Write a Valve Inspection Report (With Sample Template)

Quick Answer — What Is a Valve Inspection Report & What Should It Include?

A valve inspection report is the formal record of what you checked, how you tested, and what you found during a vendor shop visit or FAT for valves. It is more than a test sheet — it combines:

• Header & project information (project, PO, vendor, date, inspector, ITP reference)
• Valve list and scope (tags, type, size, rating, body/trim, quantity)
• Reference documents & standards (PO/spec, datasheets, drawings, ITP, API/ISO valve test standards)
• Visual & dimensional inspection summary (what you checked, what was acceptable)
• Pressure, seat and functional testing summary (which tests, which criteria, results)
• Nonconformities & punch list items (clear descriptions, severity, links to NCRs)
• Attachments and signatures (test forms, certificates, photos, calibration records, signatures)

A good valve inspection report is factual, structured, and easy to read. It lets engineering, QA/QC, procurement and operations quickly see whether valves are acceptable, accepted with reservations, or rejected — and why.

 

1. What Is a Valve Inspection Report in Vendor QA/QC?

1.1 Where the Valve Inspection Report Fits in the Workflow

In vendor inspection for oil & gas and energy projects, a typical workflow looks like this:

Purchase order → ITP/QCP → shop visits and FAT → inspection reports and NCRs → final dossier and handover

The valve inspection report is usually produced after a shop visit or FAT focused on valves. It:

• documents what was inspected and tested,
• references the ITP items that were covered,
• records any nonconformities or punch list items, and
• feeds into the final vendor dossier and quality records.

If you’re new to the overall process, it helps to first understand the wider framework described in What Is Vendor Inspection? Roles & Responsibilities.

1.2 Valve Inspection Reports vs Test Certificates & Factory Forms

Many valve manufacturers already have their own inspection & test report forms. These internal forms typically record:

• valve identification (tag, serial, type, size, rating)
• which tests were performed (shell, seat, functional, etc.)
• pressures, durations, media, and pass/fail results

These factory forms are important, but they are not the whole story. A professional valve inspection report from a vendor inspector should:

• summarize all relevant checks (visual, dimensional, testing) in a single document,
• clearly state acceptance or rejection status for each valve or population,
• highlight nonconformities, punch items and NCR references,
• and point to attachments (factory test sheets, MTCs, PMI reports, calibration certs, photos).

Think of your valve inspection report as the front page of a small dossier: it tells the story, and the attachments provide the raw data.

For the overall reporting structure (how valve reports fit into IRs, NCRs and final dossiers), see Vendor Inspection Reporting: IR/NCR/Final Dossier.

 

2. Core Sections of a Professional Valve Inspection Report

You can adapt the structure to your company’s templates, but a solid valve inspection report normally includes the following sections.

2.1 Report Header & General Information

At the top of the report, capture:

• Project name and project number
• Purchase order (PO) / call-off / release number
• Vendor name and works location
• Date(s) of inspection and type of visit (in-process, FAT, pre-shipment)
• Inspector(s) name and organisation (vendor, client, third-party)
• ITP number and revision for the visit
• Any relevant quality plan or technical attachment references

The header makes clear which visit this report belongs to, which ITP items were targeted, and who is responsible for the findings. You can align your header fields with your existing ITP structure using Vendor Inspection ITP Template (Excel) + How to Use.

2.2 Valve Population & Scope

Next, describe what you actually inspected. A simple table works well:

• Tag number
• Quantity inspected
• Valve type (gate, globe, ball, butterfly, check, etc.)
• Size (DN/NPS)
• Pressure rating (Class or PN)
• End connection (flanged, threaded, welded, etc.)
• Body and trim material
• Operator (handwheel, lever, gear, actuator type)
• Leakage class or seat tightness requirement (if specified)

Under the table, summarise the scope of the visit, e.g.:

“This inspection covered visual, dimensional and pressure testing of 10 pcs 6” Class 300 RF gate valves for Project X, as per ITP VI-023 Rev.1, prior to shipment.”

If not all valves in the PO were inspected (for example, due to sampling), briefly explain the logic. For more structured ways to describe sampling in your reports, you can refer to Receiving Inspection Sampling Plans (AQL).

2.3 Reference Documents & Standards

A valve inspection report should always make it clear which documents and standards you used as the basis for acceptance. This is essential for traceability and resolving disputes.

Typical references include:

• Project specification(s) for valves and testing
• Purchase order and technical attachments
• Approved datasheets and GA drawings for the valves
• The applicable ITP and QCP for valves
• Relevant valve standards (for example, design, dimensions, testing)

For pressure and seat testing, you will often reference valve testing standards such as API 598 and ISO 5208 (and sometimes standards like ASME B16.34 or EN 12266, depending on the project).

If you want a reminder of how these valve testing standards differ and what acceptance criteria they use, see API 598 vs ISO 5208: Valve Testing Acceptance.

2.4 Visual & Dimensional Inspection Summary

Rather than copy raw checklist data into the report, provide a clear summary and refer to the detailed checklists as attachments.

A simple structure is:

• What you checked
  • coating and external condition
  • nameplates and markings
  • body/trim identification
  • critical dimensions and face-to-face lengths
  • flange dimensions and facing
  • cleanliness and preservation
• How you checked it
  • based on approved drawings, datasheets and project specifications
  • using calibrated measuring tools for critical dimensions
• What you found
  • a short paragraph summarising whether valves met visual/dimensional requirements, plus any issues sent to the nonconformity/punch list section.

For the actual step-by-step on the shop floor, you can base your work on Valve Inspection Checklist (PDF): Visual, Dimensional, Testing and Visual & Dimensional Checks: Step-by-Step.

2.5 Pressure & Seat Testing Summary

This section collects all the hydrostatic, pneumatic, seat and functional tests performed on the valves.

A concise way to present it is with a table that includes:

• Valve tag (or group of tags)
• Test type (shell / body, seat, backseat, functional)
• Test standard reference (e.g. API 598, ISO 5208, project spec)
• Test pressure and duration
• Test medium (water, air, nitrogen, etc.)
• Acceptance criteria (e.g. no visible leakage, specific leakage class)
• Result (pass/fail, with comments if any anomalies)

Below the table, add short comments if needed, for example:

“All hydrostatic shell tests were performed at 1.5 × rated pressure with water. No visible leakage or pressure drop was observed during the specified hold time.”

For the underlying test procedures and acceptance logic, refer to Hydrostatic vs Seat Leak Tests: Procedures & Acceptance and API 598 vs ISO 5208: Valve Testing Acceptance when preparing your report.

2.6 Nonconformities, Punch List Items & NCR References

Every valve inspection report should have a dedicated section for nonconformities and punch list items. Use a table with columns such as:

• Item number (NC-01, PL-01, etc.)
• Valve tag(s) affected
• Description of the issue
• Requirement reference (spec, drawing, standard clause, ITP item)
• Severity (minor, major, critical)
• Immediate disposition (rework, repair, reject, pending NCR decision)
• NCR/reference number if a formal NCR was raised

Keep the wording factual and neutral. For example:

“Seat leak test on Valve XV-210 showed continuous visible leakage at downstream flange when tested at rated pressure. Specification requires zero visible leakage for soft-seated valves in this service.”

“Valve FV-117 raised face height measured 9.0 mm vs 2.0–3.2 mm required by drawing DR-V-013. Raised face is out of tolerance.”

The detailed process for raising and managing NCRs is described in Vendor Inspection Reporting. For inspiration on typical vendor issues and corrective actions, you can also refer to Common Vendor Nonconformities & Fixes.

2.7 Attachments & Supporting Documents

To avoid overloading the main text, list your attachments and refer to them from the relevant sections. Typical attachments include:

• valve manufacturer’s inspection & test report sheets
• pressure and leak test logs or charts
• calibration certificates for pressure gauges and recorders used in the tests
• MTCs/MTRs for body/bonnet/trim materials
• PMI reports (if required)
• coating and DFT logs
• photographs of the valves and any nonconformities

In the main report, you can write for example:

“Detailed test readings are attached in Annex A: Valve Test Reports.”
“Material certificates are attached in Annex B: MTCs for Body and Trim Components.”

2.8 Signatures, Conclusions & Distribution

The report should end with:

• Overall conclusion statement, e.g. “Valves listed in Table 1 are accepted for shipment with punch list items PL-01 to PL-03 to be closed before site installation,” or “Valves are rejected pending corrective actions referenced in NCR-144.”
• Signature block with name, position, organisation and date for:
  • person who prepared the report
  • vendor QA/QC representative (if required)
  • client/third-party representative (if they witnessed or reviewed the inspection)
• Distribution list (who gets the report: vendor, EPC, owner, third-party)

 

3. Step-by-Step: How to Write a Valve Inspection Report

3.1 Before the Visit — Prepare Your Template & References

Good reports start before you enter the workshop.

Before the visit:

• Select or create your valve inspection report template.
• Pre-fill the header with project, PO, vendor and ITP references.
• Prepare a valve list based on the PO and shipping plan; mark which valves must be inspected or tested.
• Review the relevant ITP items and QCP, and mark which ones are in scope for this visit.
• Gather key references: datasheets, drawings, project specs and valve test standards.

For aligning your report structure with your planned inspection activities, use Vendor Inspection ITP Template + How to Use together with Build an ITP & QCP for Vendor Surveillance. If you want to save time on formatting, you can also adapt forms from Master Inspection Templates Pack (ZIP): ITP, Checklists, Forms.

3.2 During the Visit — Collect Facts, Not Stories

On site, everything you do should support writing a clear and factual report later.

During the visit:

• Use your checklists for visual and dimensional checks and tick items as you go.
• Record test conditions: pressure, duration, medium, temperature where relevant, equipment IDs and calibration expiry dates.
• Write short, factual notes: what you saw, measured or witnessed, and which requirement it refers to.
• Mark nonconformities physically (tags, paint marks) and in your notes with tag numbers.
• Take photos and immediately record who/what/where in your notes to avoid confusion later.

For on-site structure, follow Valve Inspection Checklist (PDF): Visual, Dimensional, Testing and Visual & Dimensional Checks: Step-by-Step as practical guides.

3.3 After the Visit — Turn Notes into a Structured Report

Once you’re back at your desk, you can turn your notes into a valve inspection report by:

1. Filling the header and valve list from your pre-filled template and final notes.
2. Writing short, clear summaries for the visual/dimensional and testing sections, avoiding long narrative paragraphs.
3. Creating the nonconformity and punch list table and linking serious issues to NCR numbers where applicable.
4. Listing attachments and checking that they match what you referenced in the text.
5. Reading the report once as if you were the client:
   • Can you quickly see which valves are acceptable?
   • Are acceptance criteria and standards clearly referenced?
   • Are nonconformities clearly described and traceable?

 

4. Sample Valve Inspection Report (Text Example)

Below is a simplified example of how a valve inspection report could look in practice. You can adapt the wording and layout to your own templates and logos.

4.1 Sample Header & Valve List

Project: North Field Expansion — Onshore Gas Processing
Purchase Order: PO-450123
Vendor: ABC Valves Co., Main Plant — Milan, Italy
Inspection Type: Final inspection & FAT for valves
Inspection Date(s): 06–07 March 2026
Inspector: J. Smith (Third-Party Inspector)
ITP Reference: ITP-VLV-023 Rev.1

Table 1 – Valves Covered by This Report

Tag	Qty	Type	Size	Class	End Conn.	Body Material	Trim Material	Operator	Leakage Class
XV-210	2	Ball Valve	6″	300	RF	ASTM A216 WCB	316 SS	Pneumatic Act.	VI
FV-117	4	Gate Valve	4″	600	RF	ASTM A216 WCB	13Cr	Handwheel	IV
HV-305A/B	2	Globe Valve	2″	300	RF	ASTM A105	316 SS	Handwheel	IV
PV-411	2	Check Valve	3″	300	RF	ASTM A216 WCB	13Cr	Swing	IV

4.2 Sample Visual & Dimensional Summary

Visual & Dimensional Inspection Summary
Visual inspection was performed on 100% of the valves listed in Table 1. External condition, coating, markings and preservation were checked against project specification SPEC-M-VALVES-001 Rev.3 and approved datasheets. No coating damage or corrosion was observed. Nameplates and body castings showed correct tag numbers, pressure ratings and materials.

Dimensional checks were carried out on a sample of each valve type using calibrated vernier calipers and micrometers. Face-to-face dimensions, flange diameters and raised face heights were verified against drawings DR-VLV-004, DR-VLV-007 and DR-VLV-011. All measured dimensions were within specified tolerances, except for the raised face height on Valve FV-117-3, which is listed in the nonconformity table.

4.3 Sample Testing Summary

Pressure, Seat and Functional Testing Summary
Hydrostatic shell and seat leak tests were carried out on 100% of the valves in accordance with project specification SPEC-M-VALVES-001 and referenced valve testing standards. Tests were conducted in the vendor’s test bay using calibrated gauges and chart recorders.

For ball valves XV-210, shell tests were performed at 1.5 × rated pressure with water, followed by high-pressure and low-pressure seat leak tests. No visible leakage or pressure drop was observed. For gate and globe valves, shell tests and seat tests were performed as per the approved ITP. Check valves PV-411 were subjected to shell tests and backseat checks as applicable. No test failures were recorded.

Table 2 – Test Summary

Tag Group	Test Type	Test Pressure	Medium	Duration	Acceptance Criteria	Result
XV-210 (2 pcs)	Shell, Seat (HP/LP)	1.5 × rating	Water	5–10 min	No visible leakage	Pass
FV-117 (4 pcs)	Shell, Seat	1.5 × rating	Water	5–10 min	No visible leakage	Pass
HV-305A/B (2 pcs)	Shell, Seat	1.5 × rating	Water	5–10 min	No visible leakage	Pass
PV-411 (2 pcs)	Shell, Backseat	1.5 × rating	Water	5–10 min	No visible leakage	Pass

(In a real report you would give exact pressures and durations as per ITP and standards.)

4.4 Sample Nonconformities & Conclusion

Table 3 – Nonconformities and Punch List Items

Item	Tag	Description	Requirement Reference	Severity	Disposition	NCR Ref.
NC-01	FV-117-3	Raised face height measured 9.0 mm vs 2.0–3.2 mm required by DR-VLV-007 Rev.2. Out of tolerance.	DR-VLV-007 Rev.2; SPEC-M-VALVES-001	Minor	Vendor to re-machine RF and re-measure	–

Conclusion
Except for nonconformity NC-01, all valves listed in Table 1 were inspected and tested in accordance with ITP-VLV-023 Rev.1, approved drawings, project specifications and applicable valve testing standards. Valves XV-210, HV-305A/B and PV-411 are accepted for shipment. Valve FV-117-3 is accepted after re-machining of the raised face and satisfactory re-measurement by the vendor’s QC, to be confirmed by updated dimensional report and photo evidence.

Signature blocks and a distribution list would follow this conclusion in a full report.

 

5. Common Mistakes in Valve Inspection Reports (And How to Fix Them)

Even experienced inspectors sometimes make report-writing mistakes that reduce clarity and usefulness. Common issues include:

• No reference to requirements
  • Problem: the report states that something is “OK” or “not OK” without saying “compared to what”.
  • Fix: always link your statements to a drawing, spec, standard, or ITP item.
• Too much narrative, not enough structure
  • Problem: long paragraphs of text make it hard to see which valves and tests are affected.
  • Fix: use tables for valve list, tests and nonconformities; keep paragraphs short and focused.
• Mixing facts with opinion
  • Problem: phrases like “poor workmanship” or “careless vendor” do not belong in factual reports.
  • Fix: describe what you saw, measured or tested; let the facts speak for themselves.
• Unclear scope and sampling
  • Problem: it is not obvious which valves were inspected, how many, or what stage of the process was covered.
  • Fix: specify scope clearly in the header and valve list; briefly explain your sampling logic.
• Test conditions not recorded
  • Problem: tests are described as “OK” without pressure, duration or medium; this creates disputes later.
  • Fix: always capture test conditions and acceptance criteria; tie them back to ITP and standards.

If you address these points, your valve inspection reports will be easier for others to understand — and easier to defend when questions arise months or years later.

 

7. FAQ — Practical Questions About Valve Inspection Reports

Is the manufacturer’s valve test certificate the same as a valve inspection report?
No. The manufacturer’s test certificate or test sheet records the tests they performed and the results. A valve inspection report pulls together all checks and tests from your visit, links them to project requirements, summarises accept/reject decisions, and highlights nonconformities and NCRs.

 

How detailed should I be when writing valve test results?
Include enough detail so another engineer can understand what was tested, how and against which criteria. That means: test type, pressure, duration, medium, standard/spec reference, acceptance criteria and pass/fail. Put detailed readings and charts in attachments, referenced from the main report.

 

Which standards should I mention in a valve inspection report?
Mention any standards that define design, dimensions and testing for the valves in question (for example, design and face-to-face standards, and the specific valve testing standard required by the project). In many projects this includes API 598 or ISO 5208, plus the project’s own valve specification.

 

Should every nonconformity in a valve inspection report become an NCR?
Not necessarily. Minor issues that can be corrected immediately and have low risk may be tracked as punch list items only. However, issues affecting safety, integrity, compliance, or that repeat across multiple POs, should normally be escalated to a formal NCR according to your procedures.

 

How can I reuse my valve inspection report template across projects and vendors?
Keep the structure stable (header, valve list, references, summaries, nonconformities, attachments, signatures), but parameterise the details (project name, PO, ITP number, standards). Over time you can refine your template with lessons learned from different vendors and projects, while keeping the same fundamental sections to make reports comparable.

 

Next Step — Practise Valve Inspection Reporting on Real Case Studies

 

If you want to move beyond templates and practise valve inspection reporting on real-world cases, join our course Industrial Valve Inspection & Testing Training.

 

In this hands-on program, we walk through:

 

– live examples of valve FATs and vendor shop visits  

– how to align inspection reports with API/ISO valve testing standards and project ITPs  

– writing IRs, NCRs and punch lists that are clear, defensible and easy for engineering and procurement to act on  

 

You can learn more and register here: Industrial Valve Inspection & Testing Training