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| Tips to Write Good Inspection Reports |
Writing good inspection reports is the result of
continuous effort. A lot of practice is needed for an inspector to become
successful in writing good inspection reports. However, an inspector should
consider the following elements while writing inspection reports.
A. Fairness
As an inspector you must write your inspection
report objectively. Hence, you should keep yourself impartial, unbiased and
unemotional. In addition, you must be aware of the facts you have already
gathered. You have to present these facts fairly in your inspection reports. Distortion
or emotional tone of words must be avoided. Never emphasize on the significance
of the evidence because it may considerably diminish the value of your report.
B. Quality
You should remain aware of maintaining the quality
of your inspection report. Since the overall quality of an inspection report
depends much on how you communicate your findings to the reader, you should as
far as possible present your findings in your report precisely and exactly. Precision
and lucidity of an inspection report mostly depend on proper dictation,
phrasing, and sentence structure.
C. Quotation
You should use your own discretion in determining
whether you should quote or paraphrase a witness in your report. You should consider
these factors according to the significance, or length of the statement. If quotation is necessary, you should quote
the exact words of the witness with quotation marks; otherwise, you should omit
quotation marks.
D. Exaggerations
Exaggerations destroy the authenticity of an
inspection report. So, you must be careful about exaggerations. Even one small
exaggeration may throw doubt upon the authenticity of other statements presented
in the report. Instead of stating that something was obvious; you should only
state the facts clearly and exactly.
E. Opinions, conclusion and inferences
It is advisable not to include opinions,
conclusion, and inferences in inspection reports. Only stating the facts should
be your business. Stating your personal opinions and inferences in an
inspection report may make its authenticity questionable. Your only goal is to present
the facts in such a way so that there is no need for conclusions or
interpretations.
F. Superlatives
The use of superlatives in your inspection reports
may lead your readers to doubt your objectivity. For instance, the statement 'A violation is
found…' is more reasonable and stronger than 'The worst violation is found…' To
state, 'He is a skilled worker' depicts a more convincing and stronger picture
than 'He is a highly skilled worker.'
G. Accuracy
Accuracy means correctness and truthfulness. It increases
the acceptability of an inspection report many times to the reader. Hence, before
submitting the final report, you should verify and cross check the accuracy of
your findings and computation. Even a single typographical error in time or
date may throw doubts on other facts in your report.
H. Technical Writing and Acronyms
If you work with chemicals with complex scientific
names, you will see that many of these chemicals have been identified by
acronyms. Much care should be taken when using acronyms. It is advisable to use
the scientific or common name in your report for the first time. Afterwards,
you can use acronyms of the chemicals.
I. Simplicity
You should present all the facts and findings of
your inspection in a simple and plain language. If the subject matter is very
complex, try to avoid any kind of elaboration. Instead, present only the facts,
findings, and necessary explanations. Readers always like to get the facts from
an inspection report as quickly as possible. Use short sentences and short
paragraphs in your inspection reports as they are easily digestible and reader
friendly.
J. Completeness
A good inspection report depicts a complete
picture to the reader. So, try to state all information that is relevant and factual.
Use your own discretion in determining which facts are relevant and necessary.
Completeness means that all the known facts and details have been included in an
inspection report and no further explanation is needed. Remember that your
report is totally complete only when it exactly answers the questions of who,
what, why, when, where, and how.
