Guide to Report Writing for Internship
The interim and final reports are key assessment components of the internship programme. They
should reflect the intern’s professional growth, learning experiences, and contributions.
1. Confidentiality Clause
(Place the below 3 paragraphs of the Confidentiality Clause on page 2 of your report, immediately after the cover
page). Copy and paste it into your report directly.
All information provided by our industrial partners to the student intern for the purpose of
preparing the student’s internship interim/final report in fulfilment of course requirements for the
Diploma in Design should be declassified and censored according to the respective company policy
before submission.
The Internship coordination team at School of Design & Environment, Ngee Ann Polytechnic
respects all information of our industrial partners, contained in the student’s internship report,
treats with the necessary care and caution, stores all reports in a secure place, will not make them
publicly available and disposes them according to confidential document destruction procedures.
Verification, on behalf of the company, is by the company supervisor in the form of initiating on the
endorsement form of this report.
2. Endorsement of Reports
Interns must be mindful of sensitive, proprietary, or copyrighted information when using materials
for reports.
• All reports must be verified and endorsed by the Company Internship Supervisor (CS), or
their designate before submission to the NP Internship Supervisor (NPIS).
• A written endorsement, signed by the CS, must be included in the report (Appendix 2).
• If the company has its own security/endorsement document, it may be used instead.
3. Report Writing Guide
This guide is a reference and is not exhaustive for all items to be included. Interns should organise
and adapt their reports based on their job roles and internship experiences. Reports must be
formal, professional, and reflect a final-year polytechnic student’s maturity.
Format
• Style: Formal report writing
• Perspective: Third-person, except for reflections (first-person)
• Cover page: Fill in intern’s full name, student number, supervisor names & designations,
internship period (Use Appendix 1 as a template, updating relevant details.)
• Formatting:
- Margins: 1-inch (Microsoft Word “Normal” settings under Layout)
- Font: Arial, Calibri, or Times New Roman only
- Spacing: 1.15
- Page numbers: Bottom-right, Arabic numerals
• Start each chapter on a new page
• Headings: Bold, no underlining; no indentations
• Attachments at the back of the report:
- Confidentiality Clause
- Reflections on Diversity & Integrity with R3ICG
- Reflections on Using Gen AI Tools in Internship (see Appendix 3)
- Signed Endorsement form by Company
• Plagiarism Check: Maximum acceptable Turnitin’s Similarity Score is 8%
• Referencing: APA style
Word Count Requirements
• Interim Report:
- For 3-month Internship:- 2000 – 3000 words plus photos, sketches and/or diagrams
- For 6-month Internship:- 4000 – 5000 words plus photos, sketches and/or diagrams
• Final Report:
- For 3-month Internship:- 4000 – 5000 words plus photos, sketches, and/or diagrams
- For 6-month Internship:- 8000 – 10000 words plus photos, sketches and/or diagrams.
* The final report is a continuation of the interim report
Report Structure
1. Confidentiality Clause
2. Abstract
- This is a summary of the report which contains what is outlined in the report
by chapters
- Should include objectives of project and what was accompanied
- Typically, 100 – 200 words in length of about one paragraph
- The abstract is not an introduction but the final piece you write
3. Table of Contents
4. Chapter 1: Introduction (Introduction should not be the main bulk of your report. Keep it to a
maximum of 3 to 4 pages)
- Industry overview
- SWOT / PESTLE analysis
- Competitive analysis
- Company’s market position
- Company’s profile:
- define the business
- founders – who started or run the business
- current top management
- vision or mission of company
- current goals and objectives if possible
- business focus and various types of product lines
- organisation and structure
- market footprint
- insight of company profile
- organisation and structure, functions, manpower
- business areas and market, domestic and international
- department structure and functions – ability to see the ‘big picture’ by connecting the
dots; description of department structure and functions; how your department contributes
towards overall success of company
5. Chapter 2: Job Description/Training Programme
- Training received
- Intern’s job roles and responsibilities
- Technology system and software employed
- Describe operational issues
- performance measures used (KPIs)
6. Chapter 3: Learning Outcomes (This is the main bulk of your report and should include images to
demonstrate what you’ve done at work)
- Describe evidence of critical thinking and problem-solving at work by giving examples of
tasked jobs
- Application of learning from classroom to workplace – what did you learn in school that
can be applied at the workplace or what did you learn at the workplace which were not
taught but you learned on the job. Give examples.
- Personal growth and changes – impact of internship on future career choice and changed
perspectives, mindset, motivations, etc.
7. Chapter 4: Description of Internship Experience (This is a very important part of your report. It
shows your experience, learning, and your growth. The reflections here is about what you’ve learned and
can do better.)
- Overall comments on internship
- Observations / reflections / recommendations
8. Chapter 5: Reflections on Diversity & Inclusivity with R3ICG (This is an additional section for
your final report. Please see Appendix 3 for details.)
- This includes R3ICG (Responsibility, Respect, Resilience, Integrity, Compassion, Gratitude).
Do reflect on these areas as you answer the compulsory questions for D&I (Diversity &
Inclusivity) encompassing ability to interact with co-workers and stakeholders from diverse
backgrounds of age, race, culture and beliefs
9. Chapter 6: Reflections on Using Gen AI Tools in Internship (Please refer to Appendix 4)
- 2 to 3 pages to answer the compulsory 4 questions in the PAIR framework
- Refer to briefing slides for samples of how you could use Gen AI for internship
10. References (if applicable, in APA style)
11. Appendices (if applicable)
12. Endorsement by Company
Appendix 1
Diploma in XXXXXXX
6-month Internship Programme
(03 March 2025– 01 August 2025)
Interim/Final Report
(insert your full name)
(insert your student no.)
Company: (insert company’s name)
Company Supervisor: (insert supervisor’s name)
NP Internship Supervisor: (insert NPIS’ name)
Appendix 2
Ngee Ann Polytechnic
Diploma in Product Design & Innovation
Internship Programme
INTERIM / FINAL REPORT ENDORSEMENT This internship report, prepared by (insert student
intern’s name) with student ID (insert student ID), has been reviewed and has been deemed to not
contain classified, confidential or proprietary information belonging to (insert company’s name) or
her customers.
The report is, hereby, authorized for onward submission to the Ngee Ann Polytechnic Internship
Supervisor, (insert NPIS name), for the sole purpose of assessment of the intern and education
presentation.
________________________ _____________________
Name of Company Supervisor Company Stamp and Date
Appendix 3
Reflections on Diversity & Inclusivity with R3ICG
As part of completing your internship requirements, all NP students must include the following
reflections in their final reports. This should be in addition to your reflections on your learning and
growth in the workplace. Please place this after the main bulk of your report, after your conclusion
at Chapter 4.
Please respond to the compulsory question and all supplementary questions below:
• Compulsory Question – Based on your interaction with a work colleague or other
stakeholders (consultants, clients, suppliers, etc.) who is from a different background or
culture such as education, age, nationality, or race, what have you noticed about him
or her that is different (for example in terms of values, behaviours, attitudes,
communication style, etc.)?
• Supplementary Questions:
1. How has your perspective changed? What is a new insight you have learnt from this
colleague that has changed the way you interact with others?
2. What interpersonal skills (such as direct or indirect communication style) did you use to
bridge the cultural differences with your work colleague(s)?
3. Have you observed or been part of a discussion where perspective were differing? What
did you learn and how ill you do things differently?
Additional Suggestions
• Ensure report is “readable” and the content is well organised with page numbers
• Make good use of visual & graphical data / information
• Use good English, check for grammar mistakes
• Conclusion
- Comments on relevance of training
- Learning outcomes and deliverables
- Suggestion for improvements / reflections
• Glossary of contacts during attachment
• Testimony from company for Final Report (if applicable)
Appendix 4
Reflections on Using Gen AI Tools in Internship
Please respond to the following compulsory Four Questions in the PAIR Framework
1. Problem Formulation (P)
Question: What specific problem or challenge did you aim to solve using Gen AI during your
internship?
2. AI Tool Selection (A)
Question: Which Gen AI tool(s) did you select to help solve this problem, and why did you
choose this tool(s)?
3. Interaction (I)
Question: How did you use this Gen AI tool(s) to address the problem, and what are your
expected outcomes?
4. Reflection (R)
Question: What did you learn from using the Gen AI, and how did Gen AI impact your work?
Does your company use Gen AI in its work processes? If yes, elaborate on which Gen AI tool did
your company use and what do they use it for.
Appendix 5
