Overview #
An inspection finding records an observation made while physically examining an asset. A finding may confirm an acceptable condition, identify an advisory issue or document a defect requiring corrective action.
When an inspection identifies a problem, record it accurately and provide enough information for another person to understand:
- What was found
- Where it was found
- How serious it appears
- What evidence is available
- Whether the asset remains safe to use
- What immediate action was taken
- What follow-up may be required
A clear finding supports effective review, maintenance planning and accountability.
Important: Do not minimise, conceal or change a genuine defect to obtain a successful inspection result.
Finding versus defect #
A finding and a defect are related but have different meanings.
| Term | Meaning | Example |
|---|---|---|
| Finding | Any relevant observation recorded during an inspection | Minor paint damage observed on the left access panel |
| Defect | A condition that does not meet an expected requirement | Emergency stop does not operate |
| Failed checklist item | A checklist response showing that the requirement was not met | “Are all emergency controls operational?” marked Fail |
| Corrective action | Work or another response required to address the issue | Isolate the asset and repair the emergency-stop circuit |
| Observation | Information worth recording that may not require immediate correction | Early surface corrosion noted for monitoring |
A failed checklist item may produce a defect or finding, depending on the inspection design and your organisation’s process.
When should you record a finding? #
Record a finding when you observe:
- Damage
- Excessive wear
- Leakage
- Corrosion
- Loose or missing components
- Abnormal noise or vibration
- A safety device that does not operate
- An incorrect measurement
- A missing or unreadable label
- An unsuitable physical condition
- A checklist requirement that was not met
- Evidence of improper use
- A recurring problem
- A condition requiring monitoring
- An item that could not be inspected
- Another unusual or significant condition
Record advisory observations when they could help future inspections, maintenance decisions or operational monitoring.
Avoid creating unnecessary findings for conditions that are normal and already represented by a satisfactory checklist response.
Before recording a defect #
Before creating the finding:
- Confirm that you are inspecting the correct asset.
- Identify the relevant checklist question.
- Physically confirm the condition.
- Consider whether continuing the inspection is safe.
- Review any relevant acceptance criteria.
- Take required measurements.
- Determine whether immediate escalation is necessary.
- Gather evidence where safe and permitted.
Do not continue examining an unsafe asset merely to complete the checklist.
Record the checklist result #
When a checklist requirement is not met:
- Select Fail, Unsatisfactory, Defect Found or the corresponding response.
- Do not select Pass or Not Applicable.
- Complete any additional fields displayed.
- Add a clear description.
- Select a severity or priority where required.
- Attach supporting evidence.
- Record any immediate action taken.
- Save the finding.
Use the exact response options available in your AssetIQ environment.
Describe the finding clearly #
A useful defect description should explain:
- What: What is wrong?
- Where: Where on the asset is the issue?
- Extent: How large or serious does it appear?
- Evidence: What did you observe or measure?
- Impact: How might it affect use or safety?
- Action: What immediate action was taken?
Preferred description #
“Hydraulic oil leaking from the hose connection beside the rear-left stabiliser. A patch approximately 10 cm wide was present beneath the connection before operation. Asset isolated and site supervisor notified.”
Description to avoid #
“Hydraulic issue.”
The preferred description gives the reviewer enough information to understand the location, apparent extent and immediate response.
Use factual and objective language #
Record what you observed rather than making unsupported assumptions.
Use wording such as: #
- “A 30 mm crack is visible near the mounting bracket.”
- “The warning alarm did not sound during the functional check.”
- “Pressure reading was 65 PSI; checklist minimum is 80 PSI.”
- “The asset label is present but the QR code cannot be read.”
- “Oil was visible below the hose connection.”
- “The guard is missing from the rotating shaft.”
Avoid wording such as: #
- “Someone damaged it.”
- “Maintenance never fixes this.”
- “It will probably fail soon.”
- “The operator caused the problem.”
- “Everything looks bad.”
If the cause has not been confirmed, describe the condition without assigning blame.
Identify the location of the defect #
Specify where the problem was found.
Useful descriptions might include:
- Front-left tyre
- Rear-right stabiliser
- Upper boom section
- Operator-side access panel
- Battery compartment
- Main electrical cabinet
- Hydraulic hose beside pump number two
- Underside of the chassis near the rear axle
Avoid descriptions such as “on the machine” or “somewhere near the back.”
Where useful, include both a general photograph and a close-up of the affected area.
Select the finding type #
If AssetIQ provides finding categories, select the category that best represents the issue.
Available types may include:
- Safety
- Mechanical
- Electrical
- Hydraulic
- Structural
- Operational
- Cosmetic
- Documentation
- Labelling
- Compliance
- Measurement
- Unable to inspect
- Another configured category
The categories available depend on your organisation’s AssetIQ configuration.
Select the closest accurate type. Do not use a generic category if a suitable specific option is available.
Assess the severity #
If a severity field is available, select the level that reflects the potential impact and urgency of the finding.
Your organisation should define the criteria for each severity level. A typical approach may resemble the following:
| Example severity | General meaning | Typical response |
|---|---|---|
| Critical | Immediate and serious safety, environmental or operational risk | Stop use, isolate and escalate immediately |
| High | Significant defect requiring urgent attention | Restrict use and arrange priority corrective action |
| Medium | Defect requiring planned correction | Schedule action within the required timeframe |
| Low | Minor issue with limited immediate impact | Monitor or correct through routine work |
| Observation | Condition noted for awareness or future monitoring | Review and determine whether action is needed |
This table is general guidance only. Use your organisation’s approved severity definitions.
Important: Do not reduce a severity rating simply to avoid escalation or operational restrictions.
Consider the asset’s operational status #
A finding may affect whether the asset can continue to be used.
Depending on your authority and organisational procedures, the asset may be considered:
- Safe to continue using
- Safe to use with restrictions
- Requiring monitoring
- Requiring repair before the next use
- Unavailable pending assessment
- Unsafe or not fit for use
Do not change the asset’s official operational status unless you are authorised to do so.
If the asset should not be used, follow the applicable isolation, tagging and notification procedures immediately.
Recording a defect in AssetIQ does not physically prevent someone from using the asset.
Record immediate action taken #
Document any action taken when the issue was found.
Examples include:
- Asset operation stopped
- Asset isolated
- Warning tag attached
- Supervisor notified
- Maintenance team contacted
- Affected area secured
- Temporary control applied
- Asset use restricted
- Replacement equipment arranged
- No immediate action required
- Further assessment requested
Include relevant details such as who was notified and when, where required by your organisation.
Do not claim that an action was completed unless it actually occurred.
Attach photographs #
Photographs can help reviewers understand the condition and determine the required response.
When adding photographs:
- Capture the affected area clearly.
- Include a wider image showing its location on the asset.
- Add a close-up showing the detail.
- Use adequate lighting.
- Keep the image in focus.
- Include a reference scale where useful and safe.
- Check that the photograph is attached to the correct finding.
- Add a description if required.
Avoid uploading:
- Unclear or blurred images
- Duplicate photographs
- Unrelated images
- Images containing unnecessary personal information
- Images taken in breach of site rules
- Photographs captured in unsafe circumstances
Do not place yourself or others at risk to obtain photographic evidence.
Attach other supporting evidence #
Depending on the type of finding, useful evidence may include:
- Measurement readings
- Test results
- Videos, where supported and permitted
- Manufacturer information
- Technical documents
- Previous inspection results
- Maintenance records
- Photographs of instrument displays
- Serial or component labels
- Supporting certificates
Only attach information relevant to the finding.
Record an item that could not be inspected #
If a required item cannot be checked:
- Do not mark it as passed.
- Select Unable to Verify, Not Inspected or the corresponding response.
- Explain why it could not be inspected.
- Record what was attempted.
- Add evidence if relevant.
- Confirm whether another inspection is required.
- Notify the responsible person where necessary.
Example:
“Underside hydraulic connection could not be inspected because the equipment was operating and authorised isolation was unavailable. Follow-up inspection required before the next scheduled use.”
Do not use Not Applicable when the item applies but could not be accessed.
Record multiple defects #
If several separate defects are found, record them individually where AssetIQ allows.
Separate findings make it easier to:
- Assign different corrective actions
- Apply different severity levels
- Track each issue independently
- Attach relevant evidence
- Confirm when each issue is resolved
- Analyse recurring defects
For example, a damaged tyre and an inoperative warning alarm should normally be recorded as separate findings.
Do not combine unrelated problems into one vague description.
Record recurring defects #
If the same or a similar issue appeared in an earlier inspection:
- Record the current condition.
- Refer to the earlier finding if possible.
- Confirm whether previous corrective action was completed.
- Note whether the defect has worsened.
- Escalate the recurrence where required.
- Avoid closing the new finding solely because a previous record exists.
Recurring defects may indicate an ineffective repair, unsuitable maintenance interval, operating problem or broader equipment issue.
Record a corrected-on-site finding #
A defect may sometimes be corrected during the inspection, such as replacing a missing label or tightening an accessible non-safety-critical component.
Where this is permitted:
- Record the original condition.
- Document the corrective action.
- Identify who performed the correction.
- Record when it was completed.
- Recheck the item.
- Attach evidence where required.
- Record the final result accurately.
Do not omit the original finding simply because it was corrected immediately. The inspection history should show what was found and what action was taken.
Escalate critical findings #
For a critical or safety-related finding:
- Stop work if continuing is unsafe.
- Prevent further use of the asset where authorised.
- Follow the required isolation or tagging process.
- Notify the responsible supervisor or manager immediately.
- Contact the safety or maintenance team where required.
- Record the finding in AssetIQ when it is safe to do so.
- Attach evidence where appropriate.
- Confirm that responsibility for follow-up has been accepted.
- Do not return the asset to service without authorised approval.
Safety: Entering a finding in AssetIQ is not sufficient emergency action. Follow your organisation’s immediate notification and control procedures.
Save the finding #
After entering the required information:
- Review the checklist response.
- Check the finding category.
- Confirm the severity.
- Review the description.
- Confirm the location of the defect.
- Check attached evidence.
- Record immediate action.
- Select Save, Add Finding or the corresponding action.
- Confirm that the finding appears in the inspection.
Save your work before moving to another checklist section.
Review findings before submission #
Before submitting the inspection:
- Confirm every failed item has been recorded
- Review finding descriptions
- Check severity classifications
- Verify that photographs are attached to the correct finding
- Confirm measurements and units
- Review immediate actions
- Check that critical issues were escalated
- Confirm that separate defects were recorded individually
- Identify any finding requiring follow-up
- Correct inaccurate or incomplete information
Do not submit until the inspection record accurately reflects what was observed.
What happens after the finding is submitted? #
After submission, an authorised reviewer may:
- Review the finding and supporting evidence
- Confirm or adjust its classification
- Request more information
- Determine whether the asset can remain in use
- Assign corrective action
- Create a maintenance work order
- Request a repair
- Arrange another inspection
- Escalate the issue
- Accept an observation without further action
- Monitor the finding through to resolution
Submitting the inspection does not automatically mean that corrective action has been created or completed.
Finding versus corrective action #
The inspection finding records the observed problem. Corrective action records what must be done about it.
| Inspection finding | Corrective action |
|---|---|
| Describes what was observed | Describes what must be done |
| Recorded by the inspector | Assigned to a responsible person or team |
| Includes evidence and severity | Includes responsibility and due date |
| Represents the condition at inspection time | Tracks work through to completion |
| Does not itself repair the asset | Addresses or controls the defect |
See Create Follow-up Actions or Work Orders for the next stage.
Common issues #
The finding option is unavailable #
The checklist question may not support a separate finding, or your role may lack permission.
Select the appropriate failed response, add a detailed comment and contact the inspection creator or administrator.
The severity is unclear #
Follow your organisation’s approved severity criteria. If uncertain, do not deliberately select a lower severity. Contact the responsible supervisor or reviewer.
A photograph cannot be uploaded #
Check your connection, application permissions, file type and file size. Save the written finding and follow your organisation’s alternative evidence process.
The defect was entered against the wrong checklist item #
Correct it before submission if possible. If the inspection has been submitted, contact the reviewer or AssetIQ administrator.
The same defect appears more than once #
Confirm whether the records represent separate locations or components. Remove an accidental duplicate before submission if permitted, but retain genuinely separate findings.
The defect was corrected during the inspection #
Record the original condition, the action taken and the successful recheck. Do not simply record the original item as passed.
The asset is unsafe #
Stop use and follow the applicable safety, isolation and escalation procedures immediately. Do not rely solely on the AssetIQ record or notification process.
Recommended practices #
When recording findings and defects:
- Use factual and objective language
- Describe the exact location
- Include measurements where relevant
- Apply approved severity definitions
- Record immediate actions
- Attach clear and relevant evidence
- Separate unrelated defects
- Document corrected-on-site findings
- Escalate safety-critical issues immediately
- Never mark an unchecked or failed item as passed
- Avoid assigning blame without evidence
- Review all findings before submission
- Confirm that required follow-up is initiated
Next steps #
After recording and submitting the findings, continue with:
- Review and Approve Inspection Results
- Create Follow-up Actions or Work Orders
- View and Export Inspection Results
For related guidance, see:
