What should you do if an inspection or audit fails?
The most important thing is not the word “non-compliant” itself, but the specific defect and the report’s conclusion. These factors determine whether the equipment can remain in operation, how quickly it must be repaired, and how you will subsequently prove that the problem has truly been resolved.
| Quick answer: The notation “failed inspection” alone does not determine whether the equipment must be taken out of service immediately. The decisive factors are the description of the defect, the final assessment, and the requirements for the specific type of equipment. If the report indicates an immediate hazard, an inability to operate safely, or requires disconnection or shutdown, do not wait for the scheduled repair date; take safety measures immediately. |
In this article, we use the term “failed inspection” as a simplified designation. For designated technical equipment, the terminology and required procedure vary depending on the type of equipment. For fire extinguishers and fire safety equipment, the standard procedure involves conducting an operational inspection and documenting the results.
If you need to clarify some basic concepts, take a look at the articles first Who is responsible for inspections at the company?, What is the difference between a review, an inspection, an examination, and a test? or How Does the SÚIP Inspection Work? – This article builds on those.
First, find out what the message actually says
Don’t limit yourself to the last sentence or the error marked in red. To proceed, you need to find and link the following five pieces of information in the report:
1. The exact identification of the device affected by the defect.
2. Description of the problem—what was found and where.
3. Final assessment of the safety or operational readiness of the equipment.
4. The deadline for correcting the defect, if specified or proposed in the report.
5. Required action—such as a repair, operational restriction, disconnection, or shutdown.
| Note: The repair deadline itself does not automatically mean that the equipment can remain in operation until that date. If the conclusion is unclear, request a written explanation from the report’s author. Do not determine the severity of the defect based solely on your own estimate. |
Can the equipment remain in operation?
The next steps are not determined by the number of defects, but by their impact on the safety and functionality of the equipment. A single serious defect may warrant immediate action, while several other defects may be corrected within a specified time frame under certain conditions.
| What the report indicates | What to Do |
| A condition that poses an immediate threat to safety, a failure to meet safety requirements, or a requirement to disconnect or shut down. | Take appropriate safety measures immediately. Depending on the equipment, this may involve disconnecting it, shutting it down, securing it against use, or restricting its operation. |
| A deadline has been set for rectifying the defect, and the conclusion does not indicate that a shutdown is necessary. | Record the defect, assign a person in charge, arrange for professional repairs, and monitor the deadline. |
| The report is unclear, does not contain a clear conclusion, or contains contradictory information. | Ask the person who prepared the report to explain the next steps and the required actions in writing. |
| The fire protection system is unable to function properly. | Immediately arrange for repairs and professionally determine temporary measures to ensure fire safety. |
Special Rule for Dedicated Electrical Equipment
For dedicated electrical equipment in which a condition posing an immediate threat to workplace safety or operational safety is identified, Section 7(8) of Government Regulation No. 190/2022 Coll. requires that it be immediately disconnected from the power source and secured against unintended reconnection. If disconnection is not possible, repairs must be carried out without undue delay.
What to Do After Receiving a Message
| Role | Liability in Practice |
| Operator | They will ensure that the equipment is not used in a hazardous condition, designate a responsible person, arrange for corrective action, and retain the relevant documentation. |
| Inspection Technician / Inspector | The report will describe the observed conditions and defects within the scope of its activities. In cases where something is unclear, it will explain what the report’s conclusion means for future operations. |
| Repair person or company | He will perform the repair within the scope of his authorization and professional qualifications and issue a valid repair report. |
| Person Conducting the Follow-Up Verification | They will verify that the defect has been corrected, if required by the type of equipment, the scope of the work, the documentation, or applicable regulations. |
The repair alone is not enough
A defect is not considered administratively closed simply because an invoice has been received. The operator should be able to link the original finding to the specific repair and any subsequent verification. During an audit, the operator does not simply explain that “something was repaired,” but documents the entire process.
For each defect, record at least the following:
• the number or exact description of the defect from the original report,
• device identification and location of the fault,
• immediate or alternative measures taken,
• date and description of the repair performed,
• the person or company that carried out the operation,
• the result of the subsequent verification, if necessary,
• the date the issue was resolved and the person who verified the resolution.
What Should a Valid Repair Receipt Include?
The invoice itself often serves primarily as proof of work performed. To prove that a repair was carried out, a service or installation report is appropriate; this document must clearly identify the equipment, describe the work performed, state the date, and identify the person or company that performed the repair. For HVAC systems, the work must be performed within the scope of the appropriate authorization and professional qualifications.
Defect Report Template
| Defect | Immediate Measures | Correction | Verification | Status |
| No. 3 – R1 control panel, detailed description as per the report | Taken out of service and marked on August 18. | Repaired by a specialized company on August 19; service order no. … | Verified on August 20, document no. … | Closed on August 20 by the person in charge |
When Is a New Verification Required After a Repair?
Not every repair automatically requires a new inspection of the entire device, but not every malfunction can be resolved with just a service report. The need for a subsequent inspection, test, check, or other verification depends primarily on:
• the type of device and the applicable legal framework,
• the nature of the original defect,
• the extent of the intervention,
• the request stated in the original report,
• accompanying or project documentation and the manufacturer’s requirements.
If it is not clear from the report or repair documentation what type of verification is required, resolve this with the inspection technician or the person who will subsequently verify the results before ordering the repair. This will prevent a situation where the repair is complete but the documentation or measurements needed to finalize it are missing.
What’s Different About Fire Safety
Fire extinguishers, fire water supply systems, fire shutoff valves, and other fire safety equipment are not subject to the same uniform regulations as technical equipment. The outcome of the operational readiness inspection is a report which, pursuant to Decree No. 246/2001 Coll., contains the inspection results, any defects identified—including the method and deadline for their correction—and a statement regarding the operational readiness of the equipment.
If a fire protection device or equipment is unable to function properly, it is not enough to simply schedule service and wait. It is necessary to conduct a professional assessment of the impact on the building’s fire safety and establish temporary measures until the repair is completed.
Depending on the specific situation, these may include, for example:
• increased supervision or regular fire safety inspections,
• temporary restriction of operations in the affected part of the building,
• stocking up on appropriate firefighting equipment,
• other organizational or technical measures appropriate to the type of non-functional equipment and the fire hazard.
| Important: Alternative measures are not one-size-fits-all. They must be tailored to the specific equipment, facility, and operations, and should be documented in writing and traceable. It is not simply a matter of noting “service scheduled.” |
The Most Common Mistakes Made by Operators
• The report will be filed, but no one will be held accountable for the individual defects.
• The repair date is mistakenly considered to be automatic authorization for continued operation.
• The repair is ordered without first clarifying how the results will be documented and verified.
• The invoice is considered the sole and sufficient proof that the defect has been corrected.
• The original defect, the repair receipt, and the subsequent verification are not linked to one another.
• No alternative measures have been established or documented for the inoperative fire protection system.
Timeline: The Process from Report to Resolution of the Issue
| When | What Needs to Be Done |
| Immediately after receiving the message | Assign defects to specific equipment, evaluate the report’s conclusions, identify the person responsible, and take the necessary safety or corrective measures. |
| Before Scheduling a Repair | Verify that the person performing the repair meets the required qualifications and clarify what documentation and any subsequent verification will be needed. |
| After the repair | Verify that the document describes the specific defect that was corrected and identifies both the equipment and the corrective action taken. |
| Before resuming operations | Ensure that an inspection, test, check, or other verification is performed, if required in the given situation. |
| Upon closing | Link the original report, the correction, and the verification result; record the date and the person responsible. |
FAQ
Can a piece of equipment remain in operation after failing an inspection?
Sometimes yes, sometimes no. It depends on the specific defect, the report’s conclusion, and the requirements for that type of equipment. Neither the repair deadline nor the number of defects is a reliable indicator.
Who decides on the next steps?
The operator is responsible for ensuring safe operation and must base their decisions on technical findings and requirements pertaining to the equipment. If the report’s conclusion is unclear, the operator should not determine the severity on their own but should request a written technical explanation.
Is an invoice sufficient after the repair?
Not always. An invoice serves as proof of payment, but it may not provide a detailed description of the equipment, the malfunction, or the work performed. A specific service or installation document is appropriate, and in some cases, a subsequent inspection, test, or check is also required.
Does the same company have to perform both the repair and the subsequent inspection?
Generally speaking, it is not necessary. What matters is having the required authorization, professional competence, and the exchange of sufficient documentation between the person performing the repair and the person verifying it.
When is a defect truly resolved?
When it is possible to document what was found, what measures were taken, who corrected the defect and how, and how the result was verified, if the situation required it.
How INTECHI Handles It
Are you dealing with a failed inspection or audit and don’t know what to do next? We’ll go over it with you, explain what it means for your operations, and suggest next steps—whether it involves electrical systems, gas, pressure equipment, or fire protection. After the issue is resolved, we’ll also arrange for a follow-up inspection or check; you’ll then find this and all other documentation clearly organized in our client area at service.intechi.cz.
