How to Write a Visit

Report

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 How to Write a Visit Report
• Whether you’re a student or a professional, a visit report helps you
document the procedures and processes at an industrial or corporate
location.
• These reports are fairly straightforward.
• Describe the site first and explain what you did while you were there.
• If required, reflect on what you learned during your visit.
• No additional research or information is needed.

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 Things You Should Know
• Check the report requirements before writing down general information
about the visit.
• Explain the site’s purpose, operations, and what happened during the
visit.
• Identify the site’s strengths and weaknesses.
• Add recommendations for improvement and describe what you learned
there if you’re a student.
• Give your report a title page, write clearly and objectively, and include
relevant pictures in the report. Proofread it carefully before submitting
it.
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 Describing the Site
• Format
Title page
Executive Summary
Main Body of the Report
Learnings
Recommendations

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 Checklist for Students
• How conducive is the working environment?
• What type of organization is this?
• Hierarchical structure in the organization.
• Products handled.
• Where is the workplace located?
• How are the desks arranged?
• Is it an open office or a closed office?
• What is the noise level in this industry or factory?

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 Look over the requirements of your visit
report. 
• There is no 1 way to write a visit report. If you’re a student, check the
assignment from your instructor.
• If you’re a consultant or professional working for a company, look at
other visit reports from your company to use as a model.
• Reports are usually only 2-3 pages long, but in some cases, these reports
may be much longer.
• In some cases, you may be asked to give recommendations or opinions
about the site. In other cases, you will be asked only to describe the site.
• Ask your boss or instructor for models of other visit reports. If you can't
get a model, look up samples online.
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 Start the paper with general information
about the visit.
•  This will serve as your introduction. In a paragraph, tell your
audience when you visited the site and where the site is located.
• State who your contact was at the site.
• If extensive travel was needed, you may also briefly state how you
arrived at the site

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• The main idea of the dairy visit was to show the students various
happenings in Dairy Industry
• Production Management
• Procurement Management
• Human Resource Management
• Product Management
• Inventory Management

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 Define the purpose of the site. 
• In 1-2 paragraphs, describe what type of site it is. Is it a factory, construction
site, business, or school? Include details about the size, layout, and equipment
used at the site. State how many people work at the site or who owns the site.
• If you visited a factory, explain what it is producing and what equipment it uses.
• If you visited a construction site, describe what is being constructed and how far
along the construction is. You should also describe the terrain of the site and the
layout.
• If you’re visiting a business, describe what the business does. State which
department or part of the business you visited.
• If you’re visiting a school, identify which grades they teach. Note how many
students attend the school. Name the teachers whose classes you observed.

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• Initially, there was a presentation on the Dairy History
• Then students were taken to see Boiler Section , Refrigeration Section
• Packing Section, Ghee Making Section
• Processing Section

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 Explain what happened during the visit in
chronological order.
•  Start at the beginning of your visit. What did you do? Whom did you
meet? Describe the events of the day going until you left the site. This
may be anywhere from a few paragraphs to a few pages long. Make
sure to include: Whom did you talk to? What did they tell you?
• What did you see at the site?
• What events took place? Did you attend a seminar, Q&A session, or
interview?
• Did you see any demonstrations of equipment or techniques?

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• Factory visits thus gave students an opportunity to see various
proceedings
• They were given a sufficient idea of milk production,

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 Summarize the operations at the site. 
• In as much detail as possible, describe the processes and procedures at the site.
If they use any special techniques, state how these techniques are performed.
If they manufacture something in a particular way, give a step-by-step account
of this process.
• For example, at a car factory, describe whether the cars are made by robots or
humans.
• Describe each step of the assembly line.
• If you're visiting a business, talk about different departments within the
business.
• Describe their corporate structure and identify what programs they use to
conduct their business.
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 Reflecting on Your Visit
• At industry visit we learned following

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 Describe what you learned at the site if
you’re a student.
•  Draw connections between what you learned at the site and what you
learned in class. State how seeing the site helped you understand what
you are learning in class. You might ask yourself:there something you
didn’t realize before that you learned while at the site?
• Who at the site provided helpful information?
• What was your favorite part of the visit and why?

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 Identify the strengths and weaknesses of
the site. 
• Note which processes, policies, and practices work well at the site. If
you notice any flaws, describe these as well. Try to be as specific as
possible. Name the exact machine, equipment, process, or policy that
could be fixed.[7]For example, you might state that the factory uses the
latest technology but point out that employees need more training to
work with the new equipment.
• If there was anything important left out of the visit, state what it was.
For example, maybe you were hoping to see the main factory floor or
to talk to the manager.

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 Provide recommendations for
improvement if required. 
• If you’re asked to provide recommendations, take a few paragraphs to
share your thoughts and observations. Identify problematic areas in the
site and provide specific, actionable recommendations to improve
them.[8]Tailor your recommendations to the organization or institution
that owns the site. What is practical and reasonable for them to do to
improve their site?
• Be specific. Don’t just say they need to improve infrastructure. State
what type of equipment they need or give advice on how to improve
employee morale.

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 Add a title page to the beginning of your
report. 
The title should be the name of the visit and site, such as "Visit to
Airplane Factory" or "Corporate Headquarters Visit Report."
Under the title, include your name, your institution, and the date of the
visit.
Do not put any other information on this page
. If you are following a certain style guideline, like APA or Chicago
style, make sure to format the title page according to the rules of the
handbook.

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 The visit was interesting
• The most interesting part of the visit was being able to go into the
packing section and processing sections.

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 Write in clear and objective language.
•  Keep your sentences short and concise. Avoid writing with too many
adjectives or flowery language.
• This will make your report clear and direct. Don’t just say “the visit
was interesting” or “I was bored.”
• Be specific when describing what you learned or saw.

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 Include any relevant pictures if desired.
• While pictures are usually not required, they may be helpful in some
visit reports.
• Group photographs, images of machinery, or graphics demonstrating
the layout of the site might be helpful.

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