Every UK field inspection, electrical, gas, plumbing, property, fleet, fire safety, site safety, shares the same structural elements. This page provides a free generic inspection report template with the core sections every report needs. Adapt it for your trade, or upload your existing form to Quickler and it will build it as a WhatsApp workflow.
Inspection reports vary enormously in content depending on the type of inspection. An EICR includes a schedule of test results. A CP12 records flue gas analysis readings. A DVSA walkaround check records tyre condition and fluid levels. Despite the differences in content, every inspection report shares the same structural elements.
Understanding these elements makes it easier to design a report that works for your trade, adapt an existing template, or explain to a client why your report looks the way it does.
Who carried out the inspection, where, and when. Site or asset address. Client name and contact. Inspector name, qualification reference, and contact. Report reference number. Date and time. Any relevant contract or project reference.
What the inspection covered and, importantly, what it did not. An inspector who could not access a roof void or an electrical cupboard must say so. A report that is silent on its own limitations implies completeness it does not have.
How the inspection was conducted. Visual inspection only, or did it include testing? What tools or instruments were used? Were previous records reviewed? For most routine inspections, the methodology section is brief. For complex assessments, it tells the reader how to interpret the findings.
What was observed at each item, system, or area inspected. Each finding should include the item or location, the condition rating, a description of what was observed, and photo evidence where relevant. The findings section is the body of the report.
A numbered list of actions arising from the findings. Each action should identify what needs to be done, who is responsible, the priority (urgent, required, or monitor), and the target completion date. A report without a clear action list leaves the client with a description of problems and no structured way to respond.
Inspector certification and date. For certificated work, the specific certification statement required by the relevant standard or regulatory body.
Areas / systems / assets inspected:
Areas / systems excluded from this inspection and reason:
Methodology (visual / visual + testing / other):
| Ref | Item / Location | Rating | Observation | Photo ref |
|---|---|---|---|---|
| 1 | ||||
| 2 | ||||
| 3 | ||||
| 4 | ||||
| 5 |
| Ref | Action | Priority | Owner | Target date |
|---|---|---|---|---|
| A1 | ||||
| A2 | ||||
| A3 |
The generic template is suitable for general condition reports, property maintenance inspections, building walkarounds, and any inspection where there is no regulatory requirement for a prescribed format.
For certificated work, you need the trade-specific template. An EICR must follow the format set out in BS 7671 and include the schedule of test results. A CP12 must comply with the Gas Safety Regulations format and include the appliance details, flue gas readings, and safety devices check. A DVSA walkaround check must cover the items specified in the DVSA's Guide to Maintaining Roadworthiness. In these cases, the generic template is not a substitute: it is a starting point for understanding the structure.
Links to the trade-specific templates on this site: EICR visual inspection checklist · CP12 gas safety template · DVSA walkaround check template · Van safety check template · Fire door inspection checklist.
A findings section without condition ratings tells the client what was observed but not how to respond. An observation that reads "evidence of rust on external pipework" is less useful than "evidence of rust on external pipework, Fair (F), schedule treatment within six months." The rating is the bridge between observation and action.
The rating system should be defined in the report so the client understands it. A client who sees a finding rated "Poor" should know whether that means "needs attention eventually" or "do not use this asset until this is fixed." The definition in section 3 of the template above makes the distinction clear.
Every inspection report template should include: site or asset identification, date and time, inspector name, scope of inspection, methodology, condition ratings for each item checked, findings with supporting photos, defects identified with location and description, actions required with priority and target date, and inspector sign-off.
A generic template is a good starting point. It captures the structural elements every report needs. The trade-specific sections, the EICR test schedule, the CP12 gas certificate format, the DVSA walkaround checklist, require their own templates because they have specific legal requirements for what must be recorded. Use the generic template for general condition reports and adapt a trade-specific template for certificated work.
Yes. Quickler builds your WhatsApp workflow from your existing form. You upload the form, Quickler converts it into a prompted workflow that your engineers complete in WhatsApp. You do not need to redesign your form. your existing checklist, your field names, your condition ratings are all preserved in the workflow.
The most widely used system for UK field inspections is a traffic-light rating: Good (no action required), Fair (monitor or schedule maintenance), Poor (action required). Trade-specific frameworks impose their own ratings. EICR uses C1, C2, C3, FI. Whatever system you use, define it in the report so the client understands what each rating means.
Copy and paste this into the workflow description when you sign up at app.quickler.co/signup:
Inspection report template — copy and paste this at signup: Workflow name: Site inspection Questions: 1. Inspector name and date? 2. Site or property address? 3. Purpose of inspection? 4. Item 1 — description and location? 5. Item 1 — condition: satisfactory, requires attention, or unsafe? 6. Item 1 — photo? 7. Item 1 — recommended action? 8. (Repeat items 2, 3, 4... as needed) 9. Summary — overall condition assessment? 10. Priority actions with responsible person and due date? 11. Inspector signature? This is a generic template. You can describe any specific inspection at signup and Quickler will tailor the questions to your trade and workflow.
Quickler reads your description and builds the WhatsApp question sequence. Your engineers answer on site. PDF produced automatically.
Start your first inspection →No redesign needed. Setup to first live inspection in under a week.