At CTE Cal, we understand that Reports are the backbone of our business. Long after everyone goes home for the day, our reports remain as proof that we inspected, tested, or observed a specific part of the construction work – and often that inspection can’t be done again. That’s why it is critical to produce a comprehensive and detailed report that identifies exactly where the inspection took place, the precise element that was tested, and the results of our observations. While it becomes routine in the daily execution of our work, we think of each inspection as a once-in-a-lifetime opportunity to make sure that the day’s work is being performed in accordance with the plans, specifications, and building code.
Picture This!
When thinking about writing the best inspection report possible, the age old adage comes to mind: “A picture is worth a thousand words.” And that’s true! Pictures can capture the essence of a situation far more concisely and accurately than pages of writing. But – a picture alone is not enough. Another phrase comes in to play – “Location, Location, Location.” A photo doesn’t do any good if the reader can’t tell exactly where it was taken!
That’s where gridlines, site maps, coordinates, stations, and elevations come in to play. We use the approved structural plans to identify the gridline location of your inspection. We mark out compaction test locations on the civil grading plans. We use stations on survey stakes to identify our position on roadways and levees. We also make sure not to forget the third dimension! I think that’s why the saying repeats itself 3 times… By identifying the level you are in a building, your elevation, or your depth below grade (make sure you’re protected by proper trench safeguards!), you can provide readers with your exact location so they can know precisely what area you looked at.
Consider the Reader
The reader also needs details on what they’re looking at – they’re not lucky enough to be onsite to see the whole picture. We try to capture all the context that gets left behind, and all the surrounding information that gets cropped out, in your image caption. Try to imagine what it would be like to look back at this photo in one week, one month, or one year from now – all that context you spent the day gathering could be lost, if it’s not included in the report. Marking up your image with highlights and callouts is a great way to add context to report photos!
Pay particular attention to areas with deficiencies, discrepancies, or further work needed to be in compliance. We call these ‘Action Items’, and they get compiled into a report for the owner, contractor, and design team to collaborate on for future work or corrections. We also specifically call out any corrections from previous inspections that were completed – that way the Contractor can give the project a clean bill of health when things are all wrapped up.
To summarize, our reports include these key elements every time to provide an accurate, detailed, informative, and actionable document that our team, our client, and all project stakeholders can use to move the project forward!
- Location, Location, Location (Think in 3D – X, Y, & Z!)
- Photos – Describe every photo, every time! Use markups to add context.
- Action Items – Describe any work that doesn’t meet specs, and what future action may be required
- Resolutions – Document corrections made to previous action items, referencing the specific ID# of the item!
Want to hear more?
If you’re a Contractor, Developer, Engineer, or Construction Manager who’s tired of slogging through unhelpful reports, get in touch! If you have ideas on how to write a better report, consider joining our team and letting us know.