Inspection form template

About this inspection form

An inspection form records the condition of something at a point in time: a workplace, a rental property at move-in, a vehicle before a trip, a fire exit, a playground or a machine. It shows what was checked, what passed, what failed and what will be done about it.

The template covers inspection details, a checks table with pass/fail and notes, a list of defects with responsibility and due dates, and sign-off by the inspector and the person responsible for the area.

What’s on the inspection form

The template has 4 sections and 11 questions. Every one can be renamed, moved or deleted.

• Inspection details: Site, vehicle or item inspected; Location; Inspection date; Time; Inspector; Type (choose one: Routine, Pre-use, Follow-up, Move-in / move-out)
• Checks: Inspection checks table (Item or area, Pass, Fail, N/A, Notes)
• Defects and actions: Actions table (Defect found, Action required, Responsible, Due date)
• Sign-off: Overall condition (choose one: Satisfactory, Needs attention, Unsafe – do not use); Inspector signature with date; Responsible person signature with date

Tips

• Photograph any defect and note the photo number in the comments.
• Set a deadline for each corrective action and check it at the next inspection.
• Use the same form each time so results can be compared month to month.

Four ways to save it

A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.