6 min readConcept sheetOften a 5- or 10-mark answer

Steps in report writing

A research report is written in six steps, from thinking through the subject to writing the final draft. Each step builds on the one before.

Number of steps6 (as listed by C.R. Kothari)

First stepLogical analysis of the subject matter

Last stepWriting the final draft

Aim of a reportTo share the findings clearly and accurately

The six steps

This is Kothari's order. Some books add 'collect and analyse the data' before step 1, and 'proof-read and submit' after step 6.

What happens at each step

1
Logical analysis of the subject matter
Decide how the subject will be developed: logically (from simple to complex ideas) or chronologically (in time order).
2
Preparation of the final outline
A framework of chapter headings and sub-headings that fixes the order of the report.
3
Preparation of the rough draft
Write what was done and how: methods, data collected, findings and limitations.
4
Rewriting and polishing
Check logic, consistency, grammar and repetition; fill gaps. Often takes longer than the rough draft.
5
Preparation of the final bibliography
List every source used, in alphabetical order and one consistent style.
6
Writing the final draft
Clear, concise and objective language; avoid vague words; end with a sound conclusion.

Precautions while writing a report

Use simple, clear and concise language. Explain any technical term the first time it is used.
Be objective: report the findings as they are, without personal bias.
Follow a logical order, with numbered headings and sub-headings.
Check every figure. Number and title each table and graph.
State the limitations of the study honestly.
Acknowledge every source and avoid plagiarism.
Keep one layout and one referencing style throughout.

Two kinds of report

Technical reportWritten for researchers and experts. Gives full details of methods, assumptions, data and findings.

Popular reportWritten for the general public. Uses simple words, charts and practical advice, with fewer technical details.

A student dissertation is a technical report. A leaflet for mothers after a nutrition survey is a popular report.

In nutrition research

A Home Science dissertation, a diet survey report for an NGO and a nutrition camp report all follow these six steps. For a camp report meant for families, the popular style works best: simple language, pictures and clear food advice.

Exam angle

2 marks: “What is a research report?” A written account of a study: what was studied, how it was done, what was found and what it means. It shares the findings with others.

5 marks: “Explain the steps in writing a research report.” List the six steps in order (logical analysis, final outline, rough draft, rewriting and polishing, final bibliography, final draft), add one line on each and draw a flow chart.

10 marks: “Describe the steps in report writing and the precautions to be taken.” Draw the flow chart, explain the six steps, then list 5-6 precautions: clarity, objectivity, logical order, accurate tables, honest limitations and proper referencing.

Remember it

Let Our Report Reach Better Form: Logical analysis, Outline, Rough draft, Rewriting, Bibliography, Final draft.