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Site Inspection Checklists + Near Miss / Incident Forms

Free construction site inspection checklists, near miss report forms, and incident investigation templates. Build an audit-ready safety record.

Overview

Regular inspections identify hazards before they cause harm. Combined with robust near miss and incident reporting, inspections form the backbone of a proactive safety management system. These templates help you establish consistent inspection routines and capture incidents properly.

5 free templates — download below

Key Takeaways

  • Establish regular inspection routines
  • Act on findings and track to closure
  • Encourage near miss reporting
  • Investigate incidents thoroughly
  • Know your RIDDOR reporting obligations

Why Regular Inspections Matter

Conditions on construction sites change daily. Regular inspections catch deteriorating conditions, identify non-compliance, and demonstrate active safety management to clients and enforcement agencies.

  • Identify hazards before they cause incidents
  • Monitor compliance with RAMS and site rules
  • Track resolution of identified issues
  • Demonstrate due diligence to regulators
  • Build a record of safety performance

Inspection Frequency Guidance

Different elements require different inspection frequencies. Some inspections are statutory requirements (scaffolding every 7 days), others are best practice.

  • General site conditions: Weekly minimum
  • Scaffolding: Every 7 days and after adverse weather
  • Excavations: Daily when work is ongoing
  • Lifting equipment: Before each shift/use
  • Welfare facilities: Daily check
  • Fire precautions: Weekly

Download Templates

Weekly Site Inspection Checklist

Comprehensive weekly inspection checklist covering all common construction site hazards.

PDF

Scaffold Inspection Register

Scaffold inspection register compliant with statutory 7-day inspection requirements.

Excel

Near Miss Report Form

Simple near miss reporting form to encourage capture of all unplanned events.

PDF

Incident Report Form

Comprehensive incident report form for injuries, property damage, and dangerous occurrences.

PDF

Incident Investigation Template

Root cause analysis template for thorough incident investigation.

Word

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Near Miss Reporting

For every serious injury, there are hundreds of near misses. Capturing and acting on near misses prevents future incidents. Create a culture where reporting near misses is encouraged, not punished.

  • Near miss: Unplanned event that could have caused harm
  • Report immediately while details are fresh
  • Investigate root causes, not just blame
  • Share lessons learned across the team
  • Track trends to identify systemic issues

Incident Investigation

When incidents occur, thorough investigation helps prevent recurrence. Focus on root causes and system failures, not just individual mistakes.

  • Secure the scene and provide first aid
  • Gather evidence (photos, statements) quickly
  • Identify what happened and why
  • Determine root causes, not just immediate causes
  • Implement corrective actions and verify effectiveness
  • Report to RIDDOR if applicable

RIDDOR Reporting Requirements

Certain incidents must be reported to HSE under RIDDOR. Know the reporting thresholds and timescales to ensure compliance.

  • Deaths and specified injuries: Report immediately
  • Over-7-day injuries: Report within 15 days
  • Occupational diseases: Report when diagnosed
  • Dangerous occurrences: Report immediately
  • Report online at HSE website
See the softwareIncident Reporting Software

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Site Inspection Checklists + Near Miss / Incident Forms FAQ

Stop work in the affected area immediately if there's imminent danger. Implement temporary controls, notify relevant personnel, and don't allow work to resume until the hazard is properly controlled. Document everything.
No. Near misses are reported internally, not to HSE. However, "dangerous occurrences" (specific events listed in RIDDOR, like scaffold collapse or crane failure) must be reported to HSE even if no injury occurred.
Keep inspection records for at least 3 years. Scaffold inspection records should be kept until the scaffold is dismantled. For legal protection, many organisations keep records for 6+ years (limitation period for civil claims).
The Principal Contractor is responsible for ensuring inspections are carried out. In practice, site managers, supervisors, or dedicated safety officers conduct inspections. Specialist inspections (scaffolding, lifting equipment) may require competent persons with specific training.

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