Equipment Damage Report Template
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100% fully editable Equipment Failure Form
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What is an Equipment Damage Report?
An Equipment Damage Report is a form that is used to document any type of damage or loss sustained by machinery, equipment and tools. The report would usually include details on the incident, information on the damaged equipment, risk assessments, and recommendations made by the site personnel. This report allows site engineers and technicians to formally record these important details about the incident into a compact, easy-to-digest format and pass on the information to project management or risk assessment teams for their review and further action.
As accidents cannot be entirely avoided in any kind of workplace setting, this is highly relevant to the construction, manufacturing, property management, and even insurance and risk engineering industries. A lot of the time, it is also used as the basis for the improvement of several operational procedures, such as maintenance schedules, equipment repair and replacement schedules, occupational safety training and improvements, etc.
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How to write a report on damaged equipment?
Writing a proper equipment damage report is an essential step in risk management and mitigation. Details about the loss incident must be presented in a concise format, all while not compromising the quality, accuracy and completeness of the information. This allows the risk assessment & project management teams to make informed decisions to address the incident in a timely manner and improve workplace safety.
While there are no standard formats required when writing an equipment failure report, it is important to make sure that the report is clear, factual and thorough. If you’re looking to write up a good report, make sure to include the following information:
- Title of the Report - A clear name of the report, identifying the damaged equipment for easy filing and future tracking
- General Information - Date & Time and Location of the incident, etc.
- Description of the equipment - Equipment name, model, & specification
- Description of the incident - Brief narration of events before, during, and after the incident
- Description of the damage - Visible descriptors and extent of the damage
- Actions Taken - Immediate measures taken to mitigate risks
- Recommendations - Does the equipment need to be repaired or replaced? Any other necessary steps?
- Sign off - Signature of appropriate personnel/s
How will you report damaged or faulty equipment?
The process of reporting incidents of damaged or faulty equipment, while important, varies from company to company. Depending on the specific industry your company is in and/or the specific safety requirements of your region, individual steps in this process may be implemented differently. However, there are some universal guidelines you should consider when issuing a report.
First, make sure to report any incidents to your supervisors and/or to any other appropriate personnel as soon as possible. The prompt communication of these incidents make sure that the said personnel are aware of the incident and that decisions can be made to prevent further risks, especially in urgent cases and emergencies. Depending on the severity of the damage, you may also need to call in local emergency respondents to help address the situation.
Next, once you, your team, and company property are no longer exposed to further risk of damage or loss, you may proceed with your company’s standard reporting procedures, which will include the filing of the damaged equipment form. Make sure your report is clear, concise, and includes relevant photos of the damaged equipment. You may also need to use the proper channels in your organization’s reporting system (i.e. maintenance logs, online portals, emails, other paper forms, etc.).
Once you have complied with your organization’s reporting procedures, you will also need to follow-up on your report to make sure it has been acknowledged. Check in with your supervisors on the status of any urgent decisions, if any. You will want to hear back from them, especially if the damaged equipment is critical to the completion of your work or if it presents any workplace hazards for you or your team.
Why Use an Equipment Damage Report?
An Equipment Damage Report serves as a formal log of any accidents and other unforeseen damages sustained by the machinery and equipment at your project site. In line with this, serve as the catalyst for any investigations, risk assessment, and workplace improvement that your project management team may implement. They also serve an additional purpose of being a medium of transparency in the event of an incident of loss, not only for the construction management team, but also for the site engineer or technician reporting the loss.
No matter how well your team follows safety procedures on site, sometimes accidents and unforeseen damages are unavoidable. The best construction and project management firms have long accepted this fact, and have chosen to adapt their best practices in order to mitigate this risk and the losses that arise from these incidents. One of these practices is utilizing an Equipment Damage Report to document these incidents.
Frequently Asked Questions
Why is this the best Equipment Damage Report template?
Sitemate’s Equipment Damage Report template comes with complete set of data entry fields for all the necessary information you will need to create a holistic report. Tailored for the ease of use for any type of worker, it helps teams and safety personnel create quality reports. All absolutely free!
Is this template compliant with any relevant safety standards set by OSHA or EPA?
Yes – by requiring your team to input the immediate actions taken, teams perform the necessary steps (such as de-energizing any electricity related equipment) to ensure equipment are compliant with the relevant safety standards. You can flexibly structure your reports to be complliant with regulations and standards like OSHA, ISO, CDM Regulations, or others depending on your region.
Can I edit the equipment failure report template content?
Yes – by editting the template is easy and simple. Using Dashpivot’s intuitive drag-and-drop template builder, you can capture other data, place your company’s logo in the header, or even reconfigure the entire template to tailor-fit your company’s specific needs.
Where can I access this report template?
This report template can be acessed across all devices. This means that you will be able to take a report template you editted on your desktop or laptop and fill-out the form on your mobile phone at the project site via the Dashpivot app. Once you complete your report, you will also be able to export it as PDF or CSV.
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This report was generated with Dashpivot software
Go digital - make your equipment damage reporting process more efficient with Dashpivot:
- Access, edit and complete your equipment damage report from any device - mobile, tablet or computer.
- Print, download or send your equipment damage report as perfectly formatted PDF documents with your company logo.
- Store your reports securely online, where they can be searched and found in seconds
- Invite internal and external parties to see, edit and sign off on reports online.
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