How to Write Reports

How to write a Safety and Health Inspection Report

A great skill to develop is the ability to write good concise inspection reports. There are many types of inspection reports which can be written, and each report will have their own requirements. There are some basic elements to writing a general inspection report. 

Formatting Basics

First, the font should be conservative in nature such as Times New Roman. Fancy fonts will distract from the report. Large fonts should also be avoided. It is recommended to use a 12-point font. To help distinguish between sections of the report it is good to use bolded section titles, they may be centered on the page or places all the way to the left of the page. Since reports are designed to be directed to industry rather than academic assignments, the report should be single spaced.

Cover page

Unless a report is less than a page, the page should have a cover page. The cover page should be on its own page and be simple with enough information to describe the report. The cover page should have the type of inspection, such as food inspection, well inspection, or childcare inspection.  The cover page should also contain the location of the inspection, the date of the report and who wrote the inspection report. The cover page may also have the name of the company of the inspector.

Table of contents

Reports longer than one page should also have a table of contents. The table of contents like the cover page should be on its own page. The table of contents should list every section of the body of the report in order and have its starting page number posted. The title page and table of contents do not count as pages in the report. The introduction should be found on page 1. After the introduction the next section, the narrative, should start on the same page if there is room. After all the sections and their starting page numbers are put in the table of contents, there should be a section labeled Appendix. Any accompanying paperwork will be placed in the appendix. The name of the paperwork can be written under the Appendix section of the table of contents, but a page number is not necessary.

Introduction

The introduction is the first section of the body of the report. It should include the name of the person conducting the inspection, the type of inspection, the name of the location and the address of the inspection. If there are two or fewer recommendations, they can be placed in the introduction. If there are more than two recommendations the introduction should state recommendations are found in the body of the report. It is optional to include more information on what was done, who else was there and other conclusions, but try to keep the introduction short and simple.

Narrative

This is perhaps the most valuable part of the inspection report. The narrative describes everything that was observed, done, or discussed at the site of the inspection. In more detail than the introduction, this section should describe why you were there, when you arrived, what was the work being done and was anything out of the ordinary. Make sure to describe any deficiencies identified as well as good things that were observed. It is also a good practice to also describe the personal protective equipment worn by the workers. The narrative should start on the same page as the introduction and continue to the next page if possible. It is good to avoid using I and we or your name. Unlike school papers, using passive voice and third person helps to describe the observations.

Sampling Methodology

This section is only added to the report if any type of environmental testing was conducted. Examples of environmental testing include, noise, air, water, soil, or other chemical or physical hazard testing. If no testing or sampling was conducted, then skip this section in the report. Each substance tested should have their own methodology described in separate paragraphs. The methodology section should start on the same page that the narrative finished. Description of the methods may include the chemical or substance, the method identification if necessary. If equipment is calibrated the calibration information should be supplied in this section. If samples are sent off to a lab for testing, then this section should list what mail company is delivering the samples and what is their laboratory accreditation.

Sampling Results

This section is only added to the report if results from environmental testing was collected or received. Sampling results should be placed in a table. That table should be properly labeled including substance tested and date. The table should have columns for the sample number, concentration (results), and the jurisdiction standard or recommendation. If there are any results that are over the standard they should be bolded, have the font color highlighted, or otherwise marked so that it stands out. If multiple substances are tested there should be a table for each substance. Tables should not be split over two pages.

Conclusions and Recommendations

This section of the report will appear different based on the nature of the inspection. If the inspection only includes observations for deficiencies, then there needs to be a table that is split into two columns. The first column will have the deficiencies and the second column the recommendations for those deficiencies. If the inspection only includes collecting samples or testing exposures, then those conclusions and recommendations will be put in a paragraph following the sample results. If the inspection includes both observations for deficiencies and samples or exposure testing, then this section will include both a table to address the deficiencies and a paragraph to address the sample or testing results. 

Appendix

The appendix follows the report and includes any inspection forms, sampling forms, chain of custody forms, sampling results and maps of the facility.

SAMPLE SAFETY AND HEALTH INSPECTION REPORT

For formatting purposes.

Safety and Health Inspection Report

Williams Carpentry Shop

434 Blessing Street

Alamosa, California, 79303

By

Darin Hayes

Feb 22, 2023

Table of Contents

Introduction                                          1

Narrative                                               1

Methodology                                         2

Results                                                   3

Conclusions and Recommendations     3

Appendix

            Safety Inspection Form

Introduction

On February 17, 2023, Darin Hayes, Inspector for the Volusia County Health Department, conducted a safety and health inspection at the Williams Carpentry Shop located at 434 Blessing Street, Alamosa, California. The purpose of the inspection was to identify safety and health hazards located at the Alamosa facility. The results of the inspection and recommendations are found in the body of the report.

Narrative

On February 17, 2023, Darin Hayes met with Sebastian Ayala, the carpentry shop supervisor at Williams Carpentry Shop. During the opening conference, Sebastian showed his OSHA 300 log and shared his Hazard Communication, Respirator Safety and Emergency Evacuation programs.  

Entering the main shop room of the facility, the front door opened outward and had a self-illuminating exit sign above it. On the wall next to the door was a fire extinguisher that was properly mounted, inspected and identified. To the right of the fire extinguisher was a cabinet for flammable materials, a one-gallon container of flammable materials was stored on top of the cabinet instead of inside. The cabinet was located within three feet of a circuit panel box.  The box had no uncovered holes or opening and was labeled well. The first observed piece of equipment was a table saw. A worker wearing earplugs was cutting wood boards on the tables and although the saw had a self-adjusting hood guard, it was missing the anti-kickback device and splitter. Next to the saw was a drill press. There was a guard protecting the pulley however the drill press was missing a chuck guard and was not bolted to the floor. Directly above the drill press was a suspended compressed air cord, it had a rubber safety tip on the end. A second table saw was observed but not in use, the saw blade was lowered below the level of the table and covered. A compound miter saw was mounted on a moveable rack. It had an adjustable guard and the blade popped back into place after being manually lowered. Another worker wearing ear plugs was busy cutting stock on a horizontal band saw. The saw was properly mounted to the table, however the adjustable point of operations guard was adjusted to five inches above the cutting table, while the stock was only 1 inch tall. A second fire extinguisher was observed properly mounted, inspected, and identified. At the back of the room was a small paint booth, it had explosion proof lighting, the pre filters to the ventilation unit had recently been replaced, there was very little overspray on the wall in the paint booth. No workers were observed in the painting area; however, a respirator was seen hanging from a peg on the wall about two feet from the entrance to the paint booth. 

The second bay of the shop was a shipping, receiving and storage area. Three liquid petroleum gas (LPG) forklifts were observed however only two were in use. Air samples of the forklift exhaust were collected to determine the levels of carbon monoxide being produced from 

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the engines. Both forklift drivers produced licenses showing that they were qualified to be forklift drivers and both were able to show that they could conduct a daily forklift inspection. Extra LPG cylinders were stored properly and were attached to the wall to prevent them from falling over. There were two offices that had been constructed in this bay, boxes with unknown items were stored on the roof of the first office, however there was no capacity rating showing how much weight the roof could support. There was a main garage style door that opened onto a dock. Although there were no trucks there at the time, there was a self-latching dock plate and wheel chocks to prevent movement of trucks. There was an exit door located next to the main door on the dock. It had a self-illuminating exit sign. Next to the exit was a fire extinguisher mounted on the wall, it had been inspected recently and had been properly identified.

The third bay of the facility was the fabrication and maintenance shop. The first piece of equipment was a lathe that was missing its chuck guard. There was also another drill press that was missing its chuck guard but was properly mounted to the ground. There was a pedestal grinder that was properly mounted, had spindle end guards and a work rest and tongue guard. The tongue guard was located an inch away from the abrasive wheel. The second wheel of the pedestal grinder was a wire wheel. There was a face shield found above the pedestal grinder; it was in a canvas bag to keep it clean.  There was a chop saw that was mounted to a table and had an adjustable guard and the abrasive wheel returned to the upright position after being manually lowered.  The welding area was set up for oxy-acetylene welding. Both cylinders were labeled and upright and chained to the welding cart. They did not have cylinder head covers but were attached to the regulator valves. Two spare cylinders were seen in the area, they were in upright position with the head covers however they were not attached to the wall. Next to the welding area was a grinding table that had three right angle grinders, only one of the grinders had a 180-degree guard on the abrasive wheels. There was a steel I-beam that ran the length of the bay, the beam did not have a capacity rating although the two hoists had capacity ratings of 1 ton each. In the northwest corner there was an extension cord that had been stapled to the wall and ran through a hole in the wall, the cord was in good condition and still had its ground prong.  The exit to this bay had a self-luminating sign and there was a fire extinguisher mounted next to the door.

Methodology

Carbon Monoxide Sampling- A Draeger Pac III direct reading instrument, serial number F23872 was used to test all three forklifts in the shipping and receiving department. The forklifts were in service and running at the time of the air testing.

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Results

Carbon Monoxide Testing Results, February 17, 2023

Conclusions and Recommendations

Testing results for carbon monoxide fell below the standard of 50 ppm for all three forklifts, it appears as though they have been properly maintained. It is recommended that Williams Cabinets continue to conduct regular maintenance on their forklifts and that they train the drivers on the hazards of carbon monoxide in the exhaust.  Results of the rest of the inspection and recommendation are found in the table on the next page.

Williams Cabinets Main shop

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Williams Cabinets Shipping and Receiving Shop

Williams Cabinets Fabrication and Maintenance Shop

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Appendix

How to write a Drinking Water Testing Report

1. The title page should be on its own page and include the following information:

1. Title of Survey (Water Quality Testing)

2. Name of Client (BYU-Idaho)

3. Location (Hinckley Building – 2nd Floor)

4. Date of report

5. Name of your consulting company

6. Name of author of report

2. The Table of Contents (TOC) should be on its own page and include page numbers. Page numbering should start with the introduction page, there should be no page numbers on the title page or TOC. The titles that should be found in the TOC should include:

1. Introduction

2. Survey Observations or Narrative

3. Sampling Methods

4. Sampling Results

5. Conclusions and Recommendations

6. Appendices

3. The Body of Report should be written in paragraph form, not outline form. The report should flow from paragraph to paragraph. When a paragraph is complete, don’t move to the next page until the current page is complete. Each new section of the body should have its title in bold at the top of the section. Below are the different parts of the body and what should be found in them.

1. Introduction

            i. Name and title of those conducting inspection.

           ii. Name of inspecting company or organization

         iii. Date of inspection

          iv. Type of inspection

            v. Name of client and the facility inspected.

           vi.  Address of survey site

            vii. If there are less than two deficiencies or recommendations, list them in the introduction. If there are more than two states that the deficiencies and their corresponding recommendations are found in the body of the report.

2. Survey Observations or Narrative

i. Should describe what was done or observed during the survey. Give  

details for each specific day of the survey. There should be a new 

paragraph for each day of the survey.

 ii. Day 1 of the narrative should include information on the date of arrival, who you met with and which drinking water sources were identified. It should be noted that you covered and labeled the sources prior to leaving.

iii. Day 2 should include your observation that none of the sources appeared to have been tampered or compromised. Next, you describe how you collected samples at each water source, making sure to collect the first drop.

 iv.  Day 3 should include that you returned to the facility to cover and label the water source that was to be tested

  v. Day 4 should include your observation that the source did not appear to have been tampered or compromised. Next you describe that you collected samples at each water source, making sure to collect the first drop on the first sample.

3. Sampling Methods

   i.  Describe how you conducted initial sampling – You used one liter plastic bottles, caught the first drop, etc. Explain it so that someone could repeat your testing. List the sources that were sampled and the chemicals that were tested, (lead copper).

 ii. Describe how you conducted follow up sampling – You used three 250 ml bottles, catching the first drop on the first sample, allowing the water to run in between collecting samples two and three. Explain it so that someone could repeat your testing. List the source that was sampled and the chemical that was tested, (lead).

iii. In a separate paragraph, state how you sent the samples to the lab. Was 

it hand delivered or sent via FedEx, DHL, USPS or other mail or carrier 

Service?

 iv. State the laboratory you sent the water samples to and give their labs accreditation.

1. Del Mar Analytical is accredited under the National Environmental Accreditation Program (NELAP) in the drinking water, wastewater, and hazardous waste fields of testing. Del Mar Analytical annually participates in the American Council of Independent Laboratories (ACIL) Seal of Excellence Program.

4. Sampling Results

 i. For the initial results, create a table titled Water Quality Testing for Lead and Copper and include the date. 

ii. Sections in the table should include sample #, sample location, concentration, and the standard or recommended level.

iii. You should create another table for follow up sampling results. It should be titled: Follow up sampling results for Lead. Include the date.

iv. Sections in the table should include sample #, sample location, concentration, and the standard or recommended level.

V. As an option you can bold any results that are over the action limit or recommended standard.

5. Conclusions and Recommendations

I. Discuss your conclusions – what sources were over the action limit or standard from the initial testing. What are the conclusions from the follow up sampling? Give your recommendations on how to take care of the situation. Try to provide at least three recommendations.

4. Appendices

1. Appendices

 i. Water quality Testing Sampling form

ii. Initial chain of custody form

iii. Follow up chain of custody form

iv. Initial sample results

  v. Follow up sampling results.

How to write a Swimming Pool Inspection Report

1. The title page should be on its own page and include the following information:

1. Title of Survey (Swimming Pool Inspection)

2. Name of Client (TreeTop Hotel)

3. Location (TreeTop Hotel pool)

4. Date of report

5. Name of author of report

2. The Table of Contents (TOC) should be on its own page and include page numbers. Page numbering should start with the introduction page, there should be no page numbers on the title page or TOC. The titles that should be found in the TOC should include:

1. Introduction

2. Survey Observations or narrative

3. Sampling Methods 

4. Sampling Results 

5. Deficiencies and Recommendations

6. Appendices

3. The Body of Report should be written in paragraph form and does not outline form. The report should flow from paragraph to paragraph, when a paragraph is complete don’t move to the next page until the current page is complete. Each new section of the body should have its title in bold at the top of the section. Below are the different parts of the body and what should be found in them.

1. Introduction

 i.     Name of person conducting inspection

 ii.     Date of inspection

 iii.     Type of inspection

 iv.     Name of client and the facility inspected.

v.     Address of the swimming pool

 vi.     If there are less than 2 deficiencies or recommendations, list them in the introduction. If there are more than 2, state that the deficiencies and their corresponding recommendations are found in the body of the report.

2. Survey Observations or narrative

 i.     Write a narrative of your inspection, what areas you visited and what did you see, make sure you describe both the good things and the deficiencies that were observed.

3. Sampling Methods

 i.     If you took chlorine, pH, temperature or other measurements, describe how you took the water samples and conducted the tests. 

4. Sampling Results

i.     If you took chlorine, pH or other measurements put them in a chart.

ii.     The table should be titled Pool Testing Results and include the date.

 iii.     Sections in the table should include what was sampled and its results.

5. Deficiencies and Recommendations

  i.     Create a two-column table.

 ii.     The first column should be labeled deficiencies.

 iii.     The second column should be labeled recommendations. 

  iv.     List all the observed deficiencies followed by your recommendation for correction.

4. Appendices

1. Appendices

  i.     Pool inspection form

How to write a Food Safety Inspection Report 

1. The title page should be on its own page and include the following information:

1. Title of Inspection (Food Safety Inspection)

2. Name of Client

3. Location

4. Date of report

5. Name of the inspectors’ company or organization

6. Name of author of report

2. The Table of Contents (TOC) should be on its own page and include page numbers. Page numbering should start with the introduction page, there should be no page numbers on the title page or TOC. The titles that should be found in the TOC should include:

1. Introduction

2. Survey Observations or Narrative

3. Sampling Methods (only if sampling conducted)

4. Sampling Results (only if sampling conducted)

5. Deficiencies and Recommendations

6. Appendices

3. The Body of Report should be written in paragraph form not outline form. The report should flow from paragraph to paragraph, when a paragraph is complete don’t move to the next page until the current page is complete. Each new section of the body should have its title in bold at the top of the section. Below are the different parts of the body and what should be found in them.

1. Introduction

i. Name and title of those conducting inspection

ii. Name of inspecting company or organization

iii. Date of inspection

iv. Type of inspection

 v. Name of client and the facility inspected

vi. Address of survey site

vii. If there are less than two deficiencies or recommendations, list them in the introduction. If there are more than two states that the deficiencies and their corresponding recommendations are found in the body of the report.

2. Survey Observations or Narrative

 i.  Give date of inspection

ii.  Give a narrative of your inspection, who accompanied you, what areas you visited, and what you saw. Make sure you describe both the good things and the deficiencies that were observed. Discuss if you interviewed anyone and what they shared. List any measurements you took but you don’t have to include the results here.

3. Sampling Methods

 i.  If you took temperatures, list what you took temperatures of and what type of thermometer that you used. You may also include how it was calibrated.

ii. If you took measurements of sanitizing solution, list what items were measured and what device was used. If the device required calibration, you may also include how it was calibrated. 

iii. If any other sampling was conducted, list what was collected, how it was collected and include the calibration process if necessary.

4. Sampling Results

  i. If you took any measurements, put them in a table that includes the date of the testing, the test results, and the standard to which it is being compared. If no testing was conducted, then drop this section from the report.

5. Deficiencies and Recommendations

i. Create a two-column table

ii.  The first column should be labeled deficiencies

iii. The second column should be labeled recommendations

iv. List all the observed deficiencies followed by your recommendation for correction.

4. Appendices

1. Appendices includes any accompanying paperwork such as the following:

 i. Food Safety inspection form

ii. Written notes

iii.\ Sampling of testing results

How to write an IAQ Survey Report

1. The title page should be on its own page and include the following information:

1. Title of Survey (Indoor Air Quality Testing)

2. Name of Client (BYU Idaho)

3. Location (Hart Building rooms 350 and 370)

4. Date of report

5. Name of your consulting company

6. Name of author of report

2. The Table of Contents (TOC) should be on its own page and include page numbers. Page numbering should start with the introduction page, there should be no page numbers on the title page or TOC. The titles that should be found in the TOC should include:

1. Introduction

2. Survey Observations or Narrative

3. Sampling Methods

4. Sampling Results

5. Conclusions and Recommendations

6. Appendices

3. The Body of Report should be written in paragraph form and not outline form. The report should flow from paragraph to paragraph, when a paragraph is complete don’t move to the next page until the current page is complete. Each new section of the body should have its title in bold at the top of the section. Below are the different parts of the body and what should be found in them.

1. Introduction

 i.     Name and title of those conducting inspection.

 ii.     Name of inspecting company or organization

 iii.     Date of inspection

iv.     Type of inspection 

 v.     Name of client and the facility inspected. 

vi.     Address of survey site

vii.     If there are less than 2 problems or recommendations, list them in the 

introduction. If there are more than 2, state that they are found in the body of the 

report.

2. Survey Observations or Narrative

 i.     Should describe what was done or observed during the survey. Discuss what

 was learned in the interview. Describe the scope of the survey (what rooms were 

inspected and where the testing occurred)

3. Sampling Methods

 i.     Describe in separate paragraphs how you conducted each of the 6 tests.  Explain it so that someone could repeat your testing. 

 ii.     In a separate paragraph state how you sent the samples to the lab, was it 

hand delivered or sent via FedEx or DHL, USPS or other mail or carrier service.

  iii.     State the laboratory you sent the water samples to and give their labs 

Certification.

1. Clovis Labs is accredited by The (AIHA) American Industrial 

Hygiene Association and the (IHLAC) Industrial Hygiene Laboratory 

Accreditation Committee. This accreditation conforms to ISO 17025 standards.

2. Meridian Environmental Laboratories is an AIHA accredited laboratory and 

participates in the NVLAP (National Voluntary Lab Accreditation Program)

4. Sampling Results

i.     Create a table for temperature readings. It should be titled and dated.

 ii.     Create a table for carbon dioxide readings. It should be titled and dated.

iii.     Create a table for carbon monoxide readings. It should be titled and dated.

 iv.     Create a table for VOC readings. It should be titled and dated. Only include 

results for chemicals that have results.

 v.     Create a table for mold surface sampling readings. It should be titled and 

Dated.

vi.     Create a table for mold spore trap results. It should be titled and dated.

vii.     Create a table for viable mold biocassette results. It should be titled and 

dated.

viii.     Tables should not be split over two pages.

ix.     Sections in the tables should include sample #, sample location, 

concentration, and the standard or recommended level.

 x.     Optionally you can bold any results that are over the action limit or 

recommended standard.

5. Conclusions and Recommendations

 i.     Discuss your conclusions – what sources were over the recommended levels 

or standards. What are the conclusions from the survey?  Give your recommendations on how to take care of the situation. Try to provide at least 3 recommendations.

4. Appendices

1. Appendices

i.     Air Sampling sheet.

  ii.     Air sampling chain of custody form.

 iii.     Mold Sampling chain of custody form.

  iv.     VOC sampling results.

  v.     Mold Surface sampling results.

 vi.     Mold spore trap air sampling results.

vii.     Mold Viable spore biocassette sampling results.