Equipment Inspection Form

Prepare equipment for business reopening with an equipment inspection form

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Published November 29th, 2020

What Is An Equipment Inspection Form?

An equipment inspection form is an important checklist used to assess the condition of equipment, usually after a risk assessment has been conducted. If the risk assessment has identified a significant risk from the use of the equipment, it is necessary to first accomplish an equipment inspection form before further use.

When Do I Need An Equipment Inspection Form?

The Health and Safety Executive and Regulation 6 of the Provision and Use of Work Equipment Regulations states that equipment should be inspected:

  • after installation;
  • after assembly at a new site;
  • after major modifications;
  • after serious damage;
  • after change in nature of use; and
  • at suitable intervals.

Why Use An Equipment Inspection Form? 

Not using an equipment inspection form wastes time, money, and resources. Thinking of what to do and how to do it each time equipment has to be inspected is ineffective. An equipment inspection form speeds up the inspection process by providing a checklist of inspection items so they aren’t missed. Missing an item during an equipment inspection has serious consequences and can lead to injuries that may require expensive medical rehabilitation. Equipment may have to be replaced due to not immediately addressing defective or deteriorating parts. Even if no accidents occur and equipment can still be used, a missed item can result in lower employee productivity and decreased operational efficiency. 

All of this can be avoided by using an equipment inspection form so that all items are checked. Equipment inspection forms should be tailored to the business need or the current situation to ensure accuracy. More than flagging issues, it should also provide comments or appropriate corrective action to help resolve issues and prevent them from happening again.

How Can I Use An Equipment Inspection Form?

Each company has their own set of equipment that needs upkeep every now and then. Whether one is a chef, a salesperson, or a business owner, it’s vital that equipment is kept at its best condition through regular equipment inspections. Keeping equipment in tiptop shape allows you to also perform at your best. Below are the common use cases of equipment inspections forms.

Kitchen Equipment Inspection: For Chefs

Cleanliness is a must in the kitchen. Aside from washing hands, kitchen equipment should also be kept clean. Inspect hidden areas such as the back of the refrigerator and the inside of the oven to ensure that there’s no dust, grime, or dirt buildup. Of course, all kitchen equipment should be in good working condition. One of the most irritating things that can happen in a restaurant is equipment not working when it needs to. Avoid these unnecessary mishaps by testing kitchen equipment before they are used. This way one can rest easy knowing that the kitchen equipment won’t fail when that big order comes in.

Safety is also a major concern in any kitchen. As such, there are other things to inspect aside from kitchen equipment. First, inspect the smoke sensor and fire alarm system. One should have a ready-to-use fire extinguisher (and know how to use it) near all common work areas. If one has any heavy equipment like meat processors or food slicers, ensure that there are proper safeguards against injury. Also check if kitchen equipment has been assembled correctly. If there are any doubts regarding the safety of equipment, please refrain from using it until after an equipment inspection.

Retail Equipment Inspection: For Salespeople

There’s nothing a customer hates more than having to wait. To create a seamless shopping experience, regularly inspect of sales tools before opening. Check if payment systems are online so that when a customer comes in with a credit card, there won’t be any issues with payment. Physical shopping carts should also be inspected. Though it might not seem like a big issue, customers pay attention to small details such as how easy (or hard) it is to push a shopping cart. A shopping cart with a missing wheel doesn’t look good for business.

Security should also be a main concern for retailers. Important anti-theft tools like the security tags attached to merchandise shouldn’t be overlooked. While it goes without saying that one has to protect customers by following sanitation guidelines, you should also protect the store from shoplifting. During retail equipment inspection, test the security system and take note of any lags or other issues.

Equipment Inspection: For Entrepreneurs

Employees are the heart of a business. That’s why it’s one’s job as a business owner to give them the best business tools to work with. As much as possible, provide employees with functional and up-to-date equipment. No matter how hardworking or talented they are, they won’t succeed if they aren’t given the right tools. 

It is also one’s responsibility as an employer to ensure a safe work environment. To keep employees happy and safe, provide them with an easy-to-use equipment inspection form. This way, employees are empowered to help themselves (and the business).

Why an Equipment Inspection Form Should Be Digital

In this day and age, using paper checklists on clipboards is an unnecessary hassle and expense. Especially with the current emphasis on safety regulations, having a stack of pages to go through when conducting an equipment inspection is a major headache. With a digital equipment inspection form, it’s possible to sync all completed inspections and quickly assign a new one to someone else. No need to go to the other side of the room (or building) to hand over an equipment inspection form; just tap and hit send. 

iAuditor Equipment Inspection Form 

With iAuditor by SafetyCulture, you can make a template in minutes or download our free customizable industry-specific templates. Still stuck on paper? With the iAuditor mobile app, you can convert your paper equipment inspection forms by simply taking a picture. 

Take things a step further by using iAuditor to conduct your equipment inspection using your mobile device. You can also check out iAuditor on the web to see all of the features, including analytics and modifying template usage permissions. We have prepared equipment inspection form templates below to get you started!


Zarina Gonzalez

SafetyCulture staff writer

Zarina is a Content Specialist for SafetyCulture. She is a Creative Writing graduate who enjoys discovering new ways for businesses to improve their safety, quality, and operations. She is working towards helping companies become more efficient and better equipped to thrive through change.