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How to Write a Genealogy Research Report

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Inside every genealogist is a hidden (or a not-so-hidden) detective. We all love the thrill of the hunt and the challenge of a mysterious kinship. We hone our search skills, learn about records, and ponder the evidence. Yet there’s another aspect of detective work that we often brush aside—writing reports about our research.

Research reports are powerful investigative tools. In criminal cases, detectives use them to summarize, analyze and communicate findings. They can do the same for family history research. Professionals create them for clients, but most experienced genealogists also write reports on their family research, purely for their own files. Why? Because reports help them build on their discoveries to solve problems of identity and relationship.

And no matter where you are in your family history search, creating a report can help you, too. I’m confident that once you see how beneficial research reports are and how simple they can be to construct, you’ll be convinced they’re well worth your time.

The Benefits of Writing a Genealogy Research Report

It may seem counterproductive to use your limited research time writing about the work you’ve already done instead of searching for new records. But you’ll reap benefits that save you time in the long run. A research report chronicles the work you’ve done toward answering a particular question about your family history, identifying:

• the focus of your research problem
• the information with which you started
• the resources you used
• your research discoveries
• your thoughts and analysis
• your summary or conclusion
• your ideas for future research

Because your report shows what you looked for and found (or didn’t find), you won’t end up repeating searches. This is especially helpful if you’re juggling multiple projects or only have short intervals to work on genealogy. If you need to put your research efforts on pause for a while, the report makes it possible to come back and pick up where you left off without missing a beat.

The process of writing also clarifies your thinking. Because extracting the information from a document and analyzing it in writing forces you to slow down and think it over, you’re more likely to notice small but meaningful details, and put them together with details found in other documents. This aids you in determining what the evidence means. It also makes it easier to compare and correlate different pieces of information—a vital part of solving any problem.

If you’ve been working on an ancestor for some time, writing a report can help you gather your evidence discovered over time, and see where gaps might exist in your research. It’s a great way to brainstorm ideas for a new research plan, which you can even begin to develop right there in the report. A summary like this is also helpful if you want to ask a professional or a genealogical society for assistance. The person will be able to see what you’ve already done, so he or she can get up to speed on your query more quickly and won’t need to duplicate your previous work.

Similarly, if you’re starting on a new line or if friends or relatives have asked for your help with their family history, it’s a good idea to create a report at the outset and add to it as you go along. When you’ve finished, you can turn the report with documents you’ve found over to them, knowing your work won’t be lost or misunderstood.

Many genealogists also write reports on special research trips, such as to the Family History Library  in Salt Lake City or to an area where ancestors lived. Such reports might be started before the trip, fleshed out during it, and polished up afterward at home. These trips often represent a big investment in time and money, and the records may not be available anywhere else. So it’s wise practice to keep track of the results and analyze them fully.

Who, then, can benefit from writing a research report? In short, anyone who:

• is working on a problem of ancestor identity or kinship
• needs to pause and resume research at a later time
• is trying to summarize previous work and generate new ideas
• is planning a trip to a repository or ancestral locality
• is looking for help from someone else
• is offering help to someone else

As you can see, that covers a wide range of territory. Fortunately, you can easily adapt reports to fit your own situation and needs. They don’t need to be fancy or complex to be useful. As a genealogy professional, I’ve written dozens of reports, and I’ve learned some keys to effective yet easy reporting to share with you.

Embrace a Write-As-You-Go Approach

In school, many of us learned to write reports after we’d finished reading the books and doing the research. For me, at least, that wasn’t much fun. Who wants to labor over a report after all the interesting work of discovery and synthesis is done? That’s why I’m among the many genealogists who’ve embraced a write-as-you-go approach.

Writing as you go simply means setting up the framework for your report when you first begin a new project or phase of work, and then filling in your results as you find them.  Setting the report up when the question is fresh—before you undertake any new research or know the outcome—allows it to grow organically as your understanding of the evidence grows. You’ll find it flows more naturally and can actually help guide your research efforts.

It’s a good idea to create a short sample report in your word processing software to use as a template. That way, you don’t need to start from scratch each time you begin a new one. Even though the topic and resources will vary, the basic sections will be structured more or less the same. The following six steps will guide you in crafting a versatile report.

Six Steps to Writing Your Research Report

1. identify your focus..

Whether the report is for your own research or someone else’s, the first step is to note your name, the date, and what the subject is. To begin, open a blank document and type in the following lines:

• Prepared by: (your name and contact information)
• Prepared for: (“My Research Files,” or the name of relative or fellow researcher)
• Date finished: (leave blank for now)
• Research question or goal

For the title, choose something more specific than, say, “Baker Family Research.” A title like “Searching for the Parents of Isaac Baker” might better reflect the true focus of the report. For a report following a research trip, try something like “Researching Bakers in Berkshire County Records at the Family History Library.”

Similarly, give some thought to your research question or goal. This is a short statement—typically just one or two sentences—but it sets the framework for your entire project. The research question has two important components: First, it needs to identify precisely the person or couple at the center of your research. This involves not only naming the person, but also placing him or her in a particular place during a particular time period. Second, it needs to explain what you hope to investigate and learn during the course of your research.

Stating a research question or goal isn’t as hard as it might sound, because the two components fit together seamlessly to express your objective. Questions and statements like these might strike you as lengthy at first, but you’ll soon get the hang of writing them. Some examples of a research question or goal include:

• Who were the parents of Isaac Baker, 1840 resident of Pittsfield, Berkshire County, Mass.?
• Was Catherine Anderson, who married Thomas Smith on 20 April 1859 in Cass County, Mo., the daughter of Cass County resident William Anderson?
• This project will explore sources of information at the Family History Library about Baker families living in Berkshire County, Mass., about 1800-1860.

2. Show what you know.

Now that you’ve defined your research objective in specific terms, offer a brief recap of what you already know about the subject. This section might be called “Starting Point,” “Background Information,” or “Summary of Previous Research.” Choose whichever term you prefer and enter it into your template.

Try to sum up what led you to this point in a couple of paragraphs. It isn’t necessary to write a full biography of the person’s life. Rather, think of it as a synopsis of information you’ve gathered pertaining to the research question. If you’ve developed a theory based on that information, now’s the time to explain what you think and why.

Indicate where the information came from, too. Have you been reading your great-aunt’s handwritten pedigree, a set of census records, an obituary clipping, an online family tree, or some combination of the above? Knowing the sources you started with will be important in judging the information’s reliability as you accumulate more evidence.

If you’ve done a lot of previous work, it could be helpful to attach a chart or timeline here for quick reference. In most cases, though, a few short paragraphs outlining the key players in the person’s life (spouses, children, siblings or parents, if known), pertinent dates and places, and clues you hope to build on will be enough to launch you forward.

3. List your resources.

Set up a section of your report near the beginning to serve as a master list of “Resources Used.” That way, you’ll be able to see the websites you searched, the libraries or archives you visited and/or the people you contacted at a glance. You’ll still want to write citations for each new document you find, but this list will help you write them and save you from digging through your footnotes if you forget whether you looked at a certain website.

To save time, create a list of frequently used resources in your report template, which you can add to or subtract from as needed. I divide mine into three parts: online sources, repositories visited and correspondence. For online sources, I list websites I commonly use with their home URLs, such as Ancestry.com and Family­Search . For repositories visited, I list places I frequently research, including my local library and my state archive. Modify these lists for each report as you go along, deleting sources you didn’t use and inserting additional ones you did. The correspondence section stays blank until I get into a project. Then I add people or archives with whom I spoke on the phone or exchanged emails or letters.

If you have any limitations on your project, indicate them here as well. Perhaps you’re limited to five hours of work, or you’re focused solely on records created in Iowa, or you’re using online resources only. It may be important to know what those limiting factors were in the future, especially if you’re sharing your report with others.

4. Report your findings.

This section, typically called “Research Findings” or “Research Notes,” will comprise the body of your research report. It’s where you’ll record the nitty-gritty details of the information found in the sources you looked at, complete with source citations. It’s also the place where you’ll analyze and begin to compare the evidence. Every source in your Research Findings should receive a three-part treatment:

• Abstract or transcribe information from the record
• Write a source citation as a footnote or endnote
• Analyze what the record tells you or suggests

Since you’ll probably be looking at a number of sources, you’ll want to organize or group them in some way. Grouping by type of record—such as census records, marriage records, probate records, newspaper records, etc.—is a common and natural way to structure your research findings. If you’re gathering records from different localities, like deeds from three different counties, you could organize by locality instead. In some cases, grouping by time period or by person might make the most sense. Choose the type of grouping that works well for your particular project.

For example, let’s say you want to organize by record types. Create a heading for, say, “Census Records.” If your first record is the 1860 US census, make a subheading for that. With the digitized image of the census in front of you, write down all the information it contains. You might use bullet points to create a list of household members, in the order in which they appear, with age, sex, occupation and so forth for each one. This is the process of abstracting the record—recounting the information faithfully in shortened form.

Some records, such as a minister’s return of a marriage, lend themselves better to transcribing—copying the entire record word-for-word, exactly as it appears. Transcriptions should appear with quotation marks around them. Your report will likely contain a mixture of abstracts and transcriptions.

Once you’ve captured what the record says, note where it came from. All word processing programs allow you to create footnotes and endnotes, which are ideal for source citations. Many people prefer footnotes, as this keeps the information and citation together on the same page, but endnotes are also fine. If you don’t know how to create footnotes in your software, you could put your citations in parentheses or brackets following the abstracted information.

Now, think about what this information means. What’s significant about it? Does it answer a question, or suggest a direction to explore? Does it raise additional questions? In a separate paragraph labeled “Analysis” or “Comments,” offer your thoughts and observations. Allow yourself time to reflect on the information and how it relates to other evidence you’ve collected. Does it agree or disagree with other findings?

This analysis is truly the heart of your report. As you proceed with your research, patterns, similarities and/or discrepancies may start to appear. Consider these carefully and think about why. Through this process, analysis leads into correlation. In his landmark book, Mastering Genealogical Proof (National Genealogical Society), board-certified genealogist Thomas W. Jones defines correlation as “a process of comparing and contrasting genealogical information and evidence to reveal conflicts, parallels and patterns.” In most cases, this is how you’ll reach your research objective.

One last note: in addition to recording the sources you found, it’s also important to note when your searches came up empty. If you expected to find a marriage record for your ancestors in Boone County, Ky., but didn’t find one, indicate exactly what online database(s), microfilm, published record books or other resources you consulted. Keeping track of these negative results helps you avoid repeating work, and can spur you to expand your search to other localities.

5. Sum it up.

Once you’ve finished all the research, read over and polish your report. Edit it for grammar, style and clarity. Then, while it’s fresh in your mind, write a “Summary of Results” or “Conclusion” section to summarize what you discovered. Have you answered your research question? What can you infer or conclude in light of the evidence you found?

Since you’ve been analyzing the evidence all along, this summary should be relatively simple to write. It’ll draw from and expand on the analysis and correlation you’ve already done. Nonetheless, you may find the process of synthesizing everything together sparks more ideas and connections. That’s one of the reasons you’re taking the time to write a report in the first place.

Your summary might also expose conflicts between pieces of evidence. Can you explain or resolve those conflicts? If so, this is the place to say how. If not, you may simply need to acknowledge that the evidence disagrees, and that more work is needed in order to resolve the matter.

6. Plan for the future.

In the final section of your report, “Recommendations,” list any additional resources you’d like to look at in the future. These will be based on ideas that came to mind while you were researching or evaluating the evidence. Recommendations for future research might include:

• other records to explore, such as military or land records
• visiting a certain archives or repository
• digging into records of another city, county or state
• newly discovered relatives or associates to investigate

It’s a good idea to add things to this list as they occur to you during the writing and proofreading process, and then finalize it at the end. Think about where you’d like to go from here. Your list of recommendations can serve as a ready-made research plan for your next round of family history discoveries.

At last it’s time to sit back, relax and look with pride at the report you created. With any luck, you’ve met your research objective, or at least made strides in the right direction. It’s always a good idea to make a backup copy. Save your report, along with any records it refers to, on a cloud-based server, such as Evernote , Google Drive or Dropbox (a “List of Attached Records” makes a handy index to include in the report). This ensures you’ll be able to access the documents anytime and anywhere. Cloud storage also makes it easy to share your findings, simply by inviting others to view the file.

Investigative reporters know that focusing attention on a problem in writing is one of the best ways to spur action and generate solutions. Many genealogical problems can benefit from the same treatment. So next time you’re faced with an ancestral mystery, take the time to start a report for yourself. You may find the answer is right there in black and white.

A version of this article appeared in the September 2016 issue of Family Tree Magazine .

Shelley K. Bishop

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Storytelling, Writing

Genealogical Work Samples

The following materials appear here as examples of genealogical work prepared by board-certified genealogists and, in many cases, published by peer-reviewed journals.

Each work sample appears here with the permission of the author, is copyrighted by the author, and may not be further reproduced elsewhere without the written consent of the author. Facsimile copies of published articles appear with the permission of the National Genealogical Society and the New York Genealogical & Biographical Society.

Note that no example is ever perfect in every respect. Moreover, every journal has its own style requirements reflecting its own traditions that may not comport entirely with the requirements of The BCG Application Guide . For these reasons, these samples are not models for portfolio submissions. In all portfolio submissions, the Application Guide controls.

Research Reports | Case Studies | Family Histories | Client Agreements

Research Reports

The following work samples are presented in chronological order, newest to oldest.

Green, Shannon, CG. “Alta Jane Durst’s Father” (2021 DNA report sample)

Zinck, Jennifer, CG. “Parents of Clara Cowles of Suffield, Connecticut.” (2020 new applicant portfolio)

Wayne, Debbie Parker, CG. “Who were the Parents of Minnie J., wife of Thomas Anderson…?” (2020 renewal portfolio)

Ball-Kilbourne, Gary, CG. “Calvin Research Report.” (2018 new applicant portfolio)

Vidlak, Mary O’Brien, CG. John C. Follette research report . (2015 new applicant portfolio)

Mills, Elizabeth Shown, CG, CGL, FASG. “ Samuel Witter (1787-1876) and the War of 1812 .” (2012/2017)

Ruffner, Malissa, CG. “ Pierre Lapouraille (m.1819) .” (2012 new applicant portfolio)

> BACK TO TOP OF PAGE

Case Studies

Garrett-Nelson, LaBrenda, JD, LLM, CG, CGL. “Parents for Isaac Garrett of Laurens County, South Carolina: DNA Corroborates Oral Tradition.” National Genealogical Society Quarterly 108 (June 2020): 85–112. NGSQ Award of Excellence, 2020.

Henningfield, Melinda, CG. “A Family for Mary (Jones) Hobbs Clark of Carroll County, Arkansas.” National Genealogical Society Quarterly 107 (March 2019): 5–30. NGSQ Award of Excellence, 2019.

Peters, Nancy A., CG, CGL. “Hiram Cochran, Freedman of Abbeville County, South Carolina.” National Genealogical Society Quarterly 106 (September 2018): 165–180.

Russell, Judy G, JD, CG, CGL. “ George Washington Cottrell of Texas: One Man or Two? ” National Genealogical Society Quarterly 105 (September 2017): 165-179. NGSQ Award of Excellence 2017.

Hobbs, Patricia Lee, CG. “DNA Identifies a Father for Rachel, Wife of James Lee of Huntingdon County, Pennsylvania.” National Genealogical Society Quarterly 105 (March 2017):43–56.

Hoitink, Yvette, CG. “ Griete Smit’s Parentage: Proof in the Absence of Vital Records .” National Genealogical Society Quarterly 104 (December 2016): 245-256.

Garrett-Nelson, LaBrenda, JD, LLM, CG, CGL. “ Resolving a Modern Genealogical Problem: What was Rainey Nelson’s Birth Name? ” National Genealogical Society Quarterly 104 (September 2016): 203–213.

Stanbary, Karen, CG. “ Rafael Arriaga, a Mexican Father in Michigan: Autosomal DNA Helps Identify Paternity. ” National Genealogical Society Quarterly 104 (June 2016): 85-98. NGSQ Award of Excellence 2016.

Baty, Laurel T., CG. “ Aaron Strickland’s North Carolina Origin. ” National Genealogical Society Quarterly 104 (March 2016): 21–37.

Johnson, Melissa A., CG. “ Mothers for Sophie (Kanetski) Howe of Scranton, Pennsylvania. ” National Genealogical Society Quarterly 103 (June 2015): 105-113.

Jones, Thomas W., Ph.D., CG, CGL, FASG. “ Too Few Sources to Solve a Family Mystery? Some Greenfields in Central and Western New York. ” National Genealogical Society Quarterly 103 (June 2015): 85–103.

Lennon, Rachal Mills, CG, FASG. “ Context and Comrades Illuminate a Silent Southerner: John Temple (1758–1838), Revolutionary War Pensioner. ” National Genealogical Society Quarterly 103 (March 2015): 49–67. NGSQ Award of Excellence 2015.

Andrews, Jean Atkinson, CG. “ Indirect Evidence for the Identity of Richard Andrews (1748-1824) of Stark County, Ohio. ” National Genealogical Society Quarterly 103 (March 2015): 37–48.

Peterson, Allen R., CG, AG. “ Dead Men Do Not Sell Timber: The Sinking of the Snow Owen and Captain Plato Denney’s Two Deaths. ” National Genealogical Society Quarterly 101 (September 2013): 175-188.

Mills, Elizabeth Shown, CG, CGL, FASG. “ Which Marie Louise is ‘Mariotte’? Sorting Slaves of Common Names. ” National Genealogical Society Quarterly 94 (September 2006): 183-204.

Family Histories

Hare, Alison, CG. “The Family of John Goldfinch and Sarah Honey: From Kent, England, to New Brunswick, Canada.” (2019 renewal portfolio)

Hoyt, Sharon L., CG. “Her Sixth Matrimonial Venture: The Many Marriages of Ida May Chamberlain.” National Genealogical Society Quarterly 106 (September 2018): 217–238. Winner, NGS Family History Writing Contest 2017.

Tomlinson, Leslie Watson, CG. “The Rickmonds: A Railroad Family.” (2018 new applicant portfolio)

Stallings, Faye Jenkins, CG. “Following the Umbilical Line from Rachael Vowles to Her Granddaughter Amanda Ann Norris.” (2018 new applicant portfolio)

Henderson, Harold A., CG. “ A Stitch In Time: Female Descendants of Polly Holmes (1805–1839) of Madison County. ” New York Genealogical and Biographical Record 148 (2017): 173-190.

Wilds, Scott M., CG. “ Three Generations: From West Africa to the Great Migration. ” (Online publication, 2017 new applicant portfolio).

Graham, Paul K., CG, AG. “ A Love Story Proved: The Life and Family of Laura Lavinia (Kelly) Combs of Atlanta and Augusta, Georgia. ” National Genealogical Society Quarterly 101 (December 2013): 245-266. Winner, NGS Family History Writing Contest 2012.

Bittner, F. Warren, CG. “ Without Land, Occupation, Rights, or Marriage Privilege: The Buttner Family from Bavaria to New York. ” National Genealogical Society Quarterly 100 (September 2012): 165-187. Winner, NGS Family History Writing Contest 2011.

Client Agreements

A genealogist performing research for others is well-advised to have a written agreement for services. Moreover, the research report for another person submitted as part of a BCG portfolio must contain the permission of the person for whom the report was prepared. Sample agreements for these purposes — to be used only as a springboard for analysis and discussion and not as a substitute for consulting with an attorney licensed to practice in the relevant jurisdictions — may be found here:

• Client Release

• Client Agreement

• About American Ancestors/NEHGS
• Visit and Contact
• Help Center
• Annual Report and Governance
• Staff Directory
• Work or Volunteer With Us
• Create a Tree

Research Templates

Family historians rely on a number of organizational tools, including commonly used forms to record their research efforts and findings. Even though most genealogical software programs will export your findings into such formats, it is important to understand how each works and how they can be organized to best support future research. The following templates will help you organize your research, save you time, and present your information in a consistent and accurate way.

Family Charts

Five generation family chart.

A multi-generational chart provides a road map of your ancestors and includes basic information about each couple: full name and date and place of birth, death, and marriage. Each person on the chart receives a number. The subject of the chart is number 1; the subject’s father is 2, the mother is 3; the father’s father is 4, the father’s mother is 5; etc. Each chart is assigned a number and cross-referenced to connect charts and generations. Thus, every ancestor receives a unique number that can be used as shorthand or for filing. E.g., 3:6 refers to chart number 3, person number 6.

Family Group Sheet

A family group sheet provides a snapshot of each nuclear family and records pertinent information about each family member. This information may include:

• For father and mother: given and last name(s); birth, death, and marriage date and place; parents’ names; other marriages
• For children: sex, given and last name(s); birth, death, and marriage date and place; spouse’s name

Research Plan Template

A research plan provides a roadmap for your genealogical research. This easy-to-use template takes you through the process of forming a good research question, identifying which records help you answer the question, clarifying record availability for your time period and location, and listing specific repositories where the records may be found.

Research Log

Research logs are an excellent way to keep track of the research you have already accomplished. They contain a list of every source you consulted—and whether your search was successful or not. Handwritten or typed, these logs help prevent duplicate searches and lookups.

Annotated Research Log

This annotated research log (excel file) provides a starting point for you to track your research and stay focused on the genealogical issue at hand. You can easily add columns, rows, and sort your findings.

Interview Questions

Gather information about your family and ancestors by interviewing family members, friends, and neighbors. These suggested interview questions will help!

Family Questionnaire

Compile additional information for your research or publication by mailing or emailing relatives and family friends a questionnaire.

Early Census Comparison Charts

Beyond the head of household, early censuses provide little information about the individual members of a family. It can therefore be difficult to track families from one census to the next. Use these forms to help compare families between censuses.

• 1800-1810 census comparison
• 1810-1820 census comparison
• 1830-1840 census comparison, free white families
• 1830-1840 census comparison, free colored families
• 1830-1840 census comparison, slave families

Researching House History

Uncovering the history of a house may shed light on family dynamics, social class, historical context, material culture, and more. You may be surprised at what you find! Use the below forms to organize your house history research:

• Occupant Chart

1950 U.S. Federal Census Worksheet

Use this worksheet to guide your research through the newly released 1950 U.S. Federal Census.

Writing & Publishing

Register  style template.

Format your article or book manuscript using  Register  style—a widely used genealogical format that's been used for more than 100 years. An editor looking over an article submitted for possible publication will be favorably impressed and will follow your text more easily when the material is presented in  Register  format.  Read more about the  Register

Ahnentafel  Template

An  ahnentafel , or ancestor table, begins at or near the present and follows a direct line of ancestors as far back as is traceable or for a certain number of generations. Each person is numbered. If you are tracing your own ancestry, you would be number 1, and each person would be numbered in a particular order from there: your father would be number 2 and your mother number 3; his parents would be 4 and 5; her parents would be 6 and 7, and so on. Men are always even and women are always odd. You double a person’s number to get his or her father’s number; you double the number and add 1 to get his or her mother’s number. This template will help you organize and format the content for each numbered couple.

Sample Stylesheet

This stylesheet is a sample only. Although many of the items listed reflect rules that NEHGS follows, you need not match all exactly. Establish your own guidelines and, most important, be consistent! For punctuation, hyphenation, and other general style rules, refer to  The Chicago Manual of Style .

Editorial Checklist

Use this resource to help refine your work and keep elements and styles consistent.

Drop Chart template

Use this template to construct an easy-to-follow visual aid showing direct descendancy—a perfect chapter opener!

Home Blog Methodology Writing a Genealogy Research R...

Writing a Genealogy Research Report

This series focuses on how I applied the steps in the Research Like a Pro process for a personal research project. I walked through these steps in  a study group I participated in last fall . The first step was to create a research objective. This was mine: Trace the descendants of Robert Dale in search of potential autosomal and Y-DNA test takers. Robert was an agricultural laborer born on 30 August 1801 in Bracon Ash, Norfolk, England. Robert married Dinah Dawson on 13 October 1823 in Wreningham, Norfolk, England. He died in April 1879 in Flordon, Norfolk, England.

The next step in the process was to  create a timeline  to analyze what I already knew, spot holes in the research, and determine which localities I would be researching during this project. All the events in Robert and Dinah Dale’s lives took place in Norfolk County, England, so that became the subject for  my locality guide.

After taking these steps, I used my locality guide to  create my research plan :

• Solidify the births of each child to their parents and ensure all children of the family have been discovered. Utilize church records and the England and Wales Birth Registration Index, requesting original vital records as needed.
• Trace each child as fully as possible in census records from 1851 – 1921. Identify additional generations along the way.
• Use birth, marriage, and death registration indexes to confirm generational links, requesting original vital records as needed.

Once my plan was created, I performed the research, tracking my work in an Airtable research log and creating a family diagram using LucidChart.

With my research completed, the next step in the Research Like a Pro process was to write my research report.

Reasons for Writing a Research Report

Writing a research report takes time and effort. However, it is worth it! Here are a few reasons for writing up your research:

• Writing helps you organize the information, process what you have learned, correlate the evidence, and draw valid conclusions. I am always surprised at the discoveries I make after I think my research is finished. These discoveries happen as I write!
• Writing a report helps you remember what you did during a research session. You think you will never forget what you have discovered and how you discovered it, but you will!
• Your report will act as a starting point for you when you want to pick up the research again. By including future research suggestions in the report, you can remember the ideas you had as you were researching and pick up right where you left off.
• A report is a shareable document that you can add as documentation to your family tree. When you share that family tree with others or place the documentation on the global FamilySearch tree, you are validating the information you have added to your ancestor’s profile.
• Reasonably exhaustive research.
• Complete and accurate source citations.
• Thorough analysis and correlation.
• Resolution of conflicting evidence.
• Soundly written conclusion based on the strongest evidence.

What to Include in Your Report

A research report should include the following elements:

• Introduction and Basic Information: The author, date, and subject of the report.
• Context and Background: A summary of past research to help understand the results of the current research.
• Purpose and Focus: An explanation of the report objective, including specifications by the client.
• Limitations and Resources: Any restrictions on research hours, access to information, expenses, or other resources.
• Content and Format: A report structure that focuses on the research goals, including well-reasoned explanations of why any research goal or purpose was or was not met.
• Presentation of Findings: Details on where, when, and why information was found, presented logically.
• Inconclusive Results: Descriptions of searches that do not find evidence (along with findings of direct, indirect, and negative evidence) in sufficient detail to avoid unnecessary future searches of the same records.
• Explaining Gaps: If the research did not meet the objective, a clear explanation of why and where it lacks, along with suggestions to make further progress on the objective in the future.
• Protecting the Report: Measures taken to prevent alteration and loss or separation of any part of the report. 2

A template for report writing that will help the writer meet these standards was one of the things included in the Research Like a Pro study group. The sections of the report template include headings for the Objective, Limitations, Results Summary, Background Information, Findings and Analysis, Conclusions, and Suggestions for Future Research. Each report I write includes these basic elements, but I also include other things to help present the information, including tables, maps, and figures. I have created my own templates for my client reports and other written products. I will be sharing tips for creating templates in an upcoming blog series, Putting Microsoft Word to Work for You.

Writing the Report

I had already begun writing by the time I got to this point. If you remember, I wrote my objective at the beginning of the project, and I wrote my background information section during the research planning phase of the project. I copied and pasted these elements into my report. I was now ready to write the rest of the report. Most often, I organize my reports by record type or by person, based on what will work best for my objective. As I write, I provide reasoning for each record type that I searched during the research process, and analyze and correlate the evidence as I go. Because I was tracing several generations of a family, I decided to format this report a little differently than I usually do.

In the Findings and Analysis section of the report, I first added information about the different record types I consulted during the research session:

Next, since I would be presenting many descendants of the research subject Robert Dale, I decided to create a Descending Genealogy using the NGSQ numbering system, outlined in a book called Numbering Your Genealogy . 3 I felt like this would be the best way to present the information so a reader wouldn’t lose track of who was who. I provided a key in the report so the reader would understand the system:

Generation Number: a superscripted, italicized number following the first name of a person in a main entry and the first child in a child list. Example: Robert 1 Dale.

Individual Numbers: Every person is assigned a person number. This number is followed by a period for a main entry and no period in the child list. The numbers do not start over with each family. Example: 1. Robert 1 Dale.

Child Lists: Children in each family are numbered with small Roman numerals following their individual numbers. Each child in a family who has a main entry in the next generation is designated with a + sign before his or her individual number. Example: +    2     i.  James 2 Dale.

Generational Reference: When an individual is listed in a main entry, their descent from the original ancestor is listed after their name. Example: 42. Rosa Lillian 4 Dale (William John 3 , William 2 , Robert 1 ).

I titled this section of my report “Genealogical Summary” and presented a source-cited descending genealogy of Robert Dale and Dinah Dawson. I ended up tracing some lines down to the fourth or fifth generation. Here’s a look at one section:

I was happy with the way this report turned out. Here is my report conclusion: “At the conclusion of this research session, much progress was made toward the objective of discovering DNA test takers among the descendants of Robert and Dinah (Dawson) Dale. Two possible autosomal DNA test takers have been identified. Modern records could reveal whether they are still living, or whether they have children who could take a test. The research on other lines in the family has laid the foundation for further work that can be done to seek additional candidates for DNA testing.”

After writing the report, I created a summary of results, which I placed at the beginning of the report. As I wrote, I also created a robust list of future research suggestions that I included at the end of the report. This list will help me continue to identify DNA test takers as needed going forward. If you are interested, you can read my report in its entirety here: Tracing the Descendants of Robert and Dinah Dale.

Continuing the Research

Although I finished the Research Like a Pro study group last November, my research on this project hasn’t ended. Over the last few months, I have been able to identify two living descendants and get their contact information. I recently sent them letters via USPS to explain my research and invite them to take an Ancestry DNA test. I am keeping my fingers crossed that I will hear back from them soon and that they will agree to help with this project!

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• Board for Certification of Genealogists,  Genealogy Standards , second edition, revised  ( Nashville, TN: Ancestry, 2021), 1–3.
• Board for Certification of Genealogists,  Genealogy Standards , second edition, revised  ( Nashville, TN: Ancestry, 2021), 40-42.
• Joan Ferris Curran, CG, Madilyn Coen Crane, and John H. Wray, Ph.D., AG, CG, with Elizabeth Shown Mills, ed., Numbering Your Genealogy: Basic Systems, Complex Families, and International Kin (Arlington, Virginia: National Genealogical Society, 2008), 5-6.

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As an Accredited Genealogist® professional, I am excited to help you connect with your ancestors through family history and genealogy research. Whatever your age or skill level, there is something here for you!

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Writing Your Family’s Genealogy Report (Step By Step)

Table of Contents

• 1 The Importance of a Genealogy Report
• 2 Types of Genealogy Reports
• 3.1 1. Choose a format for your family history
• 3.2 2. Define the scope of your family history
• 3.3 3. Choose the right plot and themes
• 3.4 4. Focus on background research
• 3.5 5. Organize your research
• 3.6 6. Choose where to begin
• 3.7 7. Include an index, source, and citations

Regardless of which genealogy service you ordered, our genealogists understand the importance of writing accurate genealogical reports. After all, inside every genealogist is a hidden detective. Compiling a report about your family history automatically takes your search to the next level. This is a much better alternative than presenting your family history in the form of a chart that may not be too easy to understand.

Each page of a genealogy report is solely dedicated to telling the life history of your loved ones – who they were, where they were born, whether they were married, where they worked, as well as providing other important information. We believe that the best family history is that which perfectly describes the lives of those who came before you.

A genealogy report will enable you to leave a family legacy behind. This is not only important for your existing family members but also an important one for those who will come in future.

The Importance of a Genealogy Report

A genealogy report is a powerful investigative tool. It is written concurrently with family history research or after every research session. As such, it becomes easy to track personal research and share vital information about your ancestors. Multiple reports can be written on your family, depending on how much research is done.

Family historians can spend a long period of time developing a family history. Sometimes, their best information may come from a report. This also makes it easy for future family members to conveniently pick up beneficial in information about their descendants.

Types of Genealogy Reports

• Narrative Report – This report takes into account all parts of a family history. It is more expressive and biographical in nature and may not necessarily detail the research procedures that underscore it. Usually, these narratives include the story teller’s interpretations of events.
• Letter Report – Used to answer simple genealogical queries, this report details brief request that a professional researcher makes to a librarian or archivist in order for them to provide documents that will essentially further the research.
• Formal Report – Just like the title suggests, the formal report is written in a consciously-developed and professional manner. It represents expertise and reputation. A tone of familiarity or chattiness does not have any place here.
• Software Program Report – This report contains a summary of relevant information in a number of data fields. This report contains excellent supplements such as charts and graphs that further elaborates the information.

Ultimate Steps for Writing Your Family’s Genealogy Report

Although writing your family history report may seem like a daunting task, our experts are well-versed in the process. Worry not! You are in the best hands. We are well-equipped to find all the information that you seek. Here are 7 steps to writing your family’s genealogy report, step by step:

1. Choose a format for your family history

We allow you to decide on the format that you envision for your research report. As discussed above, there are various formats to write a report. You may choose a narrative or factual report depending on the depth of information you are looking for.

2. Define the scope of your family history

It is important to decide whether you want information about a particular relative or everyone who is part of your family tree. Thus, you should choose a focus for your report. You may include everyone who comes from the same descendant line or write about all of your general descendants. However, these suggestions are easily adapted to suit your interest.

3. Choose the right plot and themes

The report should include the problems that your ancestors faced such as their immigration, survival during wartime and even how they rid of slavery. These are the best themes for any report, especially one that is written in a narrative nature.

4. Focus on background research

Forget about dull and dry family histories. Instead, focusing on background research to ensure that the reader has an eye-witness perspective of your family history. It is best to have an idea of how far back you intend to go into research. You may want to create a story of your immediate family or alternatively, you can choose to begin with your great, great grandparents and slowly incorporate your family members.

5. Organize your research

By creating a timeline or duration for every ancestor that is part of your report, it is easy to spot any mistakes that may be in your report. You can easily sort a number of photos or records for every ancestor, thereafter identify what should be included in the report. Once all the right decisions have been made, use the set timelines to create an outline for your report. It can be organized geographically, chronologically, by theme or character.

6. Choose where to begin

You may choose to begin the report from interesting parts of your family history. Maybe you may choose a duration in which they escaped war or an era when an interesting invention was developed. Interesting facts make your report more exciting. Remember, you do not have to start writing your family history from the beginning, you are free to choose any starting point.

7. Include an index, source, and citations

An index is an important feature of a genealogy report. It makes it easy to find the portions of the report for easy reading. As such, no level of confusion will be experienced.

Once the report is completed, you can confidently sit back, relax and read it with pride. Our professionals will certainly enable you to meet all of our research objectives and encourage you to make strides in the right direction. Regardless of the kind of format that your report is in, it is important to have a backup copy and save it in a flexible manner so that you could access it anytime-anywhere.

Thinking of writing a family history report? We’re here to help you get all the answers that you need – step by step.

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Writing Genealogical Reports

Learning how to write accurate genealogical reports is an essential skill that every aspiring genealogist must learn. While at first they may be daunting, writing genealogical reports can become part of your research routine, will help you sort your thoughts about your ancestors and will make your work accessible for others to read. From what we learned in Hints and Tips 5: Standards and Good Practice in Genealogy, there are many principles of genealogical research. These principles also apply extensively to genealogical report writing. There are many types of reports that you could write, including Research Reports, Proof Summaries, and Narrative Family Histories.

Research Reports

Research reports are usually written concurrent with research, or after a research session. They are usually written to track your personal research, to share with family, to report to a client or to eventually become a professional genealogist.  These reports are meant to tell a reader what records were searched and what was found in those records (nil searches as well) during a research session. They become a valuable resource when coupled with a detailed research log. Multiple research reports can be written on one genealogical family, depending on how much research is done. When writing a research report, try to follow a format that works best for your research topic. Here is a basic outline that can help with writing your own research reports:

• Title : The research report can be named anything; most common names are the family you are researching and the region they lived.
• Focus of the Research : What your research goals were, if you found what you expected, etc. Quick overview of the research process.
• Record by Record : If your research was done searching record by record, rather than by person or surname, write the research report in the order of records searched.
• or Person by Person : If your research was done searching for specific persons in a record, organize the report generation by generation, and then person by person. This will help the reader understand your train of thought and will be much more efficient for writing.
• Conclusion : Any final thoughts on the research process and what was accomplished.
• Further Research Suggestions :  This can include a step by step guide of what research still needs to be done and where to find the required records. This will make it much easier for you or someone else to pick up the research where you left off.

When writing a research report, you can use many different things to make the report informational and interesting. Graphics, tables, charts, abstracts, and timelines help make the research report more accessible. Detailed footnotes and source citations will help the reader know where the resource came from. It is also useful to separate your report into sections with headers, page breaks, and creative white space on the page. For specific examples of research reports and how they are written, please visit the Board for Certification of Genealogists (US) website,  http://www.bcgcertification.org/ .

Proof Summaries

Proof summaries are reports meant to analyse a specific genealogical question, rather than an entire research session. Proof summaries can be about any genealogical question (who are the parents of my ancestor, where was my ancestor born, etc.), although they are most commonly written to establish parentage of an ancestor. It is difficult to outline what goes into a proof summary, because each report is different depending on the research question and what records were available for searching. Proof summaries can be in two different formats:  line style  and  narrative style . A  Line-style proof summary  outlines the record that was searched, a description of what information was in the document, and how that helps solve the genealogical problem. The records are not in the order originally searched, but are ordered in a way that solves the genealogical problem. Here is an example of an entry from a Line-Style Proof Summary:

  1.) Dorset Militia Lists, Sturminster, Dorset, 11 May 1764. List of men ‘chosen by lotts’ at Cast Meetings of the Subdivision Term of three years, or men who provided substitutes to serve in their place and stead. Summary of important points:        John Smart took the place of West Stower, a servant. John Smart was from Hazelbury Bryan, Dorset, a laborer, age 19, 5’7”, single.

          • John Smart’s baptismal record states his baptism in 1747, which would make him sixteen years old at the time of his service (someone had to be eighteen to serve in the militia). John’s older brother, Robert, who was actually nineteen, was mentioned on the same page as John on the militia l    lists, which suggests that John may have lied about his age and served with his brother in the militia.

      Source Note: John Smart (11 May 1764), Hazelbury Bryan, Sturminster District, “Dorset, England, Militia Lists, 1757-1860,” digital images, original at Dorset History Centre, L/A 1/2/1, www.ancestry.co.uk.

A Narrative Proof Summary   will use the same format as a line-style proof summary, but the information will be written in an essay style, rather than with bullet points. Here is an example of the same entry in Narrative style:

      The only other record found before John’s birth was found in Ancestry’s collection of Dorset Militia Lists 1757-1860. John Smart was listed in the Dorset Militia Lists 11 May 1764 in Hazelbury Bryan, Dorset. According to the record, John Smart was chosen ‘by lotts’ from all the men in Hazelbury Bryan to    serve for the term of three years in the Dorset militia. John was a substitute for West Stower, a servant living in Hazelbury Bryan, Dorset. On this record he was listed at nineteen years of age, was single, and was 5’7”.

      Although the militia list stated that John was nineteen, the information from his baptismal record suggests that he was closer to sixteen years of age. It was likely not an issue that he was younger than his proposed age. Also found on this same page of militia lists was a Robert Smart, who may have been a brother of John Smart.

Narrative Family History

Narrative family histories are very different than research reports or proof summaries; these are reports that contextualize the lives in the family group. Along with original sources, these types of records bring in information from secondary sources and scholarly articles to help bring genealogical events to life. There is a specific style of narrative family history that can be written, called a compiled lineage. Compiled lineages normally report on each generation searched, which includes every individual in that family group, similar to the pedigree form used by Burke’s Peerage. Compiled lineages have a specific way of formatting that should be followed. A compiled lineage can be formatted as ascending or descending, depending on how the research flows. It is then started with the father of that family group, followed by the mother, and then the children. Here is a basic outline for the first generation: First Generation

• Ancestor CONDICK, son of Grandfather Condick and Grandmother Yarlett, was born...
• Wife BROOME, daughter of...           i.  Child CONDICK was born...           ii. Child CONDICK was born...           iii. Child CONDICK was born...

As you can see, a compiled lineage has a specific numbering system, starting with numbers for the parents and roman numerals for the children. This numbering is continued after the last number for the parents, (ex. 3) and the next generation of children pick up the next roman numeral (ex. iv). Many genealogical programs, such as Roots Magic, have a function that can create the basic format of a compiled lineage, (including the numbering system and source notes) but they normally need some editing before they can be presented. The types of sources that can be used to supplement the vital information from a genealogy can vary, depending on the event that you describe. For example, if a child was born during WWII, there will be many secondary and scholarly sources that will outline what life was like for children during the war. Use many different secondary sources and scholarly articles to place your family in their historical context. By writing genealogical reports, you will be able to get more out of your research. Your research will be elevated, as well as your writing skill, and you will be closer to becoming a more successful genealogist.

Further Resources

Ancestry,  The BCG Genealogical Standards Manual . Washington DC: Ancestry Publishing, 2000. _____________________________________________________________________

Written by Abbie Black 2013

© Society of Genealogists 2017

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DNA Research Reports – the Ultimate Finish

You’ve analyzed your DNA, compared it with family history information and records, and worked diligently to gather information about your family—What’s next?

The final step in the Research Like a Pro with DNA process is to write your conclusions and correlate the information in a report.  This report may be written to yourself, family members, or clients.  It’s a summary of the information about your DNA matches, common ancestors, and verification of biological connections to your relatives.  DNA plus genealogical records give the ultimate confirmation that your ancestors’ identities are verified and that they are biologically connected to you.

Some people write the report as they research.  This involves having two windows open on your computer screen as you research.  This way, you can describe your findings while you are discovering them.  You can also have your research log open and write your findings in the “Notes” section.

In her blog post, Research Like a Pro Part 6: Write it Up , Diana Elder wrote the following:

“Why write up your results? After you’ve gone through all of the steps of the Genealogical Proof Standard, doing thorough research, citing your sources, analyzing and correlating the information and resolving conflicts, you arrive at step 5 which reads: “Soundly reasoned, coherently written conclusion eliminates the possibility that the conclusion is based on bias, preconception, or inadequate appreciation of the evidence. It also shows or explains how the evidence leads to the conclusion.” ¹ As you’re researching you are constantly thinking and analyzing your findings. You create hypotheses and correlate the evidence, whether you know it or not. The simple act of looking at a census and thinking, “great grandpa’s parents are listed as born in Virginia. I need to look there for records” is analysis. If you don’t record your thoughts and ideas, when you come back to researching this family, you’ll waste time going through your findings again.”

Writing the report can help you make additional connections and links to records, stories, and family members.  As you look at DNA results and genealogical records, you are analyzing the information and deciding if you should include it in your conclusions or not.  You will learn as you write and find ways to explain concepts to your reader. Writing will help clarify connections in your mind as you describe your research to your reader(s).

A report can be formal or informal.  When you are writing, think about who will be reading the report—what will the reader want to learn about their family?  Here is a suggestion of items to include in a formal research report.

Items to Include in a Formal Research Report

Research objective:.

-This is the research objective that helped you focus on a definitive answerable question and guided your research.

-Combine your DNA research question with key identifying information such as birth, marriage, death, and location.

Background information:  

What did you know before you started the project?

For Example:

-Known family relationships to DNA matches

-Family Group sheets

-Oral history

-Migration or location information and the impact it had on your research subject

-Known ethnicity from the family, if it may be important for this project

Limitations:

-Include the amount of time, DNA databases available, travel limitations, and the type of DNA available for use in this project.

-List the DNA companies that have results pertaining to this project.

-DNA itself does not give family history information. DNA information must be used in conjunction with genealogical records for it to mean anything.

Body of Report:

Write the details of the research findings, including explanations of DNA, and records that were searched

-Include the names of  DNA matches with family trees attached to their account that helped you answer the research objective.

-List the amount of DNA the DNA matches share with you.

-Write about the genealogical records that established the relationship connections between the people in your search.

-Explain how the DNA matches, relationships, and records identified helped answer the research question.

Use charts or tables to display information

-Use Lucidchart, Draw.io, or other charting software to illustrate your DNA matches and ancestral and family relationships.

-Remember that you must ask permission of the DNA matches to share their information.  If permission is not expressly granted, you must privatize the names of living people and/or DNA match pseudonyms if you are publishing or posting the information online.

Explain the meaning of the DNA connections

-Include a brief summary of how the type of DNA you are using in your project is inherited (Autosomal DNA, mitochondrial DNA, and Y-DNA).

-Explain the meaning and limitations of Ethnicity results.

-Include information about the possible relationships that are expected when specified amounts of DNA are shared with a DNA match.

-A copy of the Shared Centimorgan Project chart could be included.

-Explain which DNA matches shared common ancestors that helped lead to the conclusion.

-Include the locations that were involved in your research.

  Citations:

-Citations include the location of the information that you used in your research. They are essential because they can lead an independent researcher to find the same information you did.  Citations give credibility to your work and show that you didn’t take a creative license and write a great fiction story.

-Find more information about DNA citations in my blog post, DNA Source Citations, and Diana Elder’s blog post Using DNA Source Citations in a Research Report.

-If the report will be published, all of the DNA matches included must give permission for their names or DNA match pseudonyms to be used. If no permission is given, the names must be privatized.

Conclusions:

-The parents of ___________ were identified.

-Genetic connections to 3 rd great grandparents were verified.

-The identity of a previously unknown ancestor has been established.

Further Research Suggestions

-Transfer raw DNA from Ancestry and 23andMe to other DNA testing companies such as Family Tree DNA, MyHeritage, LivingDNA, and GEDmatch.com.

-Use DNA to verify other family lines.

-Find additional documentary evidence.

-If a previously unknown misattributed parentage was identified, research this line using DNA and genealogical records.

-Search other record collections online or in repositories.

The conclusions you made after the in-depth research and analysis will be helpful to you and your readers.  The first report you write may be challenging because you are developing a way to write your findings and explain the DNA evidence you have analyzed.  After writing the first report, the next report will be easier because you have already discovered a way to explain how DNA evidence and the genealogical records were used together to come to a conclusion.

It’s exciting that you have reached this step in your research process! Writing a report or summary of your findings will give you great satisfaction and help you to share your research with others.  You can use the report to explain the resolution of a family mystery or to teach about the verified genetic connection between you or another DNA test taker, and their ancestors.

Remember that DNA analysis plus traditional genealogical research equals a more extensive and more complete family tree.  A significant benefit of using DNA in genealogical research is that it helps you to identify and connect with your distant cousins who may know more about particular ancestors or lines of the family than you do.  The information you learn from those cousins could be just what you need to move beyond a genealogical brick wall. After you discover more about your family history through research, writing DNA research reports brings you to the ultimate finish!

Best wishes as you continue to use DNA in your family history research!

Other articles in the Research Like a Pro with DNA series:

Step 1 Take a DNA Test:  Which DNA Test Should I Take?  and  DNA-Recommended Testing Strategy Step 2 Assess:  Understanding and Using Your DNA Results – 4 Simple Steps Step 3 Organize:  Seeing the Big Picture: 3 Ways to Chart Your DNA Matches Step 4 Research Objective:   What Do You Want to Know? 3 Steps to Focus Your DNA Research Step 5 Analyze your Sources:  DNA Sources, Information, and Evidence: Sorting it All Out Step 6 Locality Research:  Where in the World Has My DNA Traveled? DNA and Locality Research Step 7 Research Planning:  Genealogy Research Planning with DNA Methodology and Tools to use as you plan your research: –  Charts for Understanding DNA Inheritance –  Clustering or Creating Genetic Networks –   Pedigree Triangulation –  Chromosome Browsers –  Segment Triangulation –  Chromosome Mapping –  DNA Gedcom Step 8 Source Citations:  DNA Source Citations Step 9 Research Logs:  DNA Research Logs: how to Keep Track of Genetic Genealogy Searches Step 10 Report Writing: DNA Research Reports – the Ultimate Finish –  You Are Here Step 11 What’s Next? Continue Your Research & Writing, Productivity, and Education

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About Robin Wirthlin

Robin Wirthlin is a professional genealogist specializing in DNA. Her background in genetic research, B.S. in Molecular Biology from BYU, and Certificate in Genealogical Research from Boston University, helps her solve complex genetic genealogy research problems. Robin loves using genetic genealogy to solve family history mysteries and break through “brick walls.” Her first solved case involving adoption and identification of birth parents was in 2015, and she has gone on to solve many others, including identifying the parents of previously unknown members of her own family. Robin teaches genealogy classes on local and county levels, and, most recently Healing and Family History- the Emotional Side of DNA, at Rootstech 2020. She attended I4GG Genetic Genealogy conferences: 2014; 2016; 2017, and NGS 2018. She completed studies at: Genealogical Research Institute of Pittsburgh (GRIP) – Chromosome Mapping in June 2018, Forensic Genealogy in July 2018, and Advanced Genetic Genealogy in July/August 2018; SLIG – Advanced Genealogical Methods, January 2019; SLIG Academy for Professionals – DNA and the 21st Century Professional, January 2019, and Project Management Essentials in Genealogy Research, January 2020. Robin blogs about streamlined ways of using DNA in family history research and helped develop the Research Like a Pro with DNA method.

Leave your reply.

Really great article!

Thank you, Henri! Research reports not only help summarize what we have learned in our study of our DNA matches and genealogical records, but they also help us have a great sense of accomplishment and closure.

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Diana Elder, AG®, and Nicole Dyer We are mother & daughter professional genealogists sharing ideas for finding ancestors and keeping them close to the heart. Read more about us and our research team here.   Thanks for visiting!

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Using Spreadsheets for Genealogy Research

No matter the program you use, family historians benefit from adding spreadsheets to their research toolbox. Whether you're using Google Sheets, OpenOffice Calc, Microsoft Excel, Apple Numbers, or other programs, leverage the power of digital tables to manipulate your family history data.

What Data Can Be Tracked?

A spreadsheet is a collection of tables where information is arranged in columns and rows. If you can create a table, you can track that information in a digital spreadsheet program.

The following list is a sampling of ways I have organized my research.

Research Log

Record Checklists

Research Progress

Data Mining

Census Record Research

Tax Record Research

Land Record Research

Timelines :

Column recommendations include Calculated Age, Event Date, Event Type, Description. Color code your events, so they stand out. I used green for vital events and blue for life events for relatives.

In this table, I wanted to emphasize life after this ancestor's parents' died, so I used a different color. Your table can also include historical events.

Research Log s:

For those who want an extra way to track your sources beyond a software program and a research plan , a research log of records and results may come in handy. Bare minimum, date of search, location, description of the source, comments about the source.

The one you see here contains more columns than perhaps necessary, but it made sorting and analyzing my progress easier.

Record Checklists:

Whether you have a basic record checklist, or my brick wall busting guide, you can use a template to track records for an individual. You can then convert this checklist into a research progress report, as some of my colleagues do.

Citation Master List :

Cari Taplin maintains a master list of source citations . If you're not using citation forms in RootsMagic or Family Tree Maker, this idea might work for you.

Data Mining:

As explained in this post, How to Data Mine the Deceased . I captured all of the enumerated individuals in Lycoming, Pennsylvania, in 1850. Then I could cluster family groups and discovers answers to questions I never thought I would ask.

Early US Census Record Tracking :

In this video for FHF Xtra channel members, I walked through the difficult process of researching early US Census records.

>>> GRAB your FREE US Early Census Tracker as shown above. <<<<

I used the spreadsheet above to track families that use ticks and tallies beside the head of household's name.

Recordset Research:

Some websites provide data that you can leverage a spreadsheet to analyze. Particularly the St. Keverne, Cornwall, England parish registers are available in a downloadable table. You can then filter and sort the index to the church records to find your family.

Tax Record Research:

When researching in an area that taxed its citizens, you can extract information and compare data across several years for multiple individuals. Create column headings the reflect types of taxes paid in a specific location.

Land Record Research :

Since few land records have searchable indexes , you can use tables for property research to track what to search and the research results.

For this example, I can record the book and page names and the parties listed in the index. Then, I can detail the property description, value, and other relevant information for my research.

Tracking Genealogy Proof:

A fellow researcher had a great table that tracks her evidence. She sorts notes about her documenting into four generations, the event to prove, and the supporting document below.

While I like her example, I prefer a simple arrangement of relevant facts in this fashion.

Spreadsheets Help Process DNA Matches

Genetic genealogy involves processing many data, and tables can help a researcher sort, filter, and record notes about DNA matches.

I created a surname table using Google Sheets. This table is a quick, compact reference guide for your genetic surname to the 4th generation. Patronymics and adoptions complicate the creation of this cheat sheet, but it can be done.

If you need to create a quick tree, Andy created this video to show you how to visualize relationships quickly with a family tree made using Google Sheets. It's not designed to create a full family tree. It's simply a reference tool to visualize relationships on the fly.

Once you have your DNA match, you can create a Leeds Method chart to isolate how your DNA matches align with your four grandparents.

You can create a shared matches table, similar to what Margaret O'Brien does .

With the help of the AutoCluster Tool from MyHeritage , you can use a spreadsheet to view how your clusters relate. Then add additional details that assist in your investigation.

Advanced genetic genealogy techniques, such as visual phasing , require Google Sheets, Apple Numbers, or Excel.

Wath the Spreadsheets for Genealogy Webinar

You can now watch this webinar Genealogy Spreadsheets Tips and Tricks .

In this video, you'll follow Andy as he covers the basics of creating a Google Sheets file. You'll learn:

Different ways to add data to a table

How to sort and filter data

How to color-code columns and cells

How to quickly copy data from one cell to another

Videos Mentioned during the webinar:

US Early Census Record Training (Member's Only Webinar)

John Townley Brick Wall Series

Data Mining for Genealogy

Visual Phasing Series

Genealogy Research Plans

Other Videos about Genealogy Spreadsheets:

Google Spreadsheets for Beginners

Google Sheets Tutorial for Beginners

Easy to Create a Census Checklist Using Excel

How to Create a Family Tree in Excel

Source Checklists in Spreadsheets

Organizing Genealogy Using MS Excel

• Genealogy Research
• Online Genealogy Research

Recent Posts

How to Organize a Mountain of Genealogy Discoveries

5 Step Genealogy Research Plan For Someone You Know Little About

Creating a Leeds Method Chart Using MyHeritage DNA Matches

Note: To leave a comment, you will be asked to sign in with your Facebook or Google Account. This action will help reduce spam comments on our site. I hope you'll understand.

Resources & tools to confidently research your genealogy

How to Create Your Genealogy Research Plan (& Why You Should!)

***Please note that this post contains affiliate links which means I may earn a commission if you decide to purchase a product/service. This does not cost you extra. Be assured I only recommend products/services that I use and think you would like too. Read my disclosure policy and privacy policy .

A genealogy research plan is crucial to finding your ancestors. Learn how to create a successful plan to grow your family tree.

I am a little embarrassed to admit this to you, my genea-friends.

Sometimes when I am researching my genealogy, I find myself  wandering down rabbit trails.

Distracted.

Repeating previous research.

[Hopefully, you won’t judge me!]

When I find my research heading down rabbit trails, that indicates one thing:

I am researching without a plan, and that is NOT a good thing.

I’ve learned to stay off those “oh, so tempting” rabbit trails by  creating a genealogy research plan BEFORE I began my research.

Why You Want to Create a Genealogy Research Plan

When I mention creating a research plan, your mind immediately went back to high school and those dreaded term papers and outlines. Let all that dread go, because a research plan will:

• Help you stay focused (and off the rabbit trails!🐇).
• Help you  organize your genealogy research.
• Help you be efficient with your research time.
• Help ensure you do not miss potential clues in the research.
• BONUS: Using a genealogy research will save you money!

Think of your genealogy research plan as a framework or strategy for your search.

What Should Go Into Your Genealogy Research Plan?

All genealogy research plans have a few common components in them. Let’s take a look at 4 of those elements.

1. Your Research Question

You can also think of this as your research goal.

What is it you want to learn from your research?  Are you looking for evidence your ancestor in a time and/or place?  Are you attempting to solve a family history mystery? The more specific your goal, the more focused your research will be.

If you are not clear on what you are researching, I guarantee you will end up going down rabbit trails of distraction and have little to show for your research efforts.

Here are two examples of research questions:

• Who was the father of Emma D. [Thomas] Howard (b. 1858 in Moore County, NC)? or
• Is the John White of Surry County, NC (in the 1820’s) the same John White from Caswell County, NC (early 1800’s)?

The more specific you make your research question, the better.

In the first example above, researching for the parents of Emma Thomas Howard would be too broad. Focusing on one parent (her father), a time frame and a location brings the project into focus and increases the chances of success.

Likewise, in the second example, broadly researching John White of North Carolina would quickly turn into a quagmire of multiple men with the same name in the state.

Again, the more specific the research question, the better!

Writing your research question  (or goal) on your research plan will keep you focused.

Genealogy Pro Tip: Keep your research question or goal where you can easily see it as you research. I personally, write the goal on a sticky note to put beside me each time I sit down.  Physically writing the primary research question before each research session, helps me get focused quicker. 

2. Types of Records to Search

Now that you have your research question and know what you want to know, what type of records do you need to research? 

 You may need to first research what records are available for the time period and location where your ancestor lived.

In the first example above concerning Emma Thomas Howard, the records needing to be searched include Emma Howard’s death certificate (Lee County, NC), census records for 1860 and 1870, and North Carolina marriage records.

In the second example of John White, records to be searched could include census records 1790-1830, land records of Surry and Caswell Counties, court records of both counties and will/probate records.

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3. The Location of Records

Where are the records you need to research located? How are you going to access those records?

Are the records online? Do you need a subscription to a genealogy database such as Ancestry.com or FindMyPast to access them? Can you access subscription based genealogy record databases from your public library?

If the records are not online, in what repository are they located?  Do you need to order the record on microfilm?

If you need to research on-site at a repository to research the needed records, schedule the visit on your calendar. (Don’t forget to take your research plan when you go!)

Knowing the location of the records you need to research helps to further organize your genealogy research time.  You will be able to plan your online research from home and your on-site research to fit your time.

4.Further Clues to Follow Up

This next part of your genealogy research plan will be completed at the end of your research session. When you are done researching for the day, take a moment to clearly note where in your plan you stopped. Write down on the plan where you need to resume the next time you sit down to research.

As you research you will likely find interesting information and clues to other ancestors to follow up on. Resist doing that in the moment!

Make a note of this information for later research, but stay focused on your current research plan. Yes, I know how tempting it is to follow that clue at the expense of your current plan! Resist!

Your genealogy research plan is your guide and does not have to be overly complicated. You may find your answers quickly or you may still be left with your original question. That’s okay. You will will be clear on the records you have already searched and what information those records hold (or don’t hold).

Go back and amend your genealogy research plan and begin again.

A Common Concern…

Even with a plan, genealogy research can be time consuming . It’s a common problem I hear from readers. But, no worries! I show you how to save time and research your ancestors in just 20 minutes a day. Yes, it’s possible!

Find out how in How to Research Genealogy In 20 Minutes a Day .

Other Posts To Help You Start Finding Your Ancestors!

• 14 of the BEST Genealogy Tips
• Your Guide To Cemetery Research – Are You Missing Important Genealogical Clues?
• Avoid Common Mistakes in Your Genealogy Research!
• 5 Websites Professional Genealogists Use To Research Ancestors for Free
• 11 Unique Genealogy Resources You May Have Missed in the Archives!
• Ancestors in Colonial America? Let’s Learn How To Find Them

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14 comments.

Jo Ann Andrews

i belong to a genealogy club in my home town. we are always looking for new avenues to try. i came upon your website, liked the info i discovered there. so will share what i have learned at the next meeting.

Thanks for sharing with us.

I am so glad you find the website helpful!Best of luck with your research.

Mary Lou Morris Gravatt

Hi Jo Ann, I laughed when you mentioned about going down a rabbit hole; I do that all the time and enjoy reading history from the area my ancestors lived which is where I have always lived. I have always lived within 20 miles of where my ancestors and my husband’s lived. Mary Lou Morris Gravatt

Mary Lou, how fortunate to live and research in the area of your ancestors! In some ways that makes your research easier. Of course, it can lead to a lot of rabbit trails! 🙂

Dallan Quass

Do you recommend using one of the various software tools like ResearchTies or Clooz (or even Evernote) to record your research log, or just using a paper form?

This is a great question. Personally, I use a combination of paper and Trello . I’ve also used Evernote in the past and really liked it, too. I have not tried the two you mentioned, but am interested in trying one or both out.

Gail Hedden

Is John White of Surry County the same as John White of Caswell County? Is that a real question for you because it is for me. Are you related to the White family of Surry County?

I am planning a research trip to Surry County in September and reading your blog I was very surprised to read this question. I would very much like to know the source of the question as it relates to you.

Gail Moore Hedden

Gail, Yes, I am definitely related to the White family of Surry County! Watch for an email from me later this weekend.

I was wondering if you know who the man is in the cover photo you have with this article on developing a research plan. He is standing on what looks like a bridge and he has a hat. He looks like my great grandfather. Thanks.

Lisa, that’s Percy Haley of Charlotte County, Va. The bridge is the Clarkton Bridge that crosses the Staunton River near Nathalie, VA. Let me know if you are a Haley descendant. I have more info on the Haleys.

Ruth Muller

Lisa: I plan to use the ideas that you posted concerning a Plan for researching in our Genealogy Group. I dealt with my memberships in Genealogical Societies by keeping the different families separate and organized. Otherwise, it would be a crazy time to locate and associate with those records when needed. Thank you.

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Free Charts and Templates

Learning to use a Pedigree Chart and a Family Group Sheet is one of the first steps in collecting and organizing your family history.

NGS offers two versions of a Pedigree Chart (sometimes called an Ancestor Chart) and one version of the Family Group Sheet. All of our free charts here are “fillable.”  That means you can

• download the PDF,
• type your family information right into the chart,
• save it to your computer, and
• update it at any time.

Welcome to the National Genealogical Society. Login or create a free account.

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Posts contain affiliate links. See my disclosures page for details.

Genealogy Research Plan Template: Research Plan with Analysis Template for Evernote

Grease your genealogy research wheels with a plan. If you're tackling a new research problem, this Evernote form, the "Developing Genealogical Research Plan with Analysis," might be just right for you.

In my previous post " Evernote for Occasional Genealogists ," I gave you a brief overview of some of the ideas for genealogical "everything else" you could keep in Evernote.

Today's freebie doesn't fall into an "everything else" category. It's part of the core cycle of genealogy : plan, research, report, repeat. This is a genealogy research planning form that includes analysis.

A Form for Your Dusty Projects

This is a pretty special research planning form. I designed it with Occasional Genealogists in mind. It's based on a form I use for my client work, actually.

The motivation behind this form is dusting off old genealogy projects (or starting new ones). If you have a particular project you're pretty familiar with, you may not need this form, especially if you've been diligent with good habits: good note taking, keeping a log, planning, and reporting.

If you are completely unfamiliar with analyzing your research problem, you may want to try out this template, regardless of the quality of your past research skills. You may discover you have been doing problem analysis and didn't realize it (yeah for you!). Otherwise, you can develop a new skill.

I try to keep good notes/logs/plans/memos as best I can "despite the interruptions." That's great for active projects, but I have many projects I haven't touched in years. Some haven't been worked on since before I even knew I needed good habits. I also have projects I inherited. All in all, I have more projects with bad notes and nothing else.

I tried creating documents I should have created at the time I researched, in particular, reports. This is no fun and hard to do if I don't remember what I was thinking when I was doing the research (and impossible if the research is from a relative).

Instead, I've realized I should treat these dusty projects like client projects. The best part is, I don't have to pay someone or be embarrassed by the state of my citations (or lack thereof). Remember I said this form is based on one I use for client work? Now you understand why.

Start With a Question

When I decide whether to take a project from a potential client, I have to know what their question is. You need a research question, too. Your research, and, therefore, your research planning, needs to be directed by a specific goal or research question. It's a whole post to explain "specific" but someone else has taken care of that for me. This is a great, succinct post about asking a specific research question .

Initial Analysis

If you can't quite get your question to be actionably-specific, you need to be doing analysis of your problem. If I take on a client project where I don't know the very first question I have to answer (i.e. the exact records I need to look at FIRST), I have to analyze the project.

Initial analysis often involves some research but it's usually not the same kind of research we think of doing. It's more likely you'll be researching places instead of people. You may also be researching topics.

As an example, today I discovered a client had an ancestor that was a Black Hawk War veteran from a certain state. The initial analysis I need to do to create a plan involves learning when the Black Hawk War occurred, what records exist, and where those records are. This research will lead to related topics but "when, what, and where" are the initial analysis questions.

In general problems, my initial analysis often involves researching county creation dates, if a county is burned, and what records were lost. I personally know off the top of my head what broad categories of records exist for general genealogy research. If you are new to genealogy research, you may also need to determine what records exist, not just what is lost.

Any specific topic you are NOT an expert on (and I mean specific topics within genealogy, not an expert on "genealogy"), initial analysis involves determining what records exist.

Performing a formal analysis, writing down your results and ideas, will help you get even more out of your existing information. As a beginner, a formal analysis will help make sure you are analyzing your data.

Initial Analysis vs. "Correlation and Analysis"

As you get into more advanced genealogy, you'll hear a lot about "correlation and analysis." Initial analysis is the same skill in general. As you'd guess, initial analysis is done at the start of a project. It isn't as in-depth. You can think of it like gathering data for an overview if the word "analysis" seems intimidating.

Other types of analysis happen during and after research. The written results of that analysis may play a part in your initial analysis for your next plan.

The Template

You can get a copy of the template (and all my Evernote Templates) by signing up for my free course "Should You Organize Your Genealogy with Evernote?"

Just one warning, first.

I highly caution you against keeping the "template" in the same folder where you want your filled out plans. It is too easy to forget to make a copy. At best, you'll waste time deleting info to create an empty template. At worst, you will reverse the mistake and permanently delete a plan you needed. Why don't you go create a template folder now, I'll wait... Now let's get back to the good stuff.

Let's go over the parts of the "Developing Genealogical Research Plan with Analysis" template for Evernote. (screenshots are from Evernote for Windows)

Feel free to delete out the sections you don't use, so your plan is easy to skim. Also, text in brackets ([]) is explanatory or an example, delete it from your working plans.

1. "Filing" Information (optional depending on how you use Evernote)

I've given you a place to put a file name or surname. You may use Evernote in a way that this is superfluous.

Next you can specify a project name if you have one. If you want this to match paper files that aren't broken up by surname, you can put the file name and surname in these two sections in whichever order works for you.

If you will print this form, make sure you have organizational information you will need. You have the option of printing with the Evernote notebooks and tags included so once again, this is optional depending on how you use Evernote.

2. Your Research Question (mandatory)

You need to enter your specific research question. This is NOT optional. I've included the link to the post I linked above in case you don't do this often enough to remember how specific you need to be.

If you want, you can list a less specific overall goal in the next section. When I use a form like this for client work, sometimes it's important I remember what the "big picture" is. You may later wonder why you asked this specific question if you don't add a broader goal. This is a common Occasional Genealogist problem.

3. Location Information

The two location fields can be helpful as you start to make your first pass at planning. This is a "developing" plan because it's not meant to capture the specifics like the " Plan to Notes Form " I provided for an earlier Freebie Friday.

As an Occasional Genealogist, you may not get to that level of specificity for a while or may even need to wait until you know where you will be researching. Listing the known locations can help you update this plan quickly (or identify where to take a research trip).

The "Locations Currently Known" is numbered so you can use those numbers in "Notes on Locations". You could list the locations with notes under them, but I like being able to see my specific question and the relevant locations at a glance.

When I'm planning at this "developing" stage, I usually only refer to The Handybook for Genealogists  or another book in my home library for the "Notes on Locations" section. Red Book: American State, County, and Town Sources  is a similar book and has been digitized as part of Ancestry.com's Wiki. You can also use the FamilySearch Research Wiki . This section is just meant to be quick notes, not a research project in itself.

4. Analysis

Next is the "Project Analysis" section. This is inspired by the advice in Chapter 14 of Professional Genealogy: A Manual for Researchers, Writers, Editors, Lecturers, and Librarians . This is a must for professional's bookshelves but also informative for amateur genealogists. It's expensive for a hobbyist to buy (much of it is just for professionals, as in business owners, and parts are out of date).

See if your local library has a copy. Much of the advice that applies to any genealogist is timeless, and if you can afford to buy a copy, it's well worth owning so you can review it whenever you need to.

Another good option that is normally not used by hobbyists is the old BCG manual, The BCG Genealogical Standards Manual   (Millennium Edition). This book is very affordable and contains examples of reports and memos (the new manual, Genealogy Standards , does not contain the examples). You may also be able to find it at your local library but as an Occasional Genealogist, you are more likely to want to refer to the samples again at a later date.

But back to the Evernote planning form. I've included some sample ideas of what belongs in each section. These don't tie into a hypothetical question so don't read into it too much. This is just to give you ideas about what kind of analysis you need to do before getting too in-depth planning.

If you are more experienced, you may not need these suggestions. If you're just starting out, you may need to learn more. Delete the examples from your working plan but it's up to you if you want to leave them in the template. You may also want to re-title each section or add a description if that helps you.

5. More Ideas

This final section of the form is a catch-all. Obviously, every project is different.

First is a section for any additional text that didn't go in the areas above. Remember, this form is meant to be an initial approach to your project. You can adapt it to a specific plan, for a specific research trip, if you want. This "additional" section is a good place to create more sections if that is what you want to do.

After the "additional" section, there are five ideas for tools you might want to use when developing a plan and doing an analysis of the problem. I have used all of these on a single project. Usually, when you're starting a project, you'll only use a few. though.

If your ancestor didn't own land, you won't be recording their purchases ("In") and sales ("Out") of land. If they are urban dwellers, you may routinely use city directories and want to include a tool for using those. Add and adapt the tools to your project. Remember, you can link Evernote notes or include links to other sources.

A Form for Occasional Genealogists

I've already said I designed this form for Occasional Genealogists. The idea is you can spend just a little time on this and then come back later. Enter the information you can, make notes of what you need to do and then come back later with answers or just to add more notes.

You should be able to quickly review this form each time you want to add to it without having to drag out all the notes it refers to.

You should be able to quickly review this form each time you want to add to it without having to drag out all the notes it refers to. 

There's some flexibility in how you want to use this since it is electronic. You might convert this to a summary of your on-going research project with links to specific plans, notes, logs, documents, etc.

Remember, as-is, this isn't a specific plan, it helps you begin (develop) a plan. You'll need to add some customizations if you do want to use this as a plan with specific sources or for a specific repository.

Customize it for You

This form is as specific as I felt it could be while being generic enough for any Occasional Genealogist. One of the great things about Evernote is how easy it is for you to customize this "template" to your needs.

You may be an Occasional Genealogist that has trouble finding time to use the Internet for genealogy. You may have time to research online, but your project needs more sources. Maybe you just need the motivation to make a research trip (finish a plan!) or maybe your next research trip will be when your five-year-old goes to college.

Customize the template so it will be easy for you to use and then customize for each research question.

Finally, remember, the secret for every Occasional Genealogist is not just keeping it, but finding it. That means write it down and be able to put your hands on it when you need it. Evernote is a great way to find genealogy documents you haven't had time to look at in a long time.

Try using this form to dust off some of your projects and get them ready for the kind of research time you have.

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