodologies and gaps in knowledge, helping to establish the context for new research. A well conducted literature synthesizes relevant studies and highlight trends, contradictions and areas for further investigation.

CHAPTER THREE: Methodology or Materials and Methods

If applicable, the methodology section describes the research methods, techniques, and procedures used to collect data or conduct the study. Writing should provide enough detail to allow readers to evaluate the validity and reliability of the research.

CHAPTER FOUR: Findings or Results

This section presents the raw data or research findings clearly and organized. Depending on the nature of the report, results may be presented in textual form, tables, graphs, charts, or other visual aids.

The analysis section interprets and discusses the findings concerning the report's objectives. It may identify patterns, trends, relationships, or discrepancies in the data and provide explanations or insights based on these observations.

CHAPTER FIVE: Conclusion and Recommendations

Conclusion summarizes the project's main discoveries and draw implications or recommendations based on the analysis. Writing conclusion should be directly linked to the research objectives and supported by evidence in the finding’s sections.

The recommendations section proposes specific actions or strategies based on the report's conclusions. Recommendations should be practical, feasible, and aligned with the report's goals.

1.5. Sample Explanation: Back matter (References, Appendices)

References or Bibliography

Report format implies having a list of references or bibliography that provides citations for any sources cited or consulted in the report. It helps readers locate the sources and ensures proper credit is given to the authors.

*Refer to chapter 4 on NUM Guideline for Project

Appendices

Appendices contain supplementary information that is relevant but not essential to the main body of the report. This may include additional data, detailed methodology, survey questionnaires, or supporting documents.