This guide is designed to help you interpret the results of site safety audits and inspections conducted using the Safety Reports System in the Classic Format. The following components are broken down to explain what each section of the report includes, with tips on how to read and understand the information. All examples and screenshots referenced in this guide are based on the demonstration inspection letters available at Safety Reports Website for an OSHA 1926 inspection.
1. Cover Letter
The Cover Letter section serves as the introductory part of the inspection report. It contains important details about the inspection and the inspector’s company:
Logo and Addressee Information: If the inspector’s company has a logo, it will appear at the top-left of the page. The addressee information follows directly below the logo.
Report Content Summary: The body of the cover letter includes a brief explanation of what the report contains. Some content comes from manual additions in the mobile app, while other items are added through the administrative side on the web. This section is customizable to the inspector’s preferences.
Professional Information and Signature: The signature and professional information of the inspector are included in this section. The signature can either be a digital or physical one, depending on how the report is generated.
Disclaimer: The report may include a standard disclaimer from Safety Reports, or a custom disclaimer created by the inspector.
2. Report Summary
The Report Summary section is an essential part of the inspection report, providing an overview of the inspection details:
Inspection and Project Information: This section includes specifics about the inspection, such as the date, location, and project. It is generated based on information added to the Safety Reports system by the inspector or their account administrator.
Customizable Details: Information presented in this section is customized to fit the preferences of the inspector and the specifics of the project being audited.
3. Inspection Findings
Inspection Findings represent the core of the report, documenting the observations made during the inspection. This section is organized as follows:
Categorized Observations: Findings are grouped into categories, such as equipment safety, site conditions, and compliance with regulations. Each category is clearly labeled, and relevant observations are listed underneath.
Identified Issues (Marked in Red): If any issues were identified, they will be flagged in red text. These are the primary concerns that need to be addressed. Each issue is associated with specific details that clarify the nature of the problem.
Positive and Negative Observations: Both positive findings and issues are listed in this section. While the negative findings are highlighted in red, positive observations are included to provide a balanced overview.
Supporting Information: For each finding, the inspector may include additional details, such as photographs, notes, or the persons responsible for corrective actions. These are included directly in the report for easy reference.
4. Closing Comments
If the inspector has provided any closing comments related to the inspection, they will appear in this section. Closing comments may offer general observations or suggestions for improving safety protocols at the site.
5. Safety Summary
The Safety Summary presents a statistical overview of the inspection:
Positive vs. Negative Findings: This summary includes a ratio of positive to negative findings. It provides an at-a-glance view of the overall safety performance during the inspection.
Safety Score: Based on the ratio of positive to negative findings, a Safety Score is generated. This score helps quantify the overall safety conditions observed during the inspection.
Severity Ratings: The report may also include severity ratings for identified issues. If issues are considered Critical or Serious, they are highlighted in the severity columns. More severe issues can negatively affect the safety score, underscoring their importance for immediate action.
6. Other Items
The final section of the report includes additional items that provide further context to the inspection:
Inspector’s Professional Information: The inspector’s details are once again shown here, along with any additional information that may be relevant to the report.
Geo-Tag (If Included): If the inspector included a Geo-Tag, this section will display the latitude and longitude of the inspection site. This information is as accurate as the mobile device's location settings allow.
Satellite Image: A satellite image of the inspection location may be included to give a visual reference of the site.
Signatures: If applicable, the inspector’s signature and the site contact’s signature may appear next to the Geo-Tag, validating the report and confirming its accuracy.
Conclusion
The Classic Format of the Safety Reports System is designed to present a comprehensive yet focused view of a site safety inspection, emphasizing both the findings and corrective actions needed. By understanding the key components of the report—such as categorized findings, severity ratings, and the safety score—you can quickly assess the site’s safety performance and take appropriate action.
For additional information or to access demonstration reports, visit Safety Reports Website.
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