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Quarterly Facility Inspection Report Form Template

Streamline your inspection process with an easy-to-use template

Conducting facility inspections can be tedious and time-consuming without a structured approach. This Quarterly Facility Inspection Report Form Template helps property managers and facility supervisors create consistent, detailed reports that ensure compliance and safety. With this template, you can easily document findings, track necessary repairs, and improve overall facility maintenance processes while staying organized, precise, and aligned with industry standards. Experience increased efficiency and clarity in reporting-try the live template to see how it fits your needs.

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Facility name
Facility address
Area or department inspected
Inspection date
Inspection start time
Inspector full name
Inspector email
Inspector phone
Persons accompanying the inspection (if any)
Quarter of inspection
Q1 Jan-Mar
Q2 Apr-Jun
Q3 Jul-Sep
Q4 Oct-Dec
Walkways and aisles are clear of obstructions
Compliant
Partially compliant
Non-compliant
Not applicable
Floors are clean, dry, and in good condition
Compliant
Partially compliant
Non-compliant
Not applicable
Lighting is adequate and operational in work areas and corridors
Compliant
Partially compliant
Non-compliant
Not applicable
Stairs, ladders, and handrails are secure and maintained
Compliant
Partially compliant
Non-compliant
Not applicable
Emergency exits are marked, illuminated, and unobstructed
Compliant
Partially compliant
Non-compliant
Not applicable
Fire extinguishers are present, accessible, and inspection tags are current
Compliant
Partially compliant
Non-compliant
Not applicable
Fire alarm and detection systems are operational (test records current)
Compliant
Partially compliant
Non-compliant
Not applicable
Exit signs and emergency lighting function correctly
Compliant
Partially compliant
Non-compliant
Not applicable
Electrical panels are accessible and properly labeled
Compliant
Partially compliant
Non-compliant
Not applicable
Extension cords are used appropriately; no daisy-chaining or overloading
Compliant
Partially compliant
Non-compliant
Not applicable
Cords, plugs, and outlets are free of damage and defects
Compliant
Partially compliant
Non-compliant
Not applicable
Ground-fault protection is present where required (e.g., wet areas)
Compliant
Partially compliant
Non-compliant
Not applicable
Machine guards and safety interlocks are in place and functional
Compliant
Partially compliant
Non-compliant
Not applicable
Preventive maintenance is current and documented for equipment
Compliant
Partially compliant
Non-compliant
Not applicable
Lockout/tagout procedures are posted and followed during servicing
Compliant
Partially compliant
Non-compliant
Not applicable
Compressed gas cylinders are secured, capped, and stored correctly
Compliant
Partially compliant
Non-compliant
Not applicable
Chemical containers are labeled and Safety Data Sheets (SDS) are accessible
Compliant
Partially compliant
Non-compliant
Not applicable
Hazardous materials are stored properly (segregation, ventilation, containment)
Compliant
Partially compliant
Non-compliant
Not applicable
Spill response materials are available, stocked, and accessible
Compliant
Partially compliant
Non-compliant
Not applicable
Hazardous and universal waste containers are closed, labeled, and not overfilled
Compliant
Partially compliant
Non-compliant
Not applicable
Restrooms and break areas are clean and sanitary
Compliant
Partially compliant
Non-compliant
Not applicable
Handwashing facilities are accessible and stocked (soap, towels, sanitizer)
Compliant
Partially compliant
Non-compliant
Not applicable
First-aid kits are stocked and inspection logs are current
Compliant
Partially compliant
Non-compliant
Not applicable
Eyewash stations and/or safety showers are functional and tested (if applicable)
Compliant
Partially compliant
Non-compliant
Not applicable
Accessible routes, ramps, and signage are maintained and unobstructed
Compliant
Partially compliant
Non-compliant
Not applicable
Workstations are set up to reduce strain; manual handling risks are controlled
Compliant
Partially compliant
Non-compliant
Not applicable
Emergency evacuation routes and maps are posted and current
Compliant
Partially compliant
Non-compliant
Not applicable
Exterior walkways and parking areas are free of hazards and well-maintained
Compliant
Partially compliant
Non-compliant
Not applicable
Perimeter and entry doors are secure; locks function properly
Compliant
Partially compliant
Non-compliant
Not applicable
Exterior lighting is adequate and operational for entrances and parking areas
Compliant
Partially compliant
Non-compliant
Not applicable
Required permits, licenses, and safety postings are current and displayed
Compliant
Partially compliant
Non-compliant
Not applicable
Safety training records for relevant staff are current
Compliant
Partially compliant
Non-compliant
Not applicable
Safety meetings or toolbox talks were conducted this quarter
Yes
No
Incidents or near misses were recorded and investigated this quarter
Yes
No
Summary of observations and notes
List high-priority corrective actions (include location and reference items above)
Responsible person or team for corrective actions
Target completion date for corrective actions
Were any items identified that require immediate action?
Yes
No
Overall facility condition this quarter
Poor
Fair
Good
Very good
Excellent
How likely are corrective actions to be completed by the target dates?
0 Not at all likely
1
2
3
4
5 Extremely likely
I confirm that this report accurately reflects the conditions observed during the inspection
Strongly disagree
Disagree
Neither agree nor disagree
Agree
Strongly agree
Inspector signature (type full name)
Inspector signature date
Supervisor or manager full name
Supervisor comments (if any)
Supervisor signature (type full name)
Supervisor signature date
Supervisor approval status
Approved
Approved with comments
Not approved
{"name":"Facility name", "url":"https://www.quiz-maker.com/QPREVIEW","txt":"Facility name, Facility address, Area or department inspected","img":"https://www.quiz-maker.com/3012/images/ogquiz.png"}
Paper art illustration depicting a quarterly facility inspection report form for FormCreatorAI.

When to use this form

Use this template when you need a structured, quarter-by-quarter walkthrough of your site. It helps facility managers, EHS teams, and operations leads across offices, warehouses, campuses, and hotels. Use it to log hazards, assign fixes, and show compliance to stakeholders and regulators. Typical runs include checking exits and signage, testing alarms, reviewing HVAC and lighting, and documenting housekeeping. For specialized areas, pair it with the Electrical load calculation form for panel rooms, the Plumbing inspection checklist form for kitchens and restrooms, or the Swimming pool inspection form for aquatic spaces. You end each quarter with a clear, time-stamped record you can compare over time to prioritize repairs, budget maintenance, and prove due diligence.

Must Ask Quarterly Facility Inspection Report Questions

  1. Which areas did you inspect this quarter, and what were the findings for each?

    This verifies full coverage and prevents gaps in critical zones. It also makes trend analysis simple by mapping observations to specific locations.

  2. Are all life safety systems operational, including alarms, extinguishers, emergency lighting, and exits?

    Life safety status affects risk, insurance, and compliance. Capturing pass/fail with notes helps you prioritize urgent fixes before routine maintenance.

  3. Were any electrical risks observed, such as overheating equipment, damaged cords, or unsecured panels?

    Electrical issues escalate quickly and can shut down operations. Early documentation supports rapid isolation and repair planning.

  4. Did you identify plumbing leaks, blockages, or signs of water damage?

    Water issues create slip hazards, mold, and structural damage. Recording locations, severity, and photos speeds remediation.

  5. What corrective actions are required, who owns each task, and what are the due dates?

    Clear owners and deadlines turn findings into results and prevent repeat issues. If you need structured follow-up, log items in an Audit form to track status and evidence.

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