Inspection Reports
An inspection report is very similar to a field trip report. The big different between the two is that an inspection report is used when a person or a team of people go somewhere to inspect something. For example, perhaps you inspected the construction of a new building on a job site, or you inspected parts that were ordered in order to complete a job.The compartments found in an inspection report are also similar to those in a field trip report. The only difference is that the Trip Activities compartment becomes the Findings compartment.
Take a look at the report pyramid for an incident report.
- The Background compartment tells why the inspection was performed, and who authorized the inspection. It also tells where the inspection was performed, and who was involved in the inspection.
- The Findings compartment is divided into two sub-compartments.
o Conditions Found tells about the quality and quantity found during the inspection.
o Deficiencies tells about work that still needs to be done, or conditions that need to be corrected.
Generally, in a very brief report, you can write a paragraph about the conditions found during the inspection, then create a numbered list that discusses the deficiencies.
For example:
During inspection, I found the construction of the outbuilding to be of superior quality. The color and design of the outbuilding matches those of the two main buildings on site; therefore, it is aesthetically pleasing. It looks like a permanent structure, instead of a temporary storage shed, which is good.I noticed the following deficiencies, which need to be corrected by the contractor:
- Three of lighting fixtures inside the outbuilding at not consistently working. The lights come on sometimes, but not every time.
- The end of the ramp going into the outbuilding isn't flush with the entrance.
If your inspection report will be longer, due to the inspection of several parts, products, or locations, you would list the part, product, or location as a heading. Under the appropriate heading, you would write a paragraph (or paragraphs) telling about the conditions found, then another paragraph (or paragraphs) telling about the deficiencies.
For example, if you were writing an inspection report about a new computer, camera, and printer, you would create a heading, each, for the computer, camera, and printer, then tell about the conditions found, and the deficiencies.
Section Review 3
Below are excerpted paragraphs from a draft of an inspection report. Read the paragraph, then choose the compartment in which the paragraph belongs.- With the exception of some minor problems, the construction of the outbuilding is complete. It will be ready to be used for storage on October 6.
- ___ Summary
- ___ Background
- ___ Outcome
- The deficiencies that remain will not prevent items from being moved into the outbuilding on October 6. However, I would advise that pallets stacked more than three boxes high should not be moved in until the entrance ramp has been fixed. Any other deficiency can be fixed without interfering with the use of the building.
- ___ Summary
- ___ Background
- ___ Outcome
- The southwest end of the Receiving Department was used for storage in the past. However, due to company growth, the space previously set aside for storage is needed by the Receiving Department for product. A contract for constructing a building specifically to be used for storage was given to ABC Contractors on July 15. The contract detailed the construction needed and gave a completion date of September 20. We were notified by the contractor on September 18 that the work was completed. I inspected the construction on September 21.
- ___ Summary
- ___ Background
- ___ Outcome
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