Internship Report writing & Supervision Manual

United International University

Internship Report Writing & Supervision Manual

Objective: This manual will help the readers to be able to identify the purpose and format of
the Internship Report.

Topics Covered:
Importance of the Internship Report
Writing Style and Guidelines
Report Format
Organization
Overview of the Writing Process

Importance of the Internship Report

Good communication skills, both written and verbal are vital, in securing a good software
systems position. Writing reports is one of the most formal ways of presenting the results of a
project.:

An Internship Report contains four essential parts; however, it may also contain other
information and be laid out under different tiles. These essential parts are:

A clear definition of the problem addressed by the study;

The details of the study including: assumptions, alternatives, and predicted
outcomes;
Conclusions following from the details; and
Recommendations derived from the conclusions and addressing the problem.

Internship students are asked to write an Internship Report for a number of reasons, including
practice in the following:
Writing;
Choosing a suitable subject of interest to students and their employers;
Organizing and presenting a large amount of information;
Defining the problem;
Forming relevant conclusions which result in recommendations;
Interpreting and following instructions;
Neatness and thoroughness in presentation skills, and

Developed by: Md. Musharrof Hossain Page 1

 Internship Report writing & Supervision Manual

Meeting an established schedule.

Internship Process at UIU:

1st Step: Attend the Internship Seminar & know your Supervisor
2nd Step: Conduct Internship Class & communicate with your supervisor closely
3rd Step: Develop the draft report
4th Step: Submit the draft & get the feedback & correct accordingly
5th Step: Develop the final copy, obtain signature on 3 copies & submit 2 copies to your
supervisor
6th Step: Attend the Defense exam

Guideline for developing the report:

Choosing a Topic
Preferably, your report should be based on your Internship project. If your internship does not involve a
specific project, you should research a topic that is related to your work or place of employment. You are
required to contact your Internship supervisor to advise you regarding this
Consult your employer and your internship supervisor for assistance in
selecting a suitable topic for your report.

Report Style
The Internship Report is expected to be analytical rather than descriptive. It should contain
accurate, factual information together with sound arguments and conclusions. The format of
the Report should normally follow the guidelines provided by the university, but if it is to be
used by your employer, you may use the company's own internal guidelines. However, you
must check with your faculty advisor to ensure that the company guidelines and topic are
acceptable for an Internship Report. If your employer has given you company- specific
guidelines for your report, you must inform your Internship Supervisor.
Your report is expected to contain analytical or technical information rather than descriptive
information.
General Guidelines
The Internship Report should be self-contained (explain any terminology particular to the topic
the first time you use it), consistent, and to the point. It should be understandable to someone
who has background in the area of the report (e.g. computer science, electrical engineering,
physics or microbiology) but is unfamiliar with the particular topic of the report.
Typical report length: 40-60 pages
Do not use fancy fonts. Use font (preferably Arial, Verdana and Tahoma) 12, 1.5
paragraph spacing. Page margin 1 inch Top, Bottom & Right, Left margin 1.5 inch.
In the report section provide chapter number and chapter heading with the highest font
size of 20 (e.g. Chapter-1;Company status)

Developed by: Md. Musharrof Hossain Page 2

 Internship Report writing & Supervision Manual

Use numbering in chapter sub heading with the highest font size of 18 (e.g. 1.1) and sub-
sub heading (e.g. 1.1.1) with the highest font size of 16.
Check spelling and grammar.
Submit the final report signed by your supervisor and company/institution to the
Director, IBER.
In the report section on the bottom of the page i.e. in the footer write” presented
by………………… ID No…………….., & place the logo of the company at the top right corner
i.e. header.
Use referencing where required.
Use standard formal level of English (no slang or colloquialisms).
Use the first person only in the letter of transmittal and in the preface.
Use a good quality white bond paper.
Use only one side of the page for all text and figures.
Start major sections of the report on new pages.
Bind the Internship Report in a suitable protective cover.
Number the pages:
o All pages that come before the body of the report are numbered using lower
case Roman numerals. The title page is considered to be page i, but is not
numbered.
o The body of the Report begins with the introduction. The pages of the body are
given in English numerals. The first page of the introduction is considered to be
page 1, but it is not numbered.

Note: do not fax or email your report to the Internship office. Your Internship Report should be
mailed or hand- delivered.

Evaluation
Internship Supervisor will asses the reports on the basis of authenticity of data collection, data
analysis, data presentation, language skills, organizing the report, attendance of the discussion
session etc.

After the assessment of the Supervisor you need to face a Defense where u need to participate
in a presentation session on the basis of your report. The board members will cross examine
your knowledge, analytical status regarding info included in the report, your presentation skills,
language skills etc. You must pass in both the parts [Report – 70 & Defense 30]
You need to pass the report assessment by the supervisor & the Defense exam
conducted by external board members separately

Internship Report Format

Developed by: Md. Musharrof Hossain Page 3

 Internship Report writing & Supervision Manual

The following shows the pattern that should be used for the Internship report:

References/
Bibliography
Recommendation

Findings
Discussion
Limitation/ Scope

Methodology

Objective
Introduction
List of Table

List of Figure
Table of Contents

Executive Summery

Preface
Acknowledgement

Internship Certificate

Letter of Transmittal

Title Page
Cover Page

Developed by: Md. Musharrof Hossain Page 4

 Internship Report writing & Supervision Manual

Detailed Section Information

The following information explains the purpose and suggested content of each of the Internship
Report sections. Include only those sections and content which are appropriate for your topic.

Cover Page
Purpose: Provides a binding for the report, identifies the topic, owner and the supervisor of the
report.
Content:
title of the report
name of the student
Internship Employer/ Organization Name
Internship Supervisor
date report submitted
Program Name
Name of Department

Title Page/ First Page [The title page is considered to be page I, but is not numbered]
Purpose: Identifies the topic and ownership of the report.
Content:
title of the report (clearly identifies the subject of the report)
name of the addressee or recipient, and department
student, student ID
Date and place
Internship Supervisor

Letter of Transmittal/ Submission

Purpose: A brief covering letter, addressed to the Director, IBER.
Content:
name of the person and department for whom the report was prepared
terms of reference of the report
authorization, degree of confidentiality of report
general comments on the nature of and the time involved in the investigation
a comment on the quality of the recommendations
must be written in formal business letter style and signed in long-hand
first person may be used

Internship Certificate: Those who are doing the internship in an organization, only they
need to submit it. This certificate will be issued by the Director, IBER at the initial stage of
Internship

Developed by: Md. Musharrof Hossain Page 5

 Internship Report writing & Supervision Manual

Acknowledgement: 1 Page: Acknowledging the Internship signed by the Student

Preface or Foreword [You may write the preface, or foreword, in the first person]
Purpose: Provides reader with background of writing the report.
Content:
purpose, background, scope of subject coverage
contributions of others to the report

Summary [The summary is sometimes called the “Management Summary” or “Executive

Summary]

The summary is considered by many to be the most important part of a report. It is a difficult
part to write and should always be written last. It is often the only part that managers in the
work place have time to read, so it is important to state your case succinctly (normally less than
one page).
Purpose: Provides a brief summary of the report, an information abstract. No reference is made
to any part of the report; a summary is complete in itself.
Content:
The Company (brief)
The problem or opportunity (brief)
Methodology (brief)
Key parts of the report & you findings and solutions provided in the report (brief)
Benefits to the company / institution through your report (brief)

Table of Contents
Purpose: Identifies contents and organization of document.
Content:
section headings
page numbers

List of Figures (optional)

Purpose: Identifies any figures, drawings, or photographs shown in the report.
Content:
number of figures
title of figures
page number

List of Tables (optional)

Purpose: Identifies any tables shown in the report
Content:

Developed by: Md. Musharrof Hossain Page 6

 Internship Report writing & Supervision Manual

number of table
title of table
page number

Introduction
Purpose: Introduces the subject of the report to the reader. Remember that the reader may be
from a different branch of the discipline, and will require some orientation to the subject of
your report.
Content:
Subject and purpose of the report: states briefly why the report is being written and what the
report is intended to achieve.
scope: describes how broad or how limited the treatment of the subject will be
plan of development: outlines which areas will be covered
thesis of the report: the general conclusion and/or the general recommendation

Objective: 1 Page: It contains the general Objective & Specific Objective of the report

Methodology: 2-3 Pages:

Purpose: To declare the methods used in this report for data collection & report preparation
Contents:
Research Description:
Type of Research
Sample Design
o The population:
o Sampling Unit:
o Sample Size:
o Sampling Method
Survey Method
Questionnaire Design
Data Analysis & Interpretation

Scope: Areas and issues covered during internship: 1 paragraph

Limitation: Explanations in bullet form: 4-5 points

Discussion [Any additional supporting information should be placed in an appendix but

referenced in the discussion]
Purpose: Presents evidence (facts, arguments, details, data, test results, etc) necessary to the
purpose of the report.

Developed by: Md. Musharrof Hossain Page 7

 Internship Report writing & Supervision Manual

Content: This section contains the main part of the report. All evidence must be developed in
an organized, logical and orderly manner. All information must be relevant. This section should
contain pertinent figures, tables, footnotes and references to material in appendices. Any
additional supporting information should be placed in an appendix but referenced in the
discussion.
Company and Production Information
Company competitive situation
Analysis of findings according to the topic: Provide Graphical Presentation where
needed. Instead of tables try to provide graph. Graphs should be neat and clean with
proper title & description of axes and variables.

Findings: 1 page
Recommendations: At least 2 pages
Purpose: Suggests a course of action based on the findings and conclusions.
Content:
must follow logically from the conclusions
must be supported both by the conclusions and by the data in the discussion

Conclusions [The conclusion should never suggest or recommend future action]

Purpose: States briefly the major inferences that can be drawn from the discussion
Content:
must be based on information presented in the discussion
each conclusion should be presented as a separate paragraph, with paragraphs
numbered in sequence for easy reference
never suggest or recommend future action

References/Bibliography (optional)[ References can be collected on one page at the

end of the report, or they can be placed as footnotes on the bottom of the page on which the
reference occurs]
Purpose: Acknowledge use of materials from printed sources in the preparation of your report.
Indicate exact source of all quotations and/or results of previous work.
Content:
author's name, title of book, year published, publisher's name, city, ISBN number, page
number
bibliographic entries are listed alphabetically by the name of the author or by the first
major work of the title

For Book: i. Author(s), ii. Title of Book (use italic font), iii. Address and name of
Publisher & Date of Publication, iv. Page(s)

Developed by: Md. Musharrof Hossain Page 8

 Internship Report writing & Supervision Manual

e.g. Yoram J. Wind and Vijay Mahajar with Robert E. Gunther, Convergence
Marketing: Strategies for Reaching the new Hybrid Consumer. (Upper Saddle River, NJ: Prentice
Hall PTR, 2002), PP 1-15.

For Articles: i. Author(s), ii. Title of Article, iii. Name of the Journal (use italic font), iv. Volume
& Number, v. Date of Publication, vi. Pages(s)

e.g. Carl Shapiro and Hal R. Varian, “Versioning: The Smart Way to Sell Information,” Journal of
Marketing 58, no.4 (November 1998), pp 75-88.

For Internet: Source: Gregoty Katz, “British Grocer Tesco Tries to Succeed where Others Have
Failed,” Dallas Morning News, August 2, 2001, www.dallasnews.com
Common knowledge does not require a reference, e.g. the speed of light, the atomic
weight of some element. If a new value for a commonly accepted quantity is cited, the
source should be referenced.

Appendices (optional) [The term “appendix” applies to only one set of data: for
example, program listings would be in Appendix A and technical specifications would be in
Appendix B]
Purpose: Includes data, which is not necessary to an immediate understanding of the discussion.
Content:
Appendices can contain program listings, drawings, extra figures, technical
specifications, or other detailed explanations of some aspects of your Report.
Include questionnaires (if any), background date of info, promotional materials, etc.

Annexure: 1: Format of the Cover Page & Title Page

Developed by: Md. Musharrof Hossain Page 9