How to write a visit report: 12 Steps

Regardless of whether you are a student or professional, a visit report will help you document the procedures and processes in an industrial or corporate location. These reports are very clear. First describe the place and explain what you did while you were there. If necessary, think about what you learned during your visit. You do not need to include additional information or research.

Steps

Part 1 of 3: Describe the place

Step 1. Review the visit report requirements

There is no way to write a visit report. If you are a student, check your instructor's homework. If you are a consultant or professional who works for a company, look at other visit reports from your company in order to use them as a model.

• Reports are generally only 2-3 pages long; however, in some cases they may be longer.
• In some cases, you may be asked to give recommendations or opinions about the place. In other cases, they will only ask you to describe the place.
• Ask your boss or instructor for models of other visit reports. If you can't get a model, look for samples online.

Step 2. Begin the document with general information about the visit

This will serve as an introduction. In one paragraph, tell the audience when you visited the place and where it is located. Mention who your contact was there. If it was necessary to take a long trip, you could also briefly indicate how you got to the place.

Step 3. Define the purpose of the venue

In 1-2 paragraphs, describe what kind of place it is. Is it a factory, construction site, company or school? Include details on the size, design, and equipment used there. Mention how many people work at the place and who owns it.

• If you visit a factory, explain what they produce and what equipment they use.
• If you visit a construction site, describe what they are building and how advanced the construction is. You should also describe the site's terrain and layout.
• If you visit a business, describe what it does. Mention which part or department of the company you visited.
• If you visit a school, identify which grades they teach. Indicate how many students attend and name the teachers whose classes you observed.

Step 4. Explain what happened during the visit in chronological order

Start at the beginning of your visit. What did you do? Who did you meet with? Describe the events of the day until you left the place. This part of the report can be a few paragraphs to a few pages in length. Be sure to include:

• Who did you speak with? What did he say?
• What did you see in the place?
• What events happened? Did you go to a seminar, question and answer session, or an interview?
• Did you see a demonstration of equipment or techniques?

Step 5. Summarize operations at the site

In as much detail as possible, describe the processes and procedures in place. If they use any special techniques, indicate how they do them. If they make something in a particular way, give a step-by-step explanation of that process.

• For example, in a car factory, describe whether they are made by humans or robots. Describe each step of the assembly line.
• If you visit a company, write about the different departments they have. Describe the corporate structure and identify what programs they use to conduct business.

Part 2 of 3: Thinking about the visit

Step 1. Describe what you learned on the spot if you are a student

Make connections between what you learned on the spot and what you learned in class. Mention how visiting the place helped you understand what you learned in class. You might ask yourself:

• Is there something you didn't realize before you learned on the spot?
• Who gave you useful information on the spot?
• What was your favorite part of the visit and why?

Step 2. Identify the strengths and weaknesses of the place

Mention what processes, policies, and practices are working well in place. If you notice any defects, describe them as well. Try to be as specific as possible. Mention the exact machine, equipment, process, and policy that could be corrected.

• For example, you could state that the factory uses the latest technology, but mention that employees need more training to work with this new equipment.
• If there was something important that was left out during the visit, indicate what it was. For example, maybe you were hoping to talk to the manager or to see the main floor of the factory.

Step 3. Provide recommendations for improvement if necessary

If you are asked to provide recommendations, write a few paragraphs to share your thoughts and observations. Identify problem areas of the site and provide specific and actionable recommendations for improvement.

• Adapt your recommendations to the organization or institution that owns the place. What is practical and reasonable for them to do in order to improve the place?
• Be specific. Don't just say they need to improve the infrastructure. Tell what kind of teams they need or give advice on how to improve employee morale.

Part 3 of 3: Format the report

Step 1. Add a cover page at the beginning of the report

The title should be the name of the visit and the place, for example, “Visit to the aircraft factory” or “Report of visit to the corporate headquarters”. Under the title, include your name, institution and date of visit. Don't put any other information on that page.

If you follow a certain style guide (for example, the Chicago or APA Manual of Style), be sure to format the cover according to the rules in that manual

Step 2. Write in clear and objective language

Keep your sentences short and concise. Avoid writing with lots of adjectives or flowery language. In this way, your report will be clear and direct.

Don't just say "The visit was interesting" or "I was bored." Be specific when describing what you learned or saw

Step 3. Include any relevant images if you wish

While images are generally not necessary, they could be useful in some visitation reports. Group photos, machine pictures, or graphics that demonstrate the layout of the venue may be helpful.

Step 4. Review your report carefully

Check for grammatical or typographical errors. Ask someone else to read it to make sure it sounds good. If you are a student, review your teacher's guidelines to make sure you have included all the necessary parts.