The Inspection Report

Use the Inspection Report to Control Jobsite Quality

What is an Inspection Report?

"If you have done it the way I want it done, you may request payment."

The Inspection Report is the fourth and final step in the Terms and Conditions -> Scope of Work -> Work Order -> Inspection Report process.

This form is a checklist based on the Scope of Work detail. In the Scope of Work, you explained what to do. The Inspection Report makes certain they followed your instructions.

In some cases, i.e. Excavation, HVAC, Plumbing, Electrical and other, you will have multiple Inspection Reports to cover Pushout/Backfill/Final Grade or Rough/Finish. The Scope of Work covers the entire accountability of the phase, and the Inspection Report breaks up the phase based on when in the schedule the task needs to be completed.

The Inspection Report is dynamic in nature. You will add or remove checklist items in harmony with changes in the Scope of Work. You may add to it as problems appear and need to be addressed.

Creating the Inspection Report

  • Create the Pre-Work Inspection checklist.
  • For the most part, this portion of the Inspection Report will confirm that items common to all trades are covered: plans have been received, Work Orders are in place, permits have been pulled (if applicable), safety measures are installed, etc.
  • The effort here is to reach agreement between the parties that the jobsite is prepared and safe to begin work.
  • We have also found it helpful to make special peremptory notes here, based on experience. For instance, we note on the Drywall Pre-Work Inspection checklist that the bathtubs are not scratched. We note on the Roofing Pre-Work Inspection that no windows are broken. You get the idea.
  • Create the Final Inspection checklist.
  • The checklist items here come from the Scope of Work document for the trade. In that document, you disclosed exactly how you wanted the work done. Now you are checking that it was done as you expected.
  • Since you have carefully detailed the process and work in the Scope of Work, writing this part of the document is relatively easy.
  • Make certain that you check for completion and thoroughness of all items on the Scope of Work.
  • Create Inspection Reports for at least the following phases:
  • Excavation – Pushout
  • Excavation – Backfill
  • Excavation – Grading
  • Concrete Foundation
  • Framing Labor
  • Window/Exterior Door Installation
  • HVAC – Rough
  • HVAC – Finish
  • Plumbing – Slab
  • Plumbing – Rough
  • Plumbing – Finish
  • Electric – Rough
  • Electric – Final
  • Fireplace – Rough
  • Fireplace – Final
  • Roofing – Dry-In
  • Roofing – Finish
  • Siding and Exterior Trim
  • Wall Insulation
  • Ceiling Insulation
  • Drywall
  • Flatwork
  • Stucco – Lath
  • Stucco – Scratch (Brown)
  • Stucco – Color
  • Garage Doors
  • Shutters
  • Gutters
  • Deck/Porch Install
  • Stairs
  • Painting – Rough
  • Painting – Final
  • Painting – Touch-Up
  • Finish Trim Labor
  • Finish Trim – Lock-Out
  • Floor Covering – Hard Surface
  • Floor Covering – Carpet
  • Mirrors/Shower Door Installation
  • Cleaning
  • Landscaping

Four Ways to Use the Inspection Reports to Control Jobsite Quality

with the subcontractor. This step removes any questions about who broke the window or if the safety measures are in place or whether the project was ready for the subcontractor to start work or who scratched the bathtub. File the Inspection Report in the Job Binder until the subcontractor notifies you that he is ready for the final inspection.

when the subcontractor reports that the work is completed. This walk-through must be conducted at the end of each phase as it verifies that all the work in the current phase is complete and that the project is ready for the next phase to begin. I like to have both the subcontractor just finishing the phase and the subcontractor just getting ready to start a phase on the site at the same time. If there is a problem, we can work it out right there.

Always have a post-work inspection. This final step demonstrates that you are serious about the check list and having the job done the way you want it done.

until the terms of the Inspection Report have been met. Once payment is made, you have lost leverage for making certain the work is done to your standards.

in the appropriate section of the Job Binder, or scan to the electronic folder. This is an important part of your construction management records.

The subcontractor will not take your efforts with the Terms and Conditions, the Scope of Work, or the Work Order seriously if you do not conduct the Inspection Reports.