How to write a visit report: 12 steps

How to write a visit report: 12 steps
How to write a visit report: 12 steps

Whether you are a professional or a student, a visit report will give you information about the processes and procedures of an industrial site or a company's premises. These documents are rather simple to write. First, describe the place and explain what you did while you were there. If necessary, take stock of what you learned during your visit. There is no need to conduct further research or include additional information.


Part 1 of 3: Describe the site

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Step 1. Review the requirements

There is more than one way to write a visit report. If you are a student, read your teacher's instructions again. In a professional context, you should consult other similar documents produced by your company in order to use them as a model.

  • Typically reports are only 2-3 pages long, but sometimes they can be longer.
  • In some cases, you may be asked to give your opinion or make recommendations. It may also happen that you are asked to do just the description of the site.
  • Ask your teacher or boss for templates of other visit reports. If that is not possible, search the Internet.
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Step 2. Start with the generalities

This will serve as an introduction. In a paragraph, let the reader know the date of the visit and the location of the place visited. Specify the name of your contact. If it was necessary for you to travel, you can also briefly tell how you got there.

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Step 3. Define the goals of the site

In one paragraph, or even two, describe the type of site visited. Is it a factory, a company, a construction site or a school? Provide details of the size, layout and equipment used on the premises. Specify the number of people who worked there or the name of the owner.

  • If you have visited a factory, specify what is manufactured there and the equipment used.
  • If it is a construction site, describe what is under construction and the progress of the work. You should also make a small description of the site's terrain and its layout.
  • If it is a company, describe its activity. Indicate the department or section of the company that was the object of your visit.
  • If it is a school, specify what the educational levels of the institution are. Mention the number of students attending the school. Give the names of the teachers whose lessons you have attended.
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Step 4. In chronological order, explain the sequence of the visit

Start at the beginning. What have you done ? Who did you meet ? Describe the course of the day until your departure. You could do it in a few paragraphs or a few pages. Remember to answer the following questions.

  • Who did you talk to? What did they tell you?
  • What did you see on the site?
  • What happened there? Did you attend a question-and-answer session, seminar or interview?
  • Did you follow a demonstration of techniques or equipment?
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Step 5. Summarize the operations performed on the site

Provide as much detail as possible describing the processes and procedures that were carried out. If a given technique was used, indicate in what ways it was performed. If a product was made in a special way, give a detailed account of this process.

  • For example, if you have visited an auto factory, you can specify whether the process of making cars involves humans or robots. Describe each step of the assembly line.
  • If you have visited a company, present the different departments in the document. Describe the corporate structure of the company and identify the programs it uses to conduct its business.

Part 2 of 3: Taking stock of your visit

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Step 1. If you are a student, describe what you have learned on the site

Make comparisons between what you were taught in class and what you learned on the spot. Explain how your field trip helped you understand what you learned in class. You might ask yourself the following questions.

  • Is there a topic that you didn't know until you learned about it on the site?
  • Who provided you with useful information during the visit?
  • What part of the excursion did you enjoy the most? Why ?
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Step 2. Indicate the strengths and weaknesses of the location

What are the processes, policies and practices that represent the strength of the site? If you have noticed any shortcomings, try to describe them as well. Make sure you are as specific as possible. Accurately identify the machine, process, equipment or policy that may need improvement.

  • For example, you could specify that a very advanced technology is used by the factory, while pointing out that the personnel need more training to be able to master the use of this new equipment.
  • If there was an important detail that was omitted during the visit, state what it was. Maybe you were hoping to visit the main floor of the factory or chat with the manager.
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Step 3. If necessary, make recommendations for improvement

If you have been asked to provide recommendations, share your observations and thoughts in a few paragraphs. Identify problem areas and make specific, achievable recommendations for improvement.

  • Try to make recommendations based on the institution or organization that owns the location. What can it do in a practical and judicious way to improve its operations?
  • Be precise. Don't just say we need to improve infrastructure. Specify the type of equipment that needs improvement or give advice on how to improve staff morale.

Part 3 of 3: format the report

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Step 1. Include a title page at the beginning

The title of your document should reflect the name of the visit and the site, such as “Aircraft Factory Visit” or “Company Headquarters Visit Report”. Under the title, specify your name, the institution in question and the date of the visit. Do not include any other information on this page.

If you are following any given stylistic guidelines, be sure to format the page title according to the standards you choose

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Step 2. Use clear and objective language

Make sure your sentences are short and to the point. Try to use a lot of adjectives or flowery language. This will make your document more clear and direct.

Don't just say “the visit was interesting” or “I was bored”. When describing your experience at the scene, be specific

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Step 3. Incorporate relevant images if desired

Usually they do not need to be included, but they might be useful in some visit reports. Group photos, graphics illustrating the site map, or images of machines may be helpful.

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Step 4. Proofread your report correctly

Check for grammar errors or typos. Have someone else proofread it to make sure everything is perfect. If you are a student, check your teacher's instructions to make sure you have followed all of the sections.

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