Following an inspection, an inspector may be required to write a report summarising the main findings and recommendations. The inspector’s ability to write an effective report will make a difference in getting effective feedback from the inspection.
Sometimes, an Inspection report is presented in a standard Proforma Style where inspectors fill in blank spaces. Or, in a narrative style, the inspector must explain and describe what they found. However, for an inspection report to be effective, the writing style and structure must be considered. If they’re not done correctly, the inspection report will not be effective.
Writing Style.
When writing the inspection report, always ensure you use a language free of slang and jargon. Consider the tone of the language, which often needs to be persuasive and factual. Ensure you have a concise report because, most of the time, managers may not have enough time to read long text.
A typical Inspection Report Structure.
An inspection report has a structure. Following the structure will give you a good report. The content of this structure includes an executive summary, introduction, primary findings, recommendation and conclusions.
1.Executive Summary.
This section contains an overview of the findings and recommendations, more or less like you are trying to summarise what you have in your main findings and recommendations.
2.Introduction.
This section will contain the inspection’s location and time, the inspectors’ attendance, the scope of your inspection and the inspection’s objective.
3.Main findings.
This section will contain the non-compliances witnessed during the inspection: the observed hazards, the problems, and the corresponding legal standard identified in this problem. The significant findings should be noted but don’t include trivial matters. Also, include evidence of what was observed to back up your findings.
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4.Recommendations.
This section will contain the actions needed to remedy the problems found in the main findings. The actions can be immediate, medium or long-term actions. All the actions that are to be done should be segregated and have risk justification. There should be a time scale for every action and the persons responsible for performing the actions.
5.Conclusions
Under the conclusion, it will contain some sentences to end the report.
Onyeka Emma is a QHSE Professional with more than 10 years of experience in occupational health and safety, which spans many industries such as construction, beverage, oil and gas, etc. He has many health and safety certifications, including NEBOSH IGC, ISO 9001:2015, ISO 14001:2015, and ISO 45001:2018 Lead auditor certificate. A member of IOSH, ISPON, and Nigeria Red Cross Society. He is interested in business, entrepreneurship, Speaking, and motivating people to do better for themselves. He enjoys leisure with a good motivational book.
