Free template
Equipment inspection act: blank and filled sample
The equipment inspection act — three formats and a filled sample, downloaded right away without signing up. Suits intake for repair, handover, return from rental and scheduled inspections.
No sign-up. A4, Times New Roman. No personal data in the files — just blank fields.
The blank files themselves are in Russian: this is the form accepted in Russia. This page and the instructions are in English.
Filled sample
This is what the completed document looks like. The data is fictional.
АКТ ОСМОТРА ТЕХНИКИ № ________ от «___» ____________ 20___ г.
Общие сведения
| Место осмотра | Карьер «Северный», участок 3 |
| Заказчик | ООО «Карьер-Пример» |
| Исполнитель | ООО «Сервис-Пример» |
| Цель осмотра | Приёмка в ремонт |
Техника
| Наименование | Экскаватор гусеничный |
| Марка, модель | Komatsu PC300-8 |
| Заводской номер (VIN, шасси) | KMTPC012A51065123 |
| Инвентарный / госномер | ИНВ-017 |
| Наработка, м/ч или пробег | 12 480 м/ч |
Результаты осмотра
| № | Узел / группа | Состояние, замечание | Фото № |
|---|---|---|---|
| 1 | Гидроцилиндр стрелы | Течь по штоку, масло на корпусе и крышке | 1–3 |
| 2 | Ходовая часть | Износ в пределах нормы | 4 |
| 3 | Кабина и остекление | Без повреждений | 5 |
| 4 | Двигатель | Запуск штатный, посторонних шумов нет |
Заключение
Машина принята в ремонт. Требуется дефектовка гидроцилиндра стрелы. Остальные узлы замечаний не имеют.
Осмотр провёл:
//
должностьподписьФамилия И. О.
Представитель заказчика:
//
должностьподписьФамилия И. О.
What this document is
The inspection act records the condition of the equipment at a particular moment: what the machine was like when it was taken in, handed over or returned. It is not a calculation and not a list of work — it is the starting point that the defect report, the work order and any damage claim refer to. There is no unified mandatory form: the organisation approves its own, with the details required of a primary accounting document.
When it is drawn up
- Intake of the machine for repair — so there is no argument about how it arrived.
- Handover and return of rented equipment — damage is recorded by both sides.
- Scheduled inspection under the maintenance schedule — noting what was checked and what was not.
- Inspection after an incident — before stripping and before repair starts.
How to fill it in
- Enter the number, date and place of inspection — the address of the site, area or depot.
- Identify the equipment so it cannot be confused — model, serial number, inventory or plate number, hours.
- Go through the units in order and write the condition against each — including the sound ones, because an empty line reads as "not checked".
- Take photos and put their numbers into the lines; a description without photos weighs little in a dispute.
- Write the conclusion in one or two sentences and have both sides sign on the spot.
Common mistakes
- No serial number or hours — the act cannot be tied to a specific machine.
- Only damage recorded — it is unclear whether the rest was inspected.
- The customer's signature "later" — a week on, the act is already disputed.
- Photos kept separately in a messenger, not linked to the lines.
Questions and answers
Is there a mandatory form for an equipment inspection act?
No. Since 2013 the head of the organisation decides the forms of primary documents (part 4 of Article 9 of Federal Law No. 402-FZ on accounting). This blank can be taken as a basis and approved as your own.
How is the inspection act different from a defect report?
The inspection act describes the condition of the machine; the defect report describes what exactly is faulty and what the repair needs — unit, defect, recommendation, parts. Usually inspection first, then the defect report.
Are photos required?
The law does not require them, but without photos the act proves almost nothing in a dispute about damage. The blank has a separate column for photo numbers.
Documents in order
- Equipment intake act
- Equipment inspection act
- Defect report
- Repair cost calculator
- Work order
- Completion act
Related articles
The same document on the phone, with photos and signatures
In DefAct equipment inspection act is filled on site offline: the same fields, photos and signatures inside the document, and the PDF goes to the customer for approval by link. 30 days free.