Structure and Components of Research Report

Dr. Amar Patnaik

Mechanical Engineering Department
Malaviya National Institute Of Technology
Jaipur (Rajasthan)-302017

8/14/20171
Writing Technical Research Papers
 What are the types of research reports?

Research Report: a completed study that reports

an investigation or exploration of a problem
– Dissertations and theses
– Dissertation and theses proposals
– Journal articles
– Conference papers
– Conference paper proposals
– Reports for policy makers and schools

Educational Research 2e:

Creswell
 Why do you need to write Technical
Papers?
• It is obvious that every research needs good and proper
documentation.

• To attend conferences.

• To share research results with other researchers.

• To get views for improvement of your research.

• To obtain some form of degree.

• To get recognition and promotion

What is Research?
 Definition of Research

Hunting for facts or truth

about a subject

Organized scientific investigation to

solve problems, test hypotheses,
develop or invent new products
High Quality Research!
• It is based on the work of others.
• It can be replicated (duplicated).
• It is generalizable to other settings.
• It is based on some logical rationale and tied to theory.
• It is doable!
• It generates new questions or is cyclical in nature.
• It is incremental.
• It is apolitical activity that should be undertaken for the
betterment of society.
Then, what is bad research?
• The opposites of what have been discussed.
• Looking for something when it simply is not to be
found.
• Plagiarizing other people’s work.
• Falsifying data to prove a point.
• Misrepresenting information and misleading
participants.
What is Research?
Research must be systematic - It follows certain steps that are logical in
order. These steps are:
• Understanding the nature of problem to be studied and identifying the
related area of knowledge.
• Reviewing literature to understand how others have approached or dealt
with the problem.
• Collecting data in an organized and controlled manner so as to arrive at
valid decisions.
• Analyzing data appropriate to the problem.
• Drawing conclusions and making generalizations.
 Asking the 1
Question
2
Asking new 8 Identifying the
Questions important
factors/problem
7 statement
Interpreting STEPS IN
the Results 3
CONDUCTIN Formulating
G hypotheses

Working 6 RESEARCH
with the Collecting 4
hypotheses 5 relevant
Testing the information
hypotheses
 Major Differences between Research Activities
in the Engineering Discipline and Others

• Engineering research are more formulative in nature.

• A lot is based on mathematics.

• Experiments are conducted on machines, rather than humans or animals.

• Data to be collected differ significantly.

• Hypotheses arrived at are largely based on mathematical proofs, rather than just an
educated guess.
• Experiments can be done within a shorter period of time.

• Outputs in engineering research are more tangible such as a software, a new machine
or component, or even mathematical equations, etc.
WRITING TECHNICAL RESEARCH REPORTS AND
RESEARCH PAPERS
DIFFERENT STEPS IN WRITING REPORT
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.

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.

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 organisation of the material and a
reminder of the points to be stressed in the report.”
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.

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.

The researcher should also “see whether or not the material, as it is

presented, has unity and cohesion; does the report stand upright
and firm and exhibit a definite pattern, like a marble arch? Or does
it resemble an old wall of moldering cement and loose brick.” In
addition the researcher should give due attention to the fact that in
his rough draft he has been consistent or not. He should check the
mechanics of writing—grammar, spelling and usage.

Preparation of the final bibliography

Writing the final draft:

 CONTENTS OF A RESEARCH REPORT

• The body of the report follows the preliminary information. The

body of the research report contains four logical divisions :

1.Introduction

2.Methodology

3.Presentation and Analysis of Data

4.Summary, Conclusions, and Recommendations.

Where Do We Begin?
LAYOUT OF THE RESEARCH REPORT

• Title (followed by names and affiliations)

• Abstract (followed by Key Words)
• Introduction (include Literature Review)
• Your Proposed Technique/Method
• Hardware or Software Development
• Application of the Technique
• Results and Discussions (usually include Comparisons)
• Conclusion (and Future Work)
• References
• Appendices (if any)
 Title
• It needs to be informative and descriptive so that someone just reading the title
will understand the main issue of your report. You don’t need to include
excessive detail in your title but avoid being vague and too general.
• TITLE PAGE
● Choice of Title
- Short
- Description of major conclusion
● Authors’ Names
- Check instructions/format
● Footnotes/Symbols
● Author for correspondence
● Key words
 Abstract
1. It should enable the reader to make an informed decision about whether they want to
read the whole report. The length will depend on the extent of the work reported but it is
usually a paragraph or two and always less than a page
2. It is a brief account of the paper’s relevant points – it is a summary of the research

3. Length and format are usually specified for a particular journal

4. It must stand alone without reference to text body

5. What were the main findings and conclusions reached as a result of your research

6. Did your work lead you to make any recommendations for future actions

7. What is the purpose of the work?

8. What methods did you use for your research

9. Should include some information on the results obtained
10. What were the main findings and conclusions reached as a result of your research?
 A TYPICAL RESEARCH REPORT

1. INTRODUCTION
• Statement of the Problem
• Review of Related Literature
• Statement of Hypotheses of Research Questions
• Limitations
• Definition of Terms

2. METHODOLOGY
• Procedures for Collection and Treatment of Data
3. PRESENTATION AND ANALYSIS OF DATA
• Presentation of Data
• Analysis of Data
4. SUMMARY, CONCLUSIONS AND
RECOMMENDATIONS
• Summary
• Conclusions
• Recommendations
Factors Affecting Writing Good Papers
• Good Research Results
• Time
• Need to be ‘focus’
• Careful Planning and Need to be ‘Creative’
• Organization of the Paper
• Writing Styles
• Language
Introduction
• Write a brief account on the current state of the problems – Answer the why?

• Provide a literature review of similar research in the field- you can start of by
giving a general literature review of similar research, then focus on those that
more related to your research work – references are very much required here

• Identify and Highlight their limitations (as much as possible)

• If there is not so much limitation –then you need to be creative

• Write a brief account of your proposed technique and how the limitations as
identified can be overcome

• End your Introduction by writing a brief information on how your paper is

organized
Your Proposed Technique and Method
• Can be divided into several sub-sections
• Provide a general description of the technique or method you
proposed (use block diagrams where appropriate)
• In another section, start with the general theory first then followed by
your own formulations
• Write down your algorithms (equations)/strategy and provide
explanation on them
• Figures may be required where necessary
 Hardware/Software Development
• As a result of your proposed algorithm, you might have developed a software to test
its viability through simulation

• Provide a description of how the software is developed (Computer specs,

Programming Languages used, Flowcharts, Block diagrams, etc.)

• Sometimes hardware are designed to test the proposed technique/algorithm

• Provide sufficient description of the hardware setup/ designed (technical

specifications, block diagrams, saturations, sensor limitations, components used,
photos of the hardware, etc.)

• Highlight the uniqueness of your hardware compared to similar products (if any)
Application of the technique/algorithm
• Usually new techniques/algorithms are tested using programs – simulations

• Test-beds are usually bench-marked problems in the form of equations

• Provide a write-up on how the simulation is carried up (including all assumptions

used, how important parameters are chosen/selected, etc.)

• Similarly for hardware application, describe how the experiments have been carried
out

• Only discuss experiments which are relevant to show the effectiveness or

superiority of the proposed technique
Results and Discussions
• Results can be tabulated in several forms (use graphical form where applicable)

• Usually comparisons with existing techniques (conventional or otherwise) are

required to show the effectiveness of the proposed technique

• Provide merit discussions – correct analyses of your experimental results show the
quality of the paper. Always provide answers to why the experiments went such a
way.

• Every figure shown in the paper must be addressed in the text. Figures must be
legible enough.

• What conclusion can you draw from your experiments?

DISCUSSIONS
“Reviewers rarely complain a discussion is too brief”
● Provide summary of results and how results led to conclusion
● Place results in context of current knowledge
● Impact of data (present and future)
● Unanswered questions
● Limitations of study
● Don’t overemphasize your own work
 TABLES AND FIGURES
Tables:
1. Use tables for the purpose of simplifying text. A table with 2 or fewer columns and rows should be
presented in text format instead of a table.
2. In text, refer to every table. e.g. As shown in Table 2, the ….. OR (see Table 2).
3. Tell the reader what to look for, but only mention the major points of the table.
4. Number tables in the order they are first mentioned in text.
5. Do not write “the table above” or “the table below.”
6. Be consistent in the formatting and vocabulary of all tables when writing a paper.
7. Double-space the entire table.
8. Ensure that your table title is brief but explanatory.
9. Italicize the table title.
10. Do not italicize the table number.
11. Standard abbreviations and symbols, such as % or no. may be used in headings without further
explanation.
12. Ensure each column has a heading Capitalize only the first letter of the first word of all headings.
13. If a word is a proper noun, however, be sure to capitalize the first letter anyway.
14. Notes are placed below the table. If the table is from another source, include a note below the table
specifying whether it is from another source or adapted from another source.
Figures
1. A figure is any type of illustration other than a table (chart, graph, photograph, or
drawing). Use figures to complement information in text or to simplify text.
2. Number figures in the order they are first mentioned in text. Do not write “the figure
above” or “the figure below.”
3. Figures should be large enough to read easily (between 8 point and 14 point font with
sans serif typeface) and convey only essential information.
4. The preferred typeface in figures is 12-pt Courier. Ensure that figures are simple, clear
and consistent in presentation and vocabulary.
5. Ensure data are plotted accurately and the grid scale is proportioned. Place labels close to
the identified item.
6. Axis labels on graphs should be parallel to their axes.
7. Captions include the figure title and a brief, but descriptive, explanation of the figure.
8. Double-space the caption and place it below the figure.
9. The figure legend should be positioned within the borders of the figure.
FIGURES/LEGENDS
● Focus on key points
● Don’t clutter Illustrations
● Define symbols/abbreviations in legends
● Label axes
● Use same units as in text
● Photo authenticity
● Obtain permission for use of previously published material
Conclusion
• In the conclusion part, highlight the major advantages of the technique/method
proposed when compared with other techniques or conventional techniques

• Re-emphasize by writing down (in a few sentences where appropriate) the

novelty of the research work

• You may also write down the limitations of your research work such that
reviewers cannot ‘attack’ the weaknesses of your technique when you submit
your paper for review

• Write suggestions to improve the problems or limitations of the proposed

technique (such as in future work)
Format of a paper
• Almost all journals provide a format or template before papers can be
published
• References are always required to be written in a certain format

Strategies in Writing Good Technical Papers

• Identify the novelty of your research work
– This can be done from the literature review, by comparing your
research results with others
– Identify and highlight the problems and limitations of current
techniques already proposed by others

– Write down how your research (proposed technique)

can overcome the above limitations or problems
• List down the strengths and weaknesses of your proposed
technique
– If your proposed technique can only be applied to a certain class of
problems, then try to be ‘creative’ and write to focus only towards these
problems
– Do not allow reviewers to attack your weaknesses, it would be good to
mention the weaknesses of your proposed technique in the paper, again
try to be ‘creative’ in writing such as “perhaps this is to demonstrate on
certain applications…”
• Provide a good analysis on the research results

– Do not just write down what has been observed from your experiments

– Explain why these observations are ‘so and so’

– Provide a summary of results and how results led to conclusion

• List down the strengths and weaknesses of your proposed technique
– If your proposed technique can only be applied to a certain class of
problems, then try to be ‘creative’ and write to focus only towards these
problems
– Do not allow reviewers to attack your weaknesses, it would be good to
mention the weaknesses of your proposed technique in the paper, again try
to be ‘creative’ in writing such as “perhaps this is to demonstrate on certain
applications…”
• Provide a good analysis on the research results

– Do not just write down what has been observed from your experiments

– Explain why these observations are ‘so and so’

– Provide a summary of results and how results led to conclusion

 Publishing your Paper
• Types of Journals (Tier-1, Tier-2, etc…?)
• How review is being done?
• What reviewers look for in a paper?
• How selection of reviewers are done?
• Acceptance and Revision
• How to answer reviewer’s questions?
• Format of a Journal
• How to get on the Editorial Board of a Journal?
From “How to get a Paper
Accepted in National /
International Journal?”
 Bibliography or Works Cited
1.
Page
At the end of your paper you will include a bibliography or works
cited page.
2. This gives the authors of your sources credit for their work.
3. In your packet you will find sample bibliography entries for various
sources.
4. If you have any questions you can refer to:
http://www.aresearchguide.com/12biblio.html or the
information in the packet.
5. Sources should be in alphabetical order and double spaced.
6. You can also use the following website to input your source
information for your bibliography or works cited page:
www.noodletools.com/quickcite/
 Works Cited

"Battery." Encyclopedia Britannica. 1990.

"Best Batteries." Consumer Reports Magazine 32 Dec. 1994: 71-72.

Booth, Steven A. "High-Drain Alkaline AA-Batteries." Popular Electronics 62 Jan. 1999:

58.

Brain, Marshall. "How Batteries Work." howstuffworks. 1 Aug. 2006

<http://home.howstuffworks.com/battery.htm>.

"Cells and Batteries." The DK Science Encyclopedia. 1993.

Dell, R. M., and D. A. J. Rand. Understanding Batteries. Cambridge, UK: The Royal
Society of Chemistry, 2001.

"Learning Center." Energizer. Eveready Battery Company, Inc. 1 Aug. 2006

<http://www.energizer.com/learning/default.asp>.

"Learning Centre." Duracell. The Gillette Company. 31 July 2006

<http://www.duracell.com/au/main/pages/learning-centre-what-is-a-battery.asp>.
 Proofread, Proofread, &
1. Proofread!!!
Are all words spelled correctly? (Use a paper or online dictionary is unsure!)
2. Did I capitalize the beginning of each sentence and all proper nouns?
3. Did I punctuate correctly?
4. Do I use grammar correctly?
5. Did I answer all of the topic questions, and fulfill all of the requirements on my
rubric.
6. Did I include an introduction and conclusion?
7. Did I type the paper using the correct font type, size, line spacing and margin
requirements?
8. Did I paraphrase all content?
9. Did I use parenthetical notations for quotes?
10. Do my sentences make sense when read aloud?
11. Have I had my paper peer edited?
12. Does my paper flow well?
13. Did I include a bibliography page?
Finished!!! You did it!!!
Report Structure

Abstract

Introduction
Participants
Method Design
Apparatus/Materials
Procedure
Results

Discussion & Conclusion

References
 I’ve just
stolen other
author’s
work!

“Plagiarizer”

In spite of all that has been stated above, one should always keep
in view the fact report-writing is an art which is
learnt by practice and experience, rather
than by mere doctrination.

Thank you
TYPES OF REPORTS
Research reports vary greatly in length and type. In each individual case, both the length
and the form are largely dictated by the problems at hand. For instance, business firms
prefer reports in the letter form, just one or two pages in length.
Banks, insurance organisations and financial institutions are generally fond of the short
balance-sheet type of tabulation for their annual reports to their customers and
shareholders.
Mathematicians prefer to write the results of their investigations in the
form of algebraic notations.
Chemists report their results in symbols and formulae.
Students of literature usually write long reports presenting the critical analysis of some
writer or period or the like with a liberal use of quotations from the works of the author
under discussion.
In the field of education and psychology, the favourite form is the report on the results
of experimentation accompanied by the detailed statistical tabulations.
Clinical psychologists and social pathologists frequently find it necessary to make use of
the case-history form.
Book-reviews which analyze the content of the book and report on the author’s
intentions, his success or failure in achieving his aims, his language, his style, scholarship,
bias or his point of view.Such reviews also happen to be a kind of short report.

The reports prepared by governmental bureaus, special commissions, and similar other
organisations are generally very comprehensive reports on the issues involved. Such
reports are usually considered as important research products.

Similarly, Ph.D. theses and dissertations are also a form of report-writing, usually
completed by students in academic institutions.
(A) Technical Report
A general outline of a technical report can be as follows:
1. Summary of results: A brief review of the main findings just in two or three pages.
2. Nature of the study: Description of the general objectives of study, formulation of the
problem in operational terms, the working hypothesis, the type of analysis and data
required, etc.
3. Methods employed: Specific methods used in the study and their limitations. For
instance, in sampling studies we should give details of sample design viz., sample size,
sample selection, etc.
4. Data: Discussion of data collected, their sources, characteristics and limitations. If
secondary data are used, their suitability to the problem at hand be fully assessed. In case
of a survey, the manner in which data were collected should be fully described.
5. Analysis of data and presentation of findings: The analysis of data and presentation of
the findings of the study with supporting data in the form of tables and charts be fully
narrated. This, in fact, happens to be the main body of the report usually extending over
several chapters.

6. Conclusions: A detailed summary of the findings and the policy implications drawn from
the results be explained.

7. Bibliography: Bibliography of various sources consulted be prepared and attached.

8. Technical appendices: Appendices be given for all technical matters relating to

questionnaire, mathematical derivations, elaboration on particular technique of analysis
and the like ones.

9. Index: Index must be prepared and be given invariably in the report at the end.
(B) Popular Report
The popular report is one which gives emphasis on simplicity and attractiveness. The simplification
should be sought through clear writing, minimization of technical, particularly mathematical, details
and liberal use of charts and diagrams. Attractive layout along with large print, many subheadings,
even an occasional cartoon now and then is another characteristic feature of the popular report.

Besides, in such a report emphasis is given on practical aspects and policy implications.
MECHANICS OF WRITING A RESEARCH REPORT
1. Size and physical design
2. Procedure
3. Layout
4. Treatment of quotations
5. The footnotes
6. Documentation style
6i) Regarding the single-volume reference
1. Author’s name in normal order (and not beginning with the last name as in a
bibliography) followed by a comma;
2. Title of work, underlined to indicate italics;
3. Place and date of publication;
4. Pagination references (The page number).

Example
John Gassner, Masters of the Drama, New York: Dover Publications, Inc. 1954, p. 315.
(6ii) Regarding multi volume reference
(6iii) Regarding works arranged alphabetically
(6iv) Regarding periodicals reference
(6v) Regarding anthologies and collections reference
(6vi) Regarding second-hand quotations reference
(6vii) Case of multiple authorship
PRECAUTIONS FOR WRITING RESEARCH REPORTS

In spite of all that has been stated above, one should always keep
in view the fact report-writing is an art which is
learnt by practice and experience, rather
than by mere doctrination.

Thank you