How to Compile a Survey Report (with Pictures)

2024 Author: Jason Gerald | [email protected]. Last modified: 2024-01-19 22:11

After conducting a survey or research, the next step that must be done is to prepare a report to describe the research process carried out, the results of the survey, and the specific patterns or trends found in the survey. Most survey reports are divided into several main chapters, and each chapter presents different information. To compile a quality survey report, make sure you have each chapter in it in the correct format, and make any necessary revisions to perfect the report before submitting it.

Step

Part 1 of 4: Compiling a Summary and Background of the Research

Step 1. Divide the report into main chapters

Generally, each section in a research report will be summarized in separate chapters. Although the format for writing each research report may be different, generally the concept of chapter division will remain the same. The common chapter division format in a research report is:

• Title page
• list of contents
• Executive Summary or Abstract
• Research Background and Objectives
• Research methodology
• Research result
• Research Conclusions and Author Recommendations
• attachment

Step 2. Write a 1 to 2 page executive summary summarizing the entire content of the survey

Generally, the executive summary or what is often referred to as the abstract is listed after the table of contents. The abstract that you make must be able to summarize the entire contents of the report in a brief and concise summary. Some of the information that must be included in the abstract are:

• Research methodology.
• Research result.
• Research conclusion.
• The recommendations given by the author are based on the results of the study.

Step 3. State the research objectives in the background chapter

Begin the chapter by explaining why the survey was conducted. In addition, also explain your tentative hypothesis and the results you want to achieve. Generally, you can summarize all the information on one page. Make sure you also provide an explanation of:

• Target population: Who will you survey? Do your respondents come from a certain age group, religion, politics, or other environment?
• Research variables: What do you want to find out through this survey? Is your survey aimed at finding a relationship or association between two things?
• Research objectives: How will the information obtained be used? What new information will be useful to readers?

Step 4. Provide background information by presenting previous research on the topic raised

In fact, past research will help determine whether your survey results support or reject general hypotheses related to the topic. Try to write 2 paragraphs or more to explain the issue raised and how other researchers approach the issue.

• Try reading surveys conducted by other researchers in peer-reviewed scientific journals. In addition, also read reports made by similar companies, relevant organizations, newspapers, or think tanks.
• Compare your report and theirs. Do your survey results support or disprove their claims? What new information can you present to the reader?
• Describe the issues raised and include evidence that has gone through the peer review process. Explain the results you want to find and why the information you provide cannot be found in other studies.

Part 2 of 4: Explaining the Survey Methodology and Results

Step 1. Describe your survey method in the survey or research methodology chapter

Do this to help readers understand your survey process. Generally, this chapter is written several pages long after the background and purpose of the survey. Some of the information you should include in this chapter is:

• Who are your respondents? How would you define gender, age and other characteristics within the respondent group?
• Will the survey be conducted by e-mail, telephone, dedicated website, or face-to-face interview?
• Will the respondents be chosen at random or not?
• How big is your sample of respondents? In other words, how many people did you choose to answer the survey questions?
• Did the respondent receive a reward after filling out the questionnaire?

Step 2. Describe the types of questions to be asked in response to the survey methodology chapter

Some of the common types of questions asked are multiple choice, interviews, and rating scales (such as a Likert scale). In this section, describe the general theme of the question you chose and provide some examples of questions asked.

• For example, you could summarize the general theme of the question by writing, "Respondents were asked to answer questions about their daily activities and eating patterns."
• Do not list all the questions asked in this section. You can attach a complete list of questions in the first appendix (Appendix A).

Step 3. Report the survey results in a separate section

After describing the survey methodology in detail, move on to a new section to submit a report on the survey results. Generally, survey results need to be written in several pages. If necessary, you can divide it into several sub-chapters to make it easier for readers to understand.

• If the results of the survey were obtained through interviews with respondents, try to select several relevant responses and include them in the section. You can attach the complete questionnaire or interview results as an attachment.
• If the survey you are conducting contains several separate sections, make sure you also report the results of each section separately in a new subchapter.
• Don't make subjective claims in this section. Make sure you only report data using available statistical data, interview samples, and quantitative data.

• Step 4. Present trends that interest the respondent

  Most likely, you managed to collect a pile of data from the respondents. To help readers understand the significance of your survey, try to highlight any interesting patterns, trends, and observations.

  • For example, do respondents of the same age group have similar patterns of response to a particular question?
  • Observe the questions that have the highest similar response rates. In other words, most of the respondents gave the same response to the question. What do you think the results indicate?

  Part 3 of 4: Analyzing Survey Results

  

  Step 1. State the implications of the survey at the beginning of the conclusion

  To begin the conclusion section, write a paragraph that can summarize your entire survey. What can readers extract from your survey?

  • This is the only place where you can involve subjectivity. For example, you might conclude that readers need to be alert, concerned, or interested in the issue at hand.
  • For example, emphasize that current policies fail and the reasons behind those conclusions, or state that survey results indicate the success of company policies in achieving their goals.

  

  Step 2. Present your recommended solution

  After reporting the survey results, convey the call to action that you think readers should take. What are the implications of the data presented? What action should readers take after reading your report? This section can be written in several paragraphs or even several pages. Some general recommendations that are often given are:

  • Further research is needed on the topic raised.
  • Changes in rules or policies need to be made.
  • Companies or institutions need to take immediate action.

  

  Step 3. Include all graphs, charts, survey results tables, and testimonials in the appendix

  The first appendix (appendix A) must be filled out with the questionnaire that you distributed to the respondents. If you wish, also attach information on statistical data, interview results, data charts, and a glossary on the following pages.

  • Generally, attachments are labeled with letters, such as Appendix A, Appendix B, Appendix C, etc.
  • Authors may refer to relevant appendices throughout the report. For example, you could say, “Refer to Appendix A for the questionnaire” or “Respondent received 20 questions (Appendix A)”.

  Part 4 of 4: Refining the Report

  

  Step 1. Add a title page and table of contents on the first 2 pages of the report

  Make them the first part of your report. On the title page, include the title of the report, your name, and the name of the institution that supports you. After that, put the table of contents behind it (second page).

  The table of contents should contain page number information for each chapter or sub-chapter in the report

  

  Step 2. List citations in the requested format

  Generally, reports made for academic and/or professional purposes should be written in a specific format. Some of the commonly used report writing formats are the APA (American Psychological Association) and Chicago style of writing.

  • Generally, citations are placed at the end of the sentence in brackets format, and contain information about the author's name, type of information, page number, year of publication, etc.
  • Some professional organizations have specific writing rules. Try to find more complete information about these rules.
  • If you don't have a specific report writing format, just make sure the format you use from start to finish is consistent. In other words, use the same spacing, font size, and citation format throughout the report.

  

  Step 3. Write a clear and objective report

  Remember, your job is to report the results of the surveys that were conducted. Therefore, do not confuse the survey results with your subjective judgment! If you want to provide a recommendation or personal opinion, do so at the end of the report.

  Do not embellish the results of the report with subjective diction. For example, don't say, "Research shows an increasing use of illegal drugs that is dangerous and needs to be addressed immediately." Instead, simply say, "Research shows an increase in drug use."

  

  Step 4. Choose a sentence that is clear and simple

  Convey all the information in the simplest way possible! In other words, avoid overly complex and/or flowery language. Since some surveys are highly complex, help readers understand the results by using a simple way of writing.

  • If you have the option of simplifying a word, phrase, or sentence, do so. For example, instead of writing, "1 in 10 people admit to drinking alcohol three times a day," simply say, "1 in 10 people drink alcohol three times a day."
  • Delete all unnecessary phrases or words. For example, instead of writing, "In terms of determining the frequency with which a dog is adopted," simply write, "To determine the frequency with which a dog is adopted."

  

  Step 5. Revise the report before it is submitted

  Make sure your report no longer contains any language, spelling, or formatting errors before submitting it.

  • Make sure you have included the correct page numbers at the bottom of each report sheet.
  • Remember, a spell check program on your computer won't always catch all errors. Therefore, keep asking someone else to edit your report.