Record Inaccessible Inspection Areas
An inaccessible area is an information gap, not a clear result. Record where the limitation occurred, why it mattered and what needs to happen next so the client does not mistake an absence of findings for a completed inspection.
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Describe the boundary precisely
Identify the room, surface or component that could not be observed. Explain the practical limitation: locked access, stored contents, protection, ongoing work or a position outside the safe and authorised scope of the visit.
Use neutral wording. “Store room locked; interior not inspected” is clearer than “store satisfactory” or a general note that access was limited somewhere. If only part of a room was obscured, state which part rather than excluding or clearing the entire room.
Record enough detail to arrange a follow-up
- Area or component reference.
- Date and stage of the visit.
- Reason observation was not possible.
- Any limited observation that was actually made.
- Person asked to arrange access or provide information.
- Follow-up status, without inventing a confirmed appointment.
A photo of a locked door can help locate the area, but it does not reveal the condition behind it. Do not use an exterior image to imply that the interior was reviewed.
Example limitation notes
For a partly obscured surface: “Bedroom 2, wall behind freestanding wardrobe. Visible portions reviewed; area behind wardrobe not observed because contents were not moved during this visit.” For a locked area: “Level 1 store room unavailable. Coordinator asked to arrange a further visit; date pending.”
These examples explain the extent and next action. Avoid a generic disclaimer that conflicts with specific statements elsewhere in the report. The cover summary and individual item notes should describe the same scope.
Carry the limitation into later reports
Site Audit provides report comments and issue descriptions for recording scope. A dedicated observation can be useful when access itself needs follow-up, but label it as an access action rather than an established building defect. The app does not provide a separate automatic inspection-coverage register.
On return, record the new visit date, what became accessible and what was observed. Keep the earlier issued report as the record of the original limitation. If another inspector attends, pass the access question explicitly through the inspector handover checklist. Explain outstanding gaps to the client using the report handover guide.
Explain how an access limitation affects the scope and the conclusions the reader can draw.