Learn what information an inspection report must contain, which regulations require its creation, and how to document inspections in a legally compliant manner. Read now!
The most important points in brief
Are you tasked with creating an audit report and want to ensure it is legally compliant and complete? This guide will tell you:
- Which regulations (BetrSichV, DGUV Regulation 3, DIN VDE standards) actually require the creation of a test report?
- What information a test report must contain at a minimum to be considered valid proof.
- Who is authorized to create and sign an inspection report.
- How connectavo links test reports directly to your maintenance plan and checklists, instead of managing them as loose pieces of paper.
What is an inspection report?
An inspection report is the written or electronic documentation of the results of an inspection of a system, device, or piece of equipment. It records what was inspected, the results, and the measured values. It thus fulfills two purposes: it serves as proof that an inspection obligation has been met and simultaneously acts as a work instruction and guideline for the next recurring inspection.
Without proper documentation of the test results, it's nearly impossible to prove that a test was carried out afterward. A test report rarely stands alone. In practice, it's closely linked to a system's maintenance plan: The maintenance plan specifies when a test is due, and the test report then documents that it was performed and what the results were. There's also a close connection to our guide on maintenance checklists, as many test steps can be represented as checklists.
These regulations require an inspection report.
Employers must ensure that inspections of electrical installations, equipment, and machinery are documented in writing or electronically by a qualified electrician. The obligation to create an inspection report arises from several regulations and standards:
- Industrial Safety Ordinance (BetrSichV): generally regulates the inspection of installations and work equipment requiring monitoring.
- DGUV Regulation 3 “Electrical Systems and Equipment” (formerly Accident Prevention Regulation BGV A3): § 5 requires that electrical systems and equipment be inspected for proper condition before initial commissioning and at certain intervals.
- DGUV Information 203-071: specifies the recurring testing of portable electrical equipment.
- TRBS 1201: the technical rule for the German Ordinance on Industrial Safety and Health (BetrSichV), which defines minimum information for test reports.
- DIN VDE 0100-600, DIN VDE 0105-100 and DIN VDE 0701-0702: define the specific content for initial testing, periodic testing and testing of portable equipment, both during initial commissioning and afterwards.
These regulations primarily apply to electrical installations and equipment. However, the basic principle can be easily understood using the example of other installations requiring inspection, such as elevators, cranes, or fire extinguishers. Regular inspection is therefore not optional, but explicitly mandated by several sets of regulations. Compliance with these requirements not only provides legal protection, but also ensures operational safety. A properly maintained inspection record thus also contributes to quality assurance throughout the entire operation.
Request a demo!
This information belongs in a test report.
The individual standards differ in detail. Even though the requirements differ in detail, they overlap significantly in their basic requirements and specifications. Instead of rethinking what needs to be included each time, it is worthwhile to use standardized templates that automatically address these points. A complete test report typically contains:
- Name and address of client and contractor
- Object name or name of the tested system or equipment
- Type and scope of the test as well as the underlying test criteria (standard or regulation)
- Date of the examination, as well as the name and signature of the examiner
- measuring and testing equipment used
- applied testing methods
- Test results including relevant measured values
- identified defects or deviations from the relevant standards
- Evaluation of the test results and statement on continued operation
- Recommendations for repair or improvement, if necessary
- Recommended deadline until the next inspection
If any of this information is missing, the inspection report may not be sufficient to prove compliance with the inspection obligation in the event of a dispute or claim. Therefore, the proper archiving of this information is just as important as its complete recording itself.
Who is authorized to create an inspection report?
According to DGUV Regulation 3, inspections of electrical installations and equipment may only be carried out by a qualified electrician, or under their direction and supervision. A qualified electrician is a person who, based on their professional training, knowledge, and experience, as well as their familiarity with the relevant regulations, can assess the work assigned to them and recognize potential hazards.
For recurring inspections, electrically instructed persons (EIPs) may also perform the work, but only under the supervision of a qualified electrician and based on written work instructions. Qualified electricians who regularly carry out this work usually know the inspection steps by heart. This routine review protects against careless mistakes. The inspection report itself is prepared, evaluated, and signed by the qualified electrician before being handed over to the client. In many companies, the inspection report is not considered complete without a valid signature. These responsibilities should be clearly assigned in every company to ensure that inspection obligations are not fulfilled in vain.
Why loose test protocols become a risk in practice
In many companies, inspection reports exist as individual slips of paper, printed forms, or Excel files, scattered across various folders and responsible parties. Minor errors or deviations in the process, such as a missing date or signature, are often enough to render the report vulnerable in a critical situation. This leads to a well-known problem in practice: an inspection report may have been created, but when needed, it cannot be found or was never submitted to the client. If damage then occurs, proof that an inspection even took place is lacking, which can also be relevant for insurance coverage. Furthermore, the precise execution of the inspection is extremely difficult to reconstruct afterward.
For companies with multiple locations, this can quickly become confusing. Small filing errors can quickly add up to a significant risk. Centralized documentation is therefore also a form of quality assurance for your overall testing processes. Another problem: Without a central overview, companies can easily lose track of testing deadlines and dates. If a recurring test is missed, it's not only a compliance issue but also a safety risk, as defects in systems and equipment may not be detected in time.
Should the test report be printed or digital?
The advantages of digital documentation become most apparent in a direct comparison:
| criterion | Test report on paper/Excel | Digitale Dokumentation (z. B. connectavo) |
|---|---|---|
| Locability in case of damage | Depending on the filing system, often difficult to trace. | Centrally stored and accessible at any time |
| Link to maintenance plan | Manually, often separately managed | Automatically linked to the corresponding system |
| Keep an eye on inspection deadlines | Manual inspection required | Automatic reminder before due date |
| Completeness of information | Depending on the form and care taken | Fixed fields per test protocol, nothing is forgotten |
| Traceability for audits | Elaborate manual assembly | Directly analyzable and exportable |
With connectavo, you can store your test reports directly with the respective system, including test criteria, tester, results, and the recommended inspection interval for the next test, instead of manually filling out new templates each time. This not only increases convenience but also legal certainty in the event of damage. This ensures that the documentation remains complete and traceable, even with frequent staff changes or when tests are outsourced to different electrical specialists or service providers. You can find all the relevant features in our features overview.
The principle can be applied to other systems subject to inspection, such as the maintenance of fire extinguishers, for which similar documentation requirements apply.
Test reports stored centrally instead of on scattered slips of paper.
Frequently Asked Questions (FAQ)
An inspection report is the written or electronic documentation of an inspection carried out on a system, device, or piece of equipment. It serves as proof of compliance with inspection obligations and as a work instruction for the next recurring inspection.
In particular, the Industrial Safety Ordinance, the DGUV Regulation 3 and the associated DIN VDE standards (0100-600, 0105-100, 0701-0702) require written documentation of tests of electrical systems and equipment.
At least: client and contractor, inspected system, basis of inspection, date and inspector, testing equipment and procedures used, results and measured values, defects identified, assessment and the recommended deadline for the next inspection.
For electrical installations and equipment, a qualified electrician, or an electrically instructed person under their supervision and with written work instructions, must perform the inspection. The qualified electrician prepares, evaluates, and signs the inspection report.
There is no fixed deadline; it depends on the specific regulation and appendix. Generally, the decisive factor is that the inspection report is available at least until the next inspection and, if necessary, remains traceable even after that. For the specific retention period and archiving of your inspection reports, it is advisable to consult the applicable regulation or contact the relevant employers' liability insurance association.
Without an inspection report, there is no proof that a required inspection actually took place. In the event of damage, this can have consequences for insurance coverage and complicate the question of liability. Compliance with internal quality standards is also difficult to demonstrate under such circumstances.
A paper form is sufficient for individual inspections. However, as soon as multiple systems, inspection dates, and responsible parties are involved, digital documentation ensures better searchability, automatic reminders before due dates, standardized inspection processes, and seamless integration with the maintenance plan.