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What Is An Inspection Report?

An inspection report is a systematic review of a standardized assessment conducted by an employee or a corporation. This may include things like measurements, checks, the electrical grid, and plumbing, among other things. The findings of these reports are typically compared to established specifications and guidelines in order to determine if the object or operation being reviewed is in accordance with the company’s standard inspection protocol, which ensures that it is done correctly. According to United States Department of Labor, 1,850 inspectors are responsible to ensure the health and safety of 130 million workers. 

Types of Inspections That an Inspection Report Can Be Used:

The following are the types of inspections wherein an inspector will be making use of an inspection report, check it out and see if the inspection that you will be doing fall into these types: 

How to Write an Effective Inspection Report?

A well written inspection report can lead the assigned team to do their job more efficiently and easily. So what should we take note of in order to write an effective report? Using these five steps can help you to ensure to have the best, effective and quality inspection report you can submit to your heads. Listed below are five steps to ensure than you can write the best and effective inspection report for your company:

Step 1: Know Your Audience

The target audience should be given important details. Knowing the audience requires understanding the distinctions between internal, external, executive, and confidential reports. Internal audit reports are intended for use within the company; external reports are intended for use by third parties such as vendors, service providers, consumers, and others; executive reports are generally brief; and a confidential report is a false sense of protection since these reports do not always remain confidential.

Step 2: Know The Four Sections

• Title – The title is considered as the first section and it will contain the page or cover memo including the date, subject, recipients, purpose, description of the inspection and other basic information
• Executive brief – This is the second section, it will summarize the main issues which will usually include a few systematic flaws that were observed during the inspection. Priorities will be established in this section.
• Contents – This section is the third one and this covers the chronological or systematic order of observations. In writing the objection, a recommendation should always be included as this is very important, without a recommendation report, your report will be useless.
• Conclusion – This is the last and most important section, key points, action plan and next steps should be included in this as this will be used as a basis for the company or employee on what actions should be done in order to address the problems found in the report.

Step 3: Incorporate Good Writing Tips

In writing an inspection report, it should be well written and should follow similar characteristics, this may include describing facts such as the situation of the building, leakages of the house, problems found on the vehicle, equipment or electrical wirings. One of the tips that an inspector should bare in mind when writing an inspection report is to have short sentences, avoid repeating, write with clarify wherein it can be easily understood, use numbered listings or bullet forms, avoid repeating and the use of acronyms, send a short message with the first sentence if each paragraph and use a direct précises writing style. Proofreading should also be done before submitting your report to the upper management to ensure that what was written is legit and correct.

Step 4: A Formal Feedback is Needed

Responses from the upper management should be made within one or two weeks or even a month, this depends on the nature of the report. Most responses from the upper management should do a follow up meeting, proper documentation on the improvements, improvement report, timeline and assigned to whom. In order to manage follow up activities, one should consider using the original report with columns that includes the assigned to and completion. If there is no feedback form received from the upper management, the assigned inspection team should ask for a follow up from the management.

Step 5: Do A Follow Up

There may be different approaches but doing a follow up is one of the most fundamental to an action plan of an inspection report. This is because everyone can assess the priority and identify accountability, assignments, timeline by just getting a glimpse of the report. If the report is written with comprehensive outline, anyone can utilize it to be a management tool to do the follow up activity. Discussions that will be involved in doing this can help responsible persons understand the issues that will be found and can develop the best solution out of it. With proper documentation this can help prevent repeating problems in the future when creating another inspection report.

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