The inspection report is a written statement or
document prepared by a licensed inspection professional. This report summarizes
information about the condition of someone's property, life, health, and so on.
The main purpose of writing an inspection report is to correctly communicate
and document the findings of an inspection. In some cases, inspection reports are
lengthy and detailed and run to many pages. In other cases, they are short enough
as they do not include notations found in a file document, fee information,
company status, or other pieces of information that are less important. In
brief, the inspection report is a document or documents containing the inspection
related information produced or generated by an inspection professional. It is
unfortunate but true that there are commonalities for writing a good inspection
report around the world including the USA.
As the procedure of inspection report writing is
highly complicated, proper guidance and training is essential for the
inspectors. This observation is based on some incomplete inspection reports
found during their evaluation by some inspection report writing specialists in the
USA. So, the utmost effort should be made to uniquely tailor an inspection
report with relevant information to meet the needs of the authority concerned. While
writing inspection reports, some basic requirements should be followed strictly
so that they can gain expected standard and acceptability of the concerned
authorities. These basic requirements can be maintained by both statute and
good inspection practices. It is important for all inspectors to make sure that
the basic requirements and essential elements related to inspection reports are
being included in all inspection reports.
The inspection professionals should also pay much
attention to structure the formats of their reports. It should be done in such a
way that presents clear and objective inspection protocols. Since common sense
and professional judgment are two most important elements in writing good
inspection reports, all inspection professionals should be aware of these two facts
while presenting information and findings on their reports. They should also bear
in mind that good inspection reports are necessary not only for documentation, enforcement,
clear and specific public disclosure and follow-up compliance measures but also
for the owners or operators who are in need of the same information to understand
exactly what they need to be performed to come into compliance.
However, nowadays many agencies are moving towards
electronic inspection tools. And the purpose of using such tools is to present
challenges in documenting observations in a format of narration. For instance,
by using electronic checkboxes one can identify some observations more easily. On
the other hand, without using electronic checkboxes, one must include the
pieces of information manually, such as information about property where the
violation observed or information about a person on his financial standing, physical
condition, habits, morals, and so on. Though these tools are not perfect enough,
they have some capabilities to record narrative information electronically.
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