How to Write an Industrial Visit Report

by Gail Cohen; Updated September 26, 2017
...

There’s always a lot riding on an industrial site visit, particularly if a company’s bottom line depends on the report you’ll deliver to corporate heads when you return. The easy part of your job will be getting plant employees to usher you around to the offices and work stations you’re required to evaluate. The hard part is making certain the dog-and-pony shoe your hosts put on for visitors doesn’t mask the points of interest you’re charged with investigating and evaluating.

Items you will need

  • Site notes
  • Report template
  • Computer
Step 1

Use several methods of note gathering while on site at the industrial facility: Carry a pad and pen to make notes on topics you’re commissioned to gather or use your memory to track observations plus handouts received from your host to record notes at the end of the work day. Anticipate doing both if your on-site visit lasts several days.

Step 2

Ask questions and probe for detailed answers if you’re not getting what you need from your hosts. Persist by phrasing questions in a variety of ways to ferret out the information you need to compose your industrial visit report. Ask for supporting documents when necessary.

Step 3

Draft a content template if your firm doesn’t use a generic one for synthesizing data gathered during the site visit. Create the first field of reporting data with the basics: the facility’s name and address, dates and times on campus, and make note of the names of all employees you talked to while at the industrial facility.

Step 4

State the objectives of your visit in the second section and follow each with observations reached about whether or not the objective was met. List reasons you didn’t achieve a satisfying answer to one or more objectives. Include details about inspections, work and safety practices and the variety of other sub-sections unique to your industry that allow you to accurately describe every objective’s resolution.

Step 5

Conceive a third section covering conclusions and recommendations. Be forthright, objective and succinct. Evaluate the advisability of putting sensitive information that came your way as a result of being on-site into your report. Prepare a glossary or index that tracks attachments obtained during your visit.

Step 6

Edit your industrial visit report down if company policy sets limitations on report size or aim for five pages of text plus attachments if you have no constraints on the number of pages you may use to describe your visit. Add titles, bullet points and subheads to organize content.

Step 7

Check your industrial visit report for readability. Chop overly long sentences and choose an easy-to-read typeface like Times New Roman for the text. Double-check your facts against your on-site visit notes and run the spell check to catch errors.

Step 8

Draft a one-page executive summary that synthesizes the most important information in your report. Place it at the front of the presentation material so those requiring an overview of your visit can get what they need from this page. Number report pages and turn in your industrial visit report promptly.

About the Author

Based in Chicago, Gail Cohen has been a professional writer for more than 30 years. She has authored and co-authored 14 books and penned hundreds of articles in consumer and trade publications, including the Illinois-based "Daily Herald" newspaper. Her newest book, "The Christmas Quilt," was published in December 2011.

Photo Credits

  • industrial plant polluting air image by MAXFX from Fotolia.com