Gain valuable insights writing reports that your client team will actually read
An inspection report is more than just a record of what you saw — it’s a decision-making tool for your client.
But here’s the reality: in oil and gas, many reports are skimmed, misunderstood, or ignored entirely because they’re too long, too technical, or just unclear.
If you want your reports to be read, understood, and acted upon, you need to think less like an inspector and more like a communicator. Here’s how...
Why it matters: Many clients, especially project managers and procurement teams, don’t have the time to read 40 pages before deciding what to do.
How to do it: Provide a one-page overview at the start of your report, summarising:
-Scope of the inspection
-Key findings
-Critical actions required
This ensures even the busiest client gets the essentials.
Why it matters: Jumping between unrelated findings forces readers to mentally “rewind” to follow your reasoning.
How to do it: Group related issues together — by location, equipment type, or inspection stage. Use numbered headings so the report is easy to navigate.
Why it matters: Technical jargon might be second nature to you, but for some clients, it’s a barrier to action.
How to do it:
- Use plain English wherever possible
- Provide short explanations for specialist terms
- Include photos, diagrams, or annotated images to make findings visual
Why it matters: “Replace as necessary” is vague — and risks inaction.
How to do it: Clearly state what should be done, by when, and by whom. Example: “Replace the corroded valve on Line B before 15 September to prevent leakage during pressure testing.”
Why it matters: If every report looks different, clients waste time figuring out your format before they even start reading.
How to do it: Standardise your templates, terminology, and section order. Tools like RightReport do this automatically, so every client sees the same structure every time.
In a high-risk industry, unread reports aren’t just a nuisance — they’re a safety risk. A well-structured, easy-to-read report increases the chances that issues are acted on promptly, preventing costly delays or incidents.
The Shortcut to Readable, Actionable Reports
RightReport is built to help inspectors deliver client-friendly reports without extra work:
- Pre-formatted, industry-approved templates
- Built-in grammar correction and plain language suggestions
- Instant media placement so visuals appear exactly where they belong
By combining your expertise with a tool that handles the admin, you can focus on delivering the information your clients need — in a format they’ll actually read.
Bottom line: In inspection reporting, clarity is currency. Write with your client in mind, and you’ll not only improve safety and compliance — you’ll also build a reputation that wins repeat work.
RightReport - made by inspectors for inspectors.
.svg)
