This guide is intended to help interpret the results of site safety audits and inspections conducted using the Safety Reports System in the Summary Format. The following sections will explain each component of the report, offering tips on how to read and understand the information. Screenshots referenced in this guide are based on demonstration inspection letters available at Safety Reports Website for an OSHA 1926 inspection.
1. Cover Letter
The Cover Letter section provides introductory information for the inspection report:
Logo and Addressee Information: The logo of the inspector’s company, if present, is shown at the top-left of the cover letter. Below the logo, the date and addressee information are displayed.
Report Overview: The body of the cover letter summarizes the contents of the report. This includes items added manually through the mobile app as well as those entered through the administrative side of the web platform. The content is customizable based on the inspector’s preferences.
Signature and Professional Information: The inspector’s signature and professional details are included at the end of the cover letter. These can be customized based on the inspector’s preferences.
Disclaimer: The report includes a disclaimer, which can either be a standard Safety Reports template or a custom disclaimer specific to the inspector.
2. Report Summary
The Report Summary section provides an overview of the inspection, including key details such as:
Inspection and Project Information: The summary includes details about the inspection and project, as configured by the inspector’s account administrator. This information is specific to the inspection itself and/or the project.
Customizable Content: The content in this section can be tailored to the specific needs of the inspector and the project being audited.
3. Inspection Findings
The Inspection Findings section contains the main observations from the inspection, organized into two tables for clarity:
Table 1: Categories and Status
Category List: The first table contains a list of inspection categories in the first column.
Satisfactory/Unsatisfactory: Columns to the right of the categories indicate whether each item is satisfactory (denoted by ‘S’) or unsatisfactory (denoted by ‘U’). If a negative observation or identified issue exists in a category, it will be marked as ‘U’.
Table 2: Negative Observations and Details
Categories: The second table repeats the inspection categories in the second column.
Observation Column: The third column includes any negative observations or identified issues within those categories.
Notes: If the inspector has added any notes regarding an observation, these will be displayed in the same table.
4. Closing Comments
The Closing Comments section allows the inspector to provide any final remarks regarding the inspection. These comments are added after the findings have been presented. If the inspector has provided additional information or clarifications, it will appear here.
5. Recommendations
The Recommendations section provides actionable suggestions for addressing the negative findings highlighted in the report. It is organized as follows:
Recommendations for Corrective Actions: The recommendations to address items marked as ‘no’ or negative in the report table are listed here, in the same order as they appear in the findings table.
OSHA Links: Relevant OSHA links are provided to assist with addressing the identified issues.
Responsible Parties: If the inspector has assigned responsibility for correcting the issues, the names of the responsible parties are included.
Immediate Corrections: If any item was corrected immediately during the inspection, this will be noted in bold text to indicate that the issue was addressed on-site.
6. Other Items
The Other Items section includes additional context for the inspection:
Inspector’s Professional Information: The inspector’s professional details, including certifications and qualifications, are displayed again in this section.
Geo-Tag (If Included): If the inspector has included a Geo-Tag, it will appear here. This includes the latitude and longitude of the inspection site, which is as accurate as the mobile device’s location settings.
Satellite Image: If a satellite image is included, it will show the inspection site’s location visually.
Signatures: If applicable, the signatures of the inspector and site contact will appear next to the Geo-Tag to confirm the validity and accuracy of the inspection.
7. Photo(s)
The Photo(s) section contains any photos added by the inspector during the inspection:
Photos for Documentation: Photos are displayed at the end of the report, with up to 4 photos per page. If additional photos are included, they continue through subsequent pages.
Notes and Captions: If the inspector has added captions or notes to any photos, these will be displayed beneath the respective images. This helps provide context and clarification for the photos included in the report.
Conclusion
The Summary Format of the Safety Reports System provides a structured, easy-to-read format for reviewing site safety inspection results. The combination of tables, observations, recommendations, and photos helps provide a clear and detailed overview of safety compliance and areas requiring attention. By understanding each section, you can gain a comprehensive understanding of the site’s safety performance and take appropriate corrective actions.
For further details or to access demonstration reports, visit Safety Reports Website.
Download the Guide:
To access the full guide, download the file here.