A site inspection report should explain why the visit took place, what was inspected, what was observed and what needs to happen next. The reader should be able to understand the findings without having attended the visit. Use a consistent structure, with clear references from each observation to its location and supporting material.
Identify the visit and its purpose
Record the project, report reference, visit date, author and attendees. State the purpose of the visit and the areas or activities covered. Include access restrictions or other limits that affected the inspection.
A routine progress walk, a targeted inspection and a specialist assessment have different scopes. Name the actual purpose rather than choosing a broad title that implies a more extensive assessment, and keep the report's title consistent with the work performed. Some visits have their own guide, such as a condition record before work begins or a functional test report.
List the information used
Record the relevant drawings, specifications, instructions or earlier reports, including their revisions where applicable. This helps a later reader understand the basis of the observations and identify whether a newer instruction requires follow-up.
Do not fill the report with unrelated documents simply because they are available. Include references that help explain the inspection. If an important reference was unavailable, record that limitation and assign the next step needed to obtain it.
Write observations so someone else can find them
Give each observation a unique reference and a precise location. Describe what was seen, measured or reported, and distinguish those different sources of information. Attach relevant photographs or other evidence with a short explanation of their relationship to the item.
An illustrative entry might describe an observed condition in a named area and request a technical review against a referenced instruction. Keep the observed facts separate from the review conclusion. Do not turn an assumption into a confirmed finding.
Record actions separately from findings
For each item requiring follow-up, state the next action, the person responsible for coordinating it and the agreed date. If specialist assessment is needed, identify that route rather than prescribing a remedy beyond the author's competence.
Separate urgent matters from routine follow-up and follow the site's established procedures for immediate concerns. Include a reference to an earlier item when the visit checks progress on the same issue, so the history remains connected.
Explain what remains outstanding
Close the report with a concise account of the main observations and unresolved actions. State whether further information, another visit or a separate assessment is needed. Avoid a sweeping conclusion about the entire project when only selected areas were inspected.
Before issue, ask a reviewer to check whether locations are clear, references are current and actions have owners. Mark the report's status and issue date, and retain the issued version according to the project procedure.
Use a repeatable reporting structure
A practical structure is:
- Visit details: project, reference, date, author and attendees
- Purpose and scope, including any limits on the inspection
- References: drawings, specifications and instructions with revisions
- Observations, each with a reference and a location
- Supporting evidence
- Actions, with the person responsible and the agreed date
- Outstanding matters
Reuse the headings when they suit the task, while adapting the content to the purpose of each visit.
How a Lite Report is built
In Lite Report, an administrator or project manager creates the report on the web: the report type, a title, a description of up to 1,000 words, the participants, the drawings and the tasks. The title and description carry the purpose and scope of the visit, for example "Inspection, second floor facades", with a description of what is inspected, where and on which basis. Each item to inspect becomes a task: a simple or structured checklist, a registration, or control points from the control plans for your trade. A structured checklist task carries the room, scope, time and acceptance criteria.
On site, the people on the report carry out the tasks from their phones: they take photos with the in-app camera, add comments, mark up photos and drawings, and submit. Every photo is stamped with the date, time and GPS position, and the photos on a task are its evidence. Structured checklists and registrations get a control ID automatically, so each observation has its own reference, and a task that is not done by its completion date automatically gets a time deviation. Drawings, instructions and earlier reports belong in the site's documents, where every report on the site can use them.
The registrations are compiled into one PDF on a fixed report template, with your own company logo and a stored signature. You can preview the report free of charge at any time. There is no separate review step in the app, so use the preview for the review described above. After payment, 149 DKK excl. VAT (186.25 DKK incl. VAT) per report, you generate and download it on the web. Generating it again creates a new version, and reports cannot be deleted.
Lite Report organises the records. It does not assess the observations, and the author's review of facts and conclusions remains part of the process.
Frequently asked questions
Should the report include every photograph taken?
Include the images needed to understand the observations. Keep additional material under the agreed project procedure, but avoid making the report difficult to review with repetitive images.
Can one format cover every type of visit?
A shared structure can help, but the scope and required content differ. Adapt it for the actual inspection rather than relying on a title or template alone.
Who should review the report?
Agree the reviewer according to the purpose of the visit and project responsibilities. Technical conclusions should be reviewed by a person competent for that assessment.
Can Lite Report be used for a site inspection report?
Yes, as a reporting tool. The title and description state the purpose and scope of the visit, each item is a task documented on site with photos, comments and markups, and the registrations are compiled into one PDF. The layout is a fixed template, so check that it gives your recipient what they need. It does not replace the author's professional assessment.