Workplace Safety Inspection Report
A walk-through record of workplace hazards: what was checked in each area, every hazard with how serious it is, the corrective action, who is responsible and by when, and what happened to items from the last inspection.
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Sample notes, 134 words
Workplace: Northgate Fabrication 1840 Industrial Pkwy Date: 10/06/2026, 9:30am Inspected by: Priya Shah (safety committee worker member) Accompanied by: Tom Reilly, shop supervisor ...
We sorted 12 items into 7 sections and flagged 1 to fix first.
- Fix soonMachinery, tools and powered equipment
Guard missing on the bench grinder in maintenance, grinder tagged out
- Fix soonHazardous products
Weld shop SDS binder missing the two new cutting fluids
Still to add
- RecommendedNotes for ladders, heights and material handling
- RecommendedNotes for first aid, postings and records
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What goes in it
Every workplace safety inspection report from ReportDraft follows the same professional structure, so clients and reviewers find things where they expect them.
- Housekeeping and walking surfacesFloors, aisles and walkways clear, dry and in good repair, Stairs, handrails and guardrails, Storage, stacking and racking stable, Lighting adequate for the work
- Exits and emergency equipmentExit routes and exit doors clear, unlocked and marked, Exit signs and emergency lighting working, Emergency plan, alarms and assembly point posted and known, Eyewash stations and emergency showers where needed
- Fire preventionFire extinguishers in place, charged, inspected and unobstructed, Flammable and combustible materials stored safely, Sprinkler heads clear, with storage kept below them, Compressed gas cylinders secured and capped
- ElectricalElectrical panels closed, labeled and with clear access, Extension cords and power strips used properly and undamaged, Outlets, switches and cover plates; GFCI protection near water
- Machinery, tools and powered equipmentMachine guards in place and working, Lockout and tagout devices and procedures available and used, Hand and power tools in good condition, Forklifts and powered equipment: daily checks done, operators trained
- Hazardous productsContainers labeled, Safety data sheets current and available, Chemicals stored and separated safely; spill supplies on hand, Ventilation and exhaust working
- Personal protective equipmentRequired PPE available and in good condition, PPE worn where required
- Ladders, heights and material handlingLadders and step stools in good condition and used correctly, Work at height: guardrails or fall protection, Manual lifting and workstation ergonomics
- First aid, postings and recordsFirst aid kits stocked; first aid attendants or trained workers available, Required safety postings and notices displayed
- Corrective actionsHazard and location, Corrective action, Responsible, Due, Status
- Items from earlier inspectionsItems from earlier inspections or reports, and whether each has been fixed.
How it works
1. Add your notes. Type or paste what you saw. Rate items with one tap if you like.
2. Get a draft. Findings, recommendations and a summary are written for you, in your report's structure.
3. Check, sign, send. A completeness list shows anything missing. Sign to lock the PDF and download Word too.
Why it pays for itself
What United States federal rules require
- Places of employment, passageways, storerooms and walking-working surfaces are kept clean, orderly and sanitary; walking-working surfaces are inspected regularly and as necessary and kept in a safe condition; hazardous conditions are corrected before anyone uses the surface again, or guarded until they are, and structural repairs are done or supervised by a qualified person29 CFR 1910.22 (a) (1), (d)
- Ladders are inspected before initial use in each work shift, and more often as necessary, for visible defects that could injure an employee29 CFR 1910.23 (b) (9)
- Exit routes are free and unobstructed: no materials or equipment are placed in them even temporarily, exit access does not pass through a room that can be locked or lead into a dead end29 CFR 1910.37 (a) (3)
- Portable fire extinguishers are visually inspected monthly29 CFR 1910.157 (e) (2)
- Powered industrial trucks are examined before being placed in service, at least daily, and are not used if the examination shows a condition affecting their safety29 CFR 1910.178 (q) (7)
- Portable cord-and-plug equipment and extension cords are visually inspected before use on any shift for external defects such as loose parts, deformed or missing pins and damaged jackets or insulation, and for signs of internal damage29 CFR 1910.334 (a) (2) (i)
- The employer inspects each energy control (lockout and tagout) procedure at least once a year to make sure it and the standard are being followed29 CFR 1910.147 (c) (6) (i)
- Machine guarding protects operators and others in the machine area from hazards such as points of operation, ingoing nip points, rotating parts, flying chips and sparks29 CFR 1910.212 (a) (1)
- Safety data sheets for each hazardous chemical are kept in the workplace and readily accessible to employees in their work areas during each work shift29 CFR 1910.1200 (g) (8)
- Where anyone's eyes or body may be exposed to injurious corrosive materials, facilities for quick drenching or flushing of the eyes and body are provided within the work area for immediate emergency use29 CFR 1910.151 (c)
OSHA's general industry standards (29 CFR part 1910) do not prescribe one workplace inspection form, but many of them require specific checks that a workplace safety inspection should cover. Here is each one with a link to the official text. States with their own OSHA-approved plans, such as California and Oregon, have their own versions.
Floors, ladders and exits
Workplaces are kept clean and orderly, and walking-working surfaces are inspected regularly and as necessary. A hazard is fixed before anyone uses the surface again, or guarded until it is. Ladders are inspected before first use on each shift. Exit routes stay free and unobstructed, with nothing stored in them even for a short time.
Checks with their own timing
Fire extinguishers get a visual inspection every month. Forklifts and other powered industrial trucks are examined at least daily before use and kept out of service if unsafe. Extension cords and corded tools are checked before use on each shift. Each lockout and tagout procedure is inspected at least once a year.
Guards, chemicals and eyewash
Machines have guards protecting operators and others from points of operation, nip points, rotating parts, chips and sparks. Safety data sheets for every hazardous chemical are kept where employees can get to them during each shift. Where corrosive materials could reach the eyes or body, eyewash or drench facilities are in the work area.
Common mistakes
- Treating the monthly walk-through as the forklift's daily examination.
- Pallets or boxes left in an exit route "just for today".
- Leaving a damaged floor or ladder in use until the next inspection.
- No record of the annual lockout and tagout procedure inspection.
- Safety data sheets kept in a locked office.
Sources
- 29 CFR 1910.22 (a) (1), (d), checked October 12, 2026
- 29 CFR 1910.23 (b) (9), checked October 12, 2026
- 29 CFR 1910.37 (a) (3), checked October 12, 2026
- 29 CFR 1910.157 (e) (2), checked October 12, 2026
- 29 CFR 1910.178 (q) (7), checked October 12, 2026
- 29 CFR 1910.334 (a) (2) (i), checked October 12, 2026
- 29 CFR 1910.147 (c) (6) (i), checked October 12, 2026
- 29 CFR 1910.212 (a) (1), checked October 12, 2026
- 29 CFR 1910.1200 (g) (8), checked October 12, 2026
- 29 CFR 1910.151 (c), checked October 12, 2026
Last reviewed October 12, 2026. Next review due January 12, 2027. This page explains published rules to help you write your report. It is not legal advice; the official text linked above governs. State rules can add to these.
Workplace safety inspection report rules by state
The key rule in each state, linked to the official text. Each guide lists every rule with its sources, and each template is set up for that state. Last reviewed October 13, 2026.
| State | Key rule | Official source |
|---|---|---|
| CaliforniaTemplate | Keep this inspection record at least one year | Cal. Code Regs., tit. 8, s. 3203 (b) (1) and exception |
| OregonTemplate | The quarterly inspection by employer and employee representatives | OAR 437-001-0765 (7), Table 2 |
| WashingtonTemplate | This inspection report reviewed by the safety committee, minutes kept a year | WAC 296-800-13020 (2), (3) |
Template preview
Questions
What goes in a workplace safety inspection report?
A walk-through record of workplace hazards: what was checked in each area, every hazard with how serious it is, the corrective action, who is responsible and by when, and what happened to items from the last inspection. ReportDraft lays it out in 11 sections: housekeeping and walking surfaces, exits and emergency equipment, fire prevention, electrical, machinery, tools and powered equipment, hazardous products, personal protective equipment, ladders, heights and material handling, first aid, postings and records, corrective actions, items from earlier inspections.
Do my state's rules change the report?
Pick your state when you start. Where we have checked a local requirement against official sources, it is added to your completeness list with a link to the source.
Can I edit the draft?
Yes. Every finding, rating and sentence is editable before you sign. Your own entries always win over anything drafted from your notes.
What do I get at the end?
A signed, locked PDF for your client and an editable Word file, both with your company details. Signed reports keep a fingerprint so later changes are visible.
Which plan covers it?
ReportDraft Safety covers a workplace safety inspection report along with incident reports, fire extinguisher inspections, forklift inspections, vehicle inspections (dvir). Workplace Safety Inspections is also sold on its own.
How often does OSHA require workplace inspections?
OSHA's general industry rules require walking-working surfaces to be inspected regularly and as necessary, and set specific timing for some checks: ladders before first use each shift, forklifts at least daily, cords before use on each shift, fire extinguishers monthly and lockout procedures at least yearly.
Can anything be stored in an exit route?
No. Exit routes must be free and unobstructed, and no materials or equipment may be placed in them, even temporarily.
Where must safety data sheets be kept?
In the workplace, readily accessible to employees in their work areas during each shift.
Part of ReportDraft Safety
Safety and workplace management: every report and plan