An EICR logs a schedule of test results. A CP12 records flue gas readings. A DVSA walkaround checks tyres and fluid levels. Different trades, wildly different content. But strip every inspection report back to the frame and you find the same skeleton underneath. Learn that frame once and you can build a report for any trade, adapt any template, or explain to a client exactly why yours looks the way it does.
Template · General
A free inspection report template.
Every UK field inspection shares the same structural elements. Use this free generic template, adapt it for your trade, or upload your existing form to Quickler and it builds it as a WhatsApp workflow.
Free forever: 20 reports a month. No card, no trial clock.
The structure
The core elements of any report
- 1
Identification and scope
Who inspected, where and when, what the inspection covered and, crucially, what it did not.
- 2
Methodology and findings
How it was conducted, then what was observed at each item: location, condition rating, description, and photo evidence.
- 3
Actions and sign-off
A numbered action list with owner, priority and target date, followed by inspector certification.
Generic vs trade-specific
When the generic template is enough
The generic template suits general condition reports, property maintenance and building walkarounds where no format is prescribed. Certificated work needs its own template: an EICR follows BS 7671, a CP12 the Gas Safety Regulations, a DVSA check the Guide to Maintaining Roadworthiness. There the generic version is a starting point, not a substitute.
Why ratings matter
Condition ratings make reports actionable
A finding with no rating tells the client something was found but not whether to be alarmed. "Rust on external pipework, Fair, schedule treatment within six months" beats "rust on external pipework". Define the rating system in the report so the client knows whether a Poor rating means attend eventually or do not use until fixed.
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Upload your form. Quickler builds the workflow.
No redesign needed. Your existing checklist, field names and condition ratings are preserved. Setup to first live inspection in under a week.
The short version
- Every inspection report needs the same core sections: identification, scope, methodology, findings, actions, sign-off.
- A generic template is a strong starting point. Trade-specific frameworks (EICR, CP12, DVSA) need their own templates for certificated work.
- Condition ratings make a report actionable. A finding with no rating tells the client something was found, not whether to be alarmed.
- Actions with no owner and no deadline are the most common failure in inspection reports.
- Quickler builds any inspection form as a WhatsApp workflow from your existing template. No need to redesign your form.
The frame
Six sections every report shares
Content varies enormously by inspection type, but the structure does not. Master these six and the rest is detail.
Identification. Who inspected, where, and when. Site or asset address, client name and contact, inspector name and qualification reference, report reference number, date and time.
Scope. What the inspection covered and, crucially, what it did not. An inspector who could not reach a roof void or an electrical cupboard must say so. A report silent on its own limits implies a completeness it does not have.
Methodology. Visual only, or visual plus testing? What instruments were used? Were previous records reviewed? Brief for routine jobs, vital for complex ones.
The frame
Findings, actions, sign-off
Findings are the body of the report: what was observed at each item, system, or area. Every finding carries the location, the condition rating, a description, and photo evidence where it matters.
Actions required turn observations into a plan. A numbered list, each line naming what must be done, who owns it, the priority (urgent, required, or monitor), and the target completion date. Skip this and you hand the client a list of problems with no structured way to respond. Actions with no owner and no deadline are the single most common failure in inspection reporting.
Sign-off is inspector certification and date. For certificated work, it is the specific statement the relevant standard or regulatory body demands.
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The generic template, laid out
Section 1. Identification: site or asset name, address, client name and contact, inspector name, qualification or cert number, date, start and finish time, report reference.
Section 2. Scope and methodology: areas, systems and assets inspected; anything excluded and why; method (visual, visual plus testing, other).
Section 3. Condition rating key:
- Good (G). No action required. Meets standard.
- Fair (F). Minor deterioration. Monitor or schedule routine maintenance.
- Poor (P). Defect found. Action required within agreed timescale.
- Urgent (U). Immediate risk. Action required before continued use.
- Not applicable (N/A). Item not present or out of scope.
Section 4. Findings per item: reference, item or location, rating, observation, photo reference. Section 5. Actions per line: reference, action, priority, owner, target date. Section 6. Sign-off: inspector signature, date, next inspection due.
Generic vs trade-specific
Where the generic stops being enough
The generic template fits general condition reports, property maintenance, building walkarounds, and any inspection with no prescribed format. For certificated work, you need the trade-specific version. An EICR must follow the format set out in BS 7671 and carry the schedule of test results. A CP12 must comply with the Gas Safety Regulations format, including appliance details, flue gas readings, and the safety devices check. A DVSA walkaround check must cover the items in the DVSA's Guide to Maintaining Roadworthiness. There, the generic is no substitute. It is a starting point for understanding the structure.
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.
Why ratings matter
The rating is the bridge to action
A findings section without condition ratings tells the client what was observed but not how to respond. "Evidence of rust on external pipework" is far weaker than "evidence of rust on external pipework, Fair (F), schedule treatment within six months." The rating bridges observation and action.
Define the system inside the report so the client can read it. Someone who sees a finding rated Poor should know whether that means "needs attention eventually" or "do not use this asset until it is fixed." The section 3 key above draws that line cleanly. Want the full method? Read how to write a site inspection report or what is a compliance inspection, and see field reporting software UK for tooling.
Questions, answered
What elements should every inspection report template 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 with location and description, actions required with priority and target date, and inspector sign-off.
Should I use a generic template or a trade-specific one?
A generic template is a good starting point and 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 carry specific legal requirements for what must be recorded. Use the generic version for general condition reports and a trade-specific one for certificated work.
Can I upload my existing inspection form to Quickler?
Yes. Quickler builds your WhatsApp workflow from your existing form. You upload it, Quickler converts it into a prompted workflow your engineers complete in WhatsApp. No redesign needed. Your existing checklist, field names, and condition ratings are all preserved.
How should condition ratings be applied?
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. EICR uses C1, C2, C3, FI. Whatever you use, define it in the report so the client understands what each rating means.
Field compliance