Workplace Inspection Form
What is it, and what do you check?
What is a workplace inspection?
A workplace inspection is an assessment of safety, health, and work practices at a workplace. The goal is to identify unsafe situations, risks, and non-conformities in a timely manner and to take corrective action before an incident occurs.
The inspection is conducted using a workplace inspection form. This form allows you to document your observations at the workplace, the necessary actions, and who is responsible for follow-up.
What does a workplace inspection form include?
The content of a workplace inspection form varies depending on the organization, workplace, and type of work. Common topics include:
- The use and condition of personal protective equipment
- Working safely with machines, tools, and equipment
- Order, cleanliness, and clear walkways
- Hazardous situations and unsafe practices
- Compliance with work instructions and safety protocols
- Fire safety, emergency facilities, and escape routes
- Actions to address risks and nonconformities
A good form is tailored to the risks present within the organization and at the specific workplace.
How do you conduct a workplace inspection?
During a workplace inspection, you assess the situation on the work floor using the form. If you find a nonconformity, you document what the issue is, possibly with a photo and an explanation. You then determine what action is needed and who will follow up on it. By conducting inspections periodically and following up on actions, you gain insight into recurring risks and areas for improvement.
Workplace Inspection and 5S
A 5S inspection and a workplace inspection overlap, but they are not the same. 5S focuses on an organized, clean, and well-arranged workplace. Order and cleanliness can therefore be part of a workplace inspection.
A workplace inspection is broader in scope. It also examines safe behavior, personal protective equipment, machinery, tools, and other safety hazards.
View an example of a digital 5S inspection form in our template library.
Conducting Digital Workplace Inspections
With a digital workplace inspection form, you can record your findings directly on the job site—for example, using a tablet or phone. You can immediately add photos and comments to the inspection.
When a situation is not in order, a task can be automatically created and assigned. This ensures it’s clear which tasks are still pending, who is responsible, and whether the solution has been verified. The collected data also provides insight into recurring risks and trends.
Read the Scaves customer case study. They use LeanForms for workplace inspections and incident reports, among other things.
FAQ
Here are the questions we hear most often about workplace inspections, along with their answers.
A 5S inspection focuses on order, cleanliness, and standardization in the workplace. A workplace inspection is broader in scope and also assesses safety risks, behavior, personal protective equipment, and work procedures.
That varies by organization. Often, a manager or a QHSE or HSE staff member conducts the inspection. Employees may also conduct inspections if arrangements have been made within the organization to that effect.
The appropriate frequency depends on the nature of the work, the risks, and internal policies. In workplaces with higher risks or changing conditions, inspections are usually needed more frequently.
With a digital form, you can record your findings directly on-site. Actions can be automatically assigned and tracked. This helps you avoid losing information and gives you faster insight into pending actions and recurring risks.
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