As a student or a professional, visit reports help you document procedures or processes at industrial or corporate sites. This kind of report is quite simple. Describe the place of visit in advance and explain what you did there. If needed, share what you learned during the visit. Additional research or information is not required.
Step
Part 1 of 3: Describing the Location
Step 1. Check the visit report requirements
There are various ways to write a report. If you are a student, check the instructions of the teacher or lecturer. If you are a consultant or a professional working for a company, see other visiting reports available at your company as a writing guide.
- Reports are usually 2-3 pages long, but may be longer.
- In some cases, you may be asked to provide recommendations or opinions on where to visit. You can also just be asked to describe the location.
- Ask your boss or teacher for a model of a previous visit report or look up examples online.
Step 2. Start with general information about the visit
This is your introduction. In one paragraph, tell us about the time of the visit and the location. Write down who your contacts are on location. If you have a long journey, also state how you arrived at the location.
Step 3. Define the function of the place you are visiting
In 1-2 paragraphs, describe the place. Are you visiting factories, construction sites, businesses or schools? Include details of size, layout, and equipment used. State the number of people working at the location or who owns it.
- If you visit a factory, describe the products produced and the equipment used.
- If you visit a construction site, explain what projects are under construction and how far the project has progressed. You should also describe the development area and its layout.
- If you visit a business company, describe what business they run. Mention the department or section you visited.
- If you visit the school, tell us what classes they offer. State the number of students and the names of the teachers you observed.
Step 4. Describe the chronology of events during the visit
Start at the beginning of your visit. What are you doing? Who did you meet? Describe your activities until you leave the location. You can describe it in a few paragraphs or a few pages. Make sure you include the answers to the questions below:
- Who are you talking to? What do they say?
- What do you see on site?
- What happened during the visit? Did you attend seminars, question-and-answer sessions, or interviews?
- Have you seen demonstrations of using a particular tool or technique?
Step 5. Summarize on-site operations
Describe the processes and procedures that are on site in detail. If they use a specific technique, explain how to perform the technique. If they produce something in a special way, explain the steps.
- For example, in a car factory, explain whether the production process is done by robots or humans. Describe each assembly step.
- If you visit a business company, tell us about the departments within it. Explain about the structure of the company and identify what programs they use to run the business.
Part 2 of 3: Taking Lessons from the Visit
Step 1. Describe what you learned on site if you were a student
Connect what you learn in class with what you learn on site. Explain how the visit helped you understand what you learned in class. Ask yourself:
- Did you learn new things on location?
- Who provided useful information during your visit?
- What was your favorite part of the visit and why?
Step 2. Identify the advantages and disadvantages of the places you visit
Record processes, policies and practices that are working well on site. Also write down if you see any flaws. Try to be specific. Write down the exact type of machine, equipment, process, or policy that should be addressed.
- For example, you could write that the factory uses the latest technology while suggesting that employees need more training to operate the new equipment.
- If something is not achieved during the visit, please tell me. For example, maybe you wish you could see a major production site or talk to a manager.
Step 3. Provide recommendations for improvement if needed
If you are asked to make a recommendation, write a few paragraphs to share your thoughts and observations. Identify problem areas and provide specific and actionable recommendations to improve those areas.
- Adjust the recommendations with the organization or institution that owns the location. Does the option of fixing the location make sense and practical for them?
- Be specific. Don't just say they need to improve infrastructure. Mention the type of equipment they need or give advice on how to boost employee morale.
Part 3 of 3: Formatting Your Report
Step 1. Create a title page at the front of the report
The title should mention the name of the visit and the location, such as “Visit to the Vineyard” or “Report of Visit to Green Bean Brewery.” Under the title, write your name and institution and date of visit. Do not write any other information on this page.
If you're following certain guidelines, such as APA or Chicago, make sure you set your title page according to the guidelines' rules
Step 2. Write clearly and objectively
Use short and concise sentences. Don't use too many adjectives or verbose language. Your report will sound clear and no-nonsense.
Don't say "the visit was very interesting" or "I'm bored." Be specific about what you learned or saw
Step 3. Include an image if you want
Generally, images are not required, but can be useful for certain reports. Group photos, machine drawings, or layout drawings may be useful.
Step 4. Reread your report
Check spelling and grammar. Ask someone else to read it to make sure your report is accurate. If you are a student, check the guide provided by your teacher or lecturer to make sure you meet all the requirements.
