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Inspections












Guidelines : Inspections

Inspections

Guidelines

  • State your overall evaluation results briefly up front–“serious problems with…,” “minor problems only,” “adequate,” “inadequate and in need of immediate attention,” “adequate with the exception of.…”
  • Choose the most logical arrangement to present specific findings–by department, by most to least significant, by most to least expensive, by physical layout, or any other easy-to-follow arrangement. Don’t organize your letter or memo by chronological order of inspection.
  • Under each finding, insert your recommended action to correct or improve the item, area, or procedure. Then follow with specific details–usually how and why. Why did the problem or deficiency develop? How should we do the action and/or how should we prevent future problems? Last, under each separate section, mention any attachment you have included to make the action clearer.
  • Don’t vacillate between the “adequate” and the “inadequate.” This confusing mixture of details makes it difficult for the reader to keep score on how the situation really stands without marking a tally sheet as he/she reads.
  • Separate fact from opinion. Don’t make judgmental statements without identifying them as such. Acknowledge where others may disagree.
  • Don’t put a lengthy list of recommendations in a separate section from the findings and force the reader to go back and forth from page to page (finding to recommendation, back to finding, back to recommendation) to understand and do the recommended action. A separate “Findings” section is appropriate only when the findings are lengthy, complicated, or in need of detailed explanation.
  • In lengthy inspections, make sure headings are frequent and informative to allow multiple readers to skim and single out their area of interest and action.
  • When your correspondence is a lateral communication, use a deferential tone.

Example 1: Example of inspections letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Off-Site Storage Audit

Our present data-storage bin in the building on the corner of Brice and Hitton is inadequate for environmental control and security reasons. I recommend we terminate use of our present bin and secure space in the same building in an area that provides single-tenant control of access. The increased cost of this recommended space with improved environmental control and security will be $1,890 per year.

Our present storage space is a bin constructed of metal shelves with solid metal backs, bolted together to form a room (approximately 9’ x 16’ x 10’) with a cement floor, an iron-grating ceiling, and a wire door for access. This door is locked by supervisory building personnel during normal shift hours, 8:00 a.m. to 5:00 p.m. However, we have access to this area at all times of the day and night. Other tenants have access to our area during the normal shift times; it is possible for one tenant to remove another tenant’s material without the knowledge of building personnel.

The building, located three miles from our data center, lies within safe limits from hazards. Two sprinkler heads in our area allow access by the fire department. Dust migration, however, and other temperature controls are lacking when deliverymen leave overhead doors open for long periods of time. Although total security for our tapes would require a fire/heatproof safe, I do not think the expense is justified at this time.

Currently we are paying $150 rent per year. The charge for the recommended single-tenant space will be $170 per month, for an overall increase of $1,890.

Example 2: Sample of inspection report

Memorandum

TO:

FROM:

DATE:

SUBJECT: Audit of Lackland Operations

Our on-site audit team found the operation at Lackland to be efficient with only two exceptions: lack of informational signs and fire safety.

We submit the following recommendations for your consideration and ask you review and comment on them by April 10, 19–.

Recommendations for Signs

• Signs at all four entrances to the site (information to be included: plant name, address, emergency phone numbers, “no smoking” warning)
• Sign on Williamsburg Road cutoff (information to be included: plant name, address, directional arrow)

Recommendations for Fire Safety

• Study on adequacy of firewalls around the storage tanks
• Hydrotesting of fire extinguishers at five-year intervals
• Written procedures for fire drills and emergency evacuations (Sample procedures from the Oakland plant are attached as guidelines.)

This inspection team included A. B. Wall, P. T. Bailey, and T. H. Williams. Please direct questions to any one of them at ext. 6667.

Example 3: Inspection reports templates

Memorandum

TO:

FROM:

DATE:

SUBJECT: Residential Inspection at 2500 Morris

At your request, I inspected the house at 2500 Morris on January 8, 19–. Based on my limited visual inspection, I think the house needs immediate foundational and roofing repair before we can attempt to market it.

The foundation has experienced differential movement to a more-than-normal degree. The roof is nonserviceable on the north half of the garage. The basic structural framing, including load-bearing walls and vertical bracing, appears to be functional as intended with one exception: The front porch is in poor condition due to wood rot.

Deterioration of nonstructural materials requires repair but not immediately.

Flashing caps loose. Have Lenny Holloway make these repairs before the heavy rains cause further drainage problems.

Attic insulation missing. Recommend we add it after the house is sold.

Exterior paint cracked. Schedule painting job with Kemkoe Painters, Inc., at their earliest convenience. The house will not sell without a new paint job. I would suggest we keep the original color if it is at all possible to match it.

Example 4: Vehicle inspection report letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Vehicle Fleet Maintenance Inspection

The vehicle maintenance records audit and on-site visual inspection indicated all vehicles have been adequately maintained with quarterly fluid changes and/or checks, including motor oil, windshield wiper fluid, battery fluid (if applicable), and transmission fluid.

The following items were found to be inadequately maintained:

State Inspection Sticker
The state inspection stickers were all lapsed, due approximately 3 or 4 months prior to the inspection. The vehicles should be inspected immediately, as any lapse can result in a state fine of up to $100 per vehicle. The inspection will cost $11 per vehicle if taken to an inspector’s garage. However, you may be able to hire an inspector to come to our grounds and perform the appropriate checks.

Tire Inflation
On-site air pressure measurements indicated levels below 30 pounds in cars 7, 12, 16, and 22. All of these cars should have tire pressures of approximately 35 pounds. Proper air pressure will help prevent premature and uneven wear on the tire as well as increase gas mileage.

Exterior Cleanliness
The entire fleet should be washed at least every three weeks. This is essential since company logos appear on each car. The following is a list of car washes who contract fleet cleaning: Wash & Dry, Dad’s Helper, and Sparkling Cars. A bid should be requested from each.

This inspection was completed by Jay Hoosier and Andy Nave. Feel free to contact them at ext. 2211 if you have any questions.

Example 5: Inspection detail letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Restroom Inspection

A recent inspection of the 14 restrooms in this office building yielded poor results. Lack of cleanliness and adequate supplies were both areas of concern.

Lack of Cleanliness
Upon entry, a strong odor was present. This odor appeared to be from overflowing garbage containers, unflushable toilets, and mold/mildew ridden floors. A thorough bleach cleaning of the bathrooms, plumbing work on stopped-up toilets, and an emptying of garbage cans is necessary. Due to these bathrooms being in high traffic areas, two daily cleanings are recommended.

Lack of Supplies
Every bathroom was missing a spare toilet paper roll in each stall. In addition, paper towels for drying hands were missing. The feminine napkins dispensers should be removed if they are not regularly refilled, as they were reportedly not filled since February of last year.

Please tend to these matters immediately as improperly maintained bathrooms are often a breeding ground for infection. If you have any questions or would like recommendations concerning cleaning crews, please contact me at ext. 220.

Example 6: Inspection result letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Americans with Disabilities Act (ADA) Compliance Inspection

Recent inspection of our Main Street location indicated significant problems with access for people in wheelchairs. We expected such results as the building was built in the early 1950s. Problems noted were a lack of ramps for entry, lack of automatic door openers, and no elevators. Additionally, bathroom doors were determined to be too small for entry. Inadequate lavatory facilities were also indicated.

The cost of repairs for compliance far outweighs the worth of the building. We are searching for an alternate space. If you have any comments, please contact me or leave a message on my voice mail.

Example 7: Inspections letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Air Conditioning Unit Inspection

A recent inspection of our AC unit indicated the need for maintenance. Due to the age of the unit, special equipment must be ordered before the work can begin. This maintenance work will require shutting off the system for 48 hours. Unfortunately, the crews do not work on Sundays. Therefore, we will be forced to shut down the air conditioning at 5 p.m. on Friday. It will be turned on again 8 a.m. on Monday.

I regret the inconvenience this may cause many of you who come in on weekends.

Thank you for your patience.

Example 8: Example of Inspections

Memorandum

TO:

FROM:

DATE:

SUBJECT: Travel Expenses Audit

A detailed audit of expenses by traveling employees was recently ordered by top management in an effort to reduce unnecessary spending. The audit indicated that employees are often reimbursed for expenses such as meals, dry cleaning, and room service without presenting documentation of the charges. In fact, only 52 percent of the reimbursements could be verified with documentation.

The total amounts to be paid to the employees were often reached by summing up the handwritten notes added to the reimbursement statements.

Beginning Monday, August 18, documentation will be required for all reimbursement claims. This documentation should be in the form of receipts. You are asked to review our travel expenses policy to determine which expenses from your trip are acceptable for reimbursement.

Thank you for your cooperation.

Example 9: Budget Inspections samples letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Budget Inspection

Thank you for your recent submission of a complete budget for this fiscal year. Overall the plan was excellent, showing an elimination of wasteful spending on outdated projects and a gradual closing of two staff positions upon retirement of the current employees.

Only one small problem was noted. You projected the purchase of new computer monitors for the entire office and a color copier to be used between departments. However, in our recent meeting, we determined these purchases would not be made until the following fiscal year since equipment funding has not yet been approved.

Please make the appropriate corrections and resubmit the budget for approval. If you have any questions or concerns, please call me or come by my office.

Example 10: Inspections

Memorandum

TO:

FROM:

DATE:

SUBJECT: Parking Lot Inspection

A recent inspection of the parking lot revealed several safety problems.

Day inspection

The day inspection indicated the following problems:

· Two potholes, one on the southwest corner and one in the middle of Row B. Repair crews should be called in for an immediate repair. Meanwhile, the holes should be clearly marked by orange cones or other clearly visible barricades.

· Faded pedestrian crossings are not clearly visible and could be the cause of a serious accident. These crossings should be repainted in white so they can be easily seen both during the day and at night.

Night inspection

The night inspection revealed one problem—inadequate lighting. Several of our employees and clients are at the office past regular working hours. Therefore, it is essential the parking lot be illuminated to deter crime, as approximately five car break-ins were reported last year. The local utility company can provide you with the information you need to install more lighting fixtures.

I would greatly appreciate your prompt attention to this matter.

     

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