Skillbuilding: Preparing Research Reports (Accurately and Clearly)

From OnBoard - Newsletter of the BCG
Printer Friendly

Rhonda S. Norris, "Preparing Research Reports (Accurately and Clearly)," OnBoard 7 (January 2001).

In the new BCG Genealogical Standards Manual, there are many research standards that identify with research, transcribing documents, primary and secondary information, compiling reports, and presenting the information in a way that it can be understood. There are also standards for teachers and writers.

The research standards discussed in this article are numbers 39 and 40: Reports are Accurate and Reports are Clear. Research reports should be precise, well-documented, and should have a format. The material should be written in such a way that the reader can clearly understand the research that has been done.

Research reports are the most valuable part of doing client genealogy research. Clients will often say “I do not need a report, just send me the information and photocopies.” I emphasize to them the importance of receiving a full written report that provides both positive and negative findings. The report also contains a full citation for each record searched to determine new and additional information on the subject.

Appearance

I include this topic because I feel it is important to make sure reports are pleasing to the eyes while presenting a professional appearance. The color of the stationary has a great deal to do with the way it looks and reads. I prefer white, ivory, or light blue linen with black ink. The first page of any report should contain a letterhead that includes the researcher’s name, address, telephone and fax numbers, and e-mail address. All other pages of the report, including the invoice, should be on the same type of stationary.

Once the report is typed and ready to be packaged, I place it in a two-pocket folder. The reports, along with any photocopies, are placed in the right-hand pocket. The left-hand pocket is for the business card and invoice. The folder is then placed in a brown envelope ready to mail.

Accuracy

Accuracy is essential in writing a report. The information taken from the records or the research should be transcribed exactly the way it is found, including the spelling of names and presentation of numbers. The report to the client should explain that names are spelled exactly as they were found, so the client won’t think you could not spell their ancestors’ names. Reports must be precise!

Citation/Documentation

Citing your sources cannot be stressed enough! Document every piece of information that is found throughout the research. Provide the name of the source (whether it is a book, newspaper, census record, court records, cemetery record, index, or other records researched). Depending on the record used, it may contain the date of publication, author, place and name of publisher, copyright date, volume, issue number, roll number, repository, and so forth.
People ask “why do I need all of this information?” How many times have you researched your family and realized that you had information that had no source? Let other researchers know where the materials came from in case the research needs to be reviewed at some point. Documenting also saves time by preventing the same sources from being researched again later.

Evidence! Citation & Analysis for the Family Historian, by Elizabeth Shown Mills, CG, CGL, provides citation formats. The formats include books, census records, baptisms, articles, births and deaths, cemetery records, cemetery markers, computer software, and e-mail. This book is small, easy to carry, and is so comprehensive that every researcher should be using it, whether family historian or a professional.

Positive and Negative Results

Research reports should include both positive and negative results. Reporting negative findings indicates that the records do not need to be researched again. Reporting positive results can lead to further research and can provide even more findings. You should include photocopies of records or documents found with the report.

Clear Reports

Reports should be clear, easy to read, and easy to understand. The first page of the report should include the following: date, client’s name and address, objective(s), research plan, time authorized by the client, and the research site(s). This opens up the report with a clear understanding before the client dives into the report itself. How to Become a Professional Genealogist, by Carolyn Earle Billingsley and Desmond Walls Allen, provides an excellent layout for the first page of a report.

It is important not to use too many fonts as it becomes overwhelming and distracting. I usually use Times New Roman 12 point for all of my type. The names which are being researched are in bold and italic and the actual record being researched is in italic. This is my way. Adapt to what best fits your clientele and your style.

The body of the report should include the research site or repository in which the research is being conducted, the full citation of each source used, and results of each source. My reports are outlined in the order in which the research is conducted. However, do not leave all of the positive research to the end of the report. No one wants to see a report that begins with all negative results.

Recommendations

Recommendations for further research let the client know what else can be done to continue the research. Be excited about finding more positive results!

Cover Letter

I like a cover letter. Once the report is complete with an invoice, I will write a short, one-page cover letter that thanks the client for hiring me, provides a few comments and suggestions, and also lets the client know that I am willing to continue the research or lets them know that if they ever need additional research to contact me. This is just another added touch that makes the report clear and professional.

Notes

Mills, Elizabeth Shown. Evidence! Citation & Analysis for the Family Historian. Baltimore: Genealogical Publishing Company, 1997.

Billingsley, Carolyn Earle and Desmond Walls Allen. How to Become a Professional Genealogist. Bryant, Ark.: Research Associates, 1991.

Rhonda S. Norris, CGRS

This article was originally published in OnBoard, BCG's educational newsletter and is protected by copyright. Individuals may download and print copies for their personal study. Educators are granted permission to provide copies to their students as long as BCG, OnBoard, and the appropriate author are credited as the source of the material. Republication elsewhere is not permitted.