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Operations template

Safety inspection checklist with photo evidence and follow-up

Walk the site with a checklist, prove it with located photos and open corrective actions for anything wrong.

3 steps 10 fields Generates a PDFPhoto evidenceSignature

Free for 14 days. No credit card. You can change every step and field.

Most workplace inspections still happen on paper. The clipboard checklist gets filled in, maybe a photo is taken on a personal phone, and the issues found turn into a conversation that nobody follows up on. When someone later asks whether the blocked exit was cleared, there is no proof either way.

This template turns a walk-through into a record. The inspector names the site or area and the date, ticks what was checked and found OK (fire extinguishers in date and accessible, emergency exits clear and signed, workers using PPE, machine guards in place, floors clean and dry, electrical panels closed), marks the result and describes what is wrong when there are issues. Photos are required and are stamped with the date, time and location, and the inspector signs. Completing the inspection issues an Inspection report PDF with a verification code. If issues were found, a corrective action step asks what was done, with photos after the fix, within five business days, and safety then verifies and approves the fix.

It suits warehouses, construction sites, plants, stores and offices that inspect regularly and want evidence that problems were fixed, not just noted.

How it runs, step by step

The process reads from top to bottom. Each step goes to its owner with a deadline, and everything that happens is recorded in the request's timeline.

  1. Inspection

    Whoever starts the request

    Check each item on site. Photos carry the date, time and location.

    Issues: Inspection report
    7 fields in the request form
    • Site or area * Text
    • Date * Date
    • Checked and OKFire extinguishers in date and accessible, Emergency exits clear and signed, Workers using PPE, Machines with guards in place, Floor clean and dry, Electrical panels closed Checklist
    • Result *Everything conforming, Issues found Choice
    • What is wrong? * Long text · when needed
    • Photos * Photo
    • Inspector * Signature
  2. Corrective action

    A person or team you choose

    Fix the issues found and prove it with photos.

    Due in 5 days (business time) Runs only when needed
    2 fields
    • What was done * Long text
    • Photos after the fix * Photo
  3. Verification

    A person or team you choose

    Safety confirms the fix.

    Approval: Approvers you choose Due in 2 days (business time) Runs only when needed
    1 field
    • Notes Long text

Make it yours

Inspect on a schedule

Set up a recurring schedule for each site that starts an inspection automatically, for example every Monday morning.

Fit the checklist to your site

Edit the Checked and OK items to cover your own hazards, such as forklifts, ladders or chemical storage.

Name who fixes it

Add a people picker for the responsible person to the inspection and make whoever is picked there the owner of Corrective action.

Escalate open issues

Turn on escalation for Corrective action so a fix that misses its five-business-day deadline also reaches the site manager.

Frequently asked questions

How often should workplace safety inspections be done?

OSHA recommends regular inspections of all operations, equipment, work areas and facilities, with workers taking part, but it does not set one frequency for every workplace. Some standards do set intervals: under 29 CFR 1910.157, portable fire extinguishers must be visually inspected monthly and get an annual maintenance check. This is general information, not legal advice.

What should a safety inspection checklist include?

The hazards that apply to your site. Fire protection, exit routes, personal protective equipment, machine guarding, housekeeping and electrical safety are common starting points, and OSHA suggests checklists that highlight what to look for, adapted to each workplace. Keep the list short enough that inspectors really check every item.

How do you document a safety inspection?

Record who inspected, where and when, what was checked, what was wrong and photos of the problem areas. OSHA advises documenting inspections so you can later verify that hazardous conditions were corrected. A signed report with the corrective actions attached is stronger evidence than a checklist alone.

What happens after an inspection finds a problem?

Give each issue an owner and a deadline, fix it, and have someone else verify the fix. Simple hazards such as tripping hazards can be fixed on the spot, and OSHA notes that fixing hazards as they are found shows that safety matters.

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