Can the Quality Check Report be e-signed

Yes. Electronic signatures that demonstrate signer intent, consent, attribution, and reliable retention meet ESIGN (15 U.S.C. ch. 96) and state UETA requirements, except where a specific statute prohibits e-signatures. Maintain an audit trail showing timestamp and signer identity.

What fields are required to avoid rejection

At minimum, include inspector name, inspection date in MM/DD/YYYY, clear item identifiers, measured values with units, pass/fail status, and signatures. Missing identifiers or dates commonly cause processing delays and may trigger re-inspection or rejection during audits.

How long must I retain this report

Retention depends on industry and document content. Keep active reports for the contract term plus three years; tax or financial records per IRS require three years (IRC §6501(a)); healthcare records require six years under HIPAA (45 CFR §164.530(j)).

Who is authorized to sign the report

Authorized signers typically include the inspector, supervising manager, and a quality officer. Where required by policy, an executive or contract administrator should countersign. Electronic delegation must be auditable and reflect role-based permissions in the signing platform.

Are notarization or witness signatures required

Most Quality Check Reports do not require notarization. If the report serves as evidence in a statutory filing or deed, state law may require a notary or witnesses. Verify requirements with the relevant state statute or filing office before execution.

How to correct errors after signing

If an error is found after signing, prepare an addendum or corrected report referencing the original, include the reason for correction, the date, and signatures of affected parties. For electronic records, preserve both original and corrected versions with change history.

Quality Check Report

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

QUALITY CHECK REPORT

Client Name: Provider Name:

WHEREAS

WHEREAS, Client engages Provider to perform quality inspection and verification services for goods, assemblies, and deliverables identified in the Scope of Work below; and Provider agrees to perform such inspections in accordance with accepted industry standards and the specifications provided by Client.

WHEREAS, Provider shall prepare and deliver this Quality Check Report documenting inspection methods, results, observed nonconformances, and recommended corrective actions; and Client shall consider such report for acceptance, rejection, or remedial action.

WHEREAS, the parties agree that performance, payment, confidentiality, and dispute resolution applicable to the inspection services are set forth in this document and shall govern the relationship between the parties for each inspection engagement under this Report.

Inspection Details

Inspection Date Inspector Name Inspector ID / Badge Inspection Location

Product / Lot Information

Product Name / Description Model / Part Number Batch / Lot Number Serial Numbers (if applicable)

Quantity Inspected

Sample Size

Acceptance Criteria Reference

Acceptance Criteria (brief)

Checklist and Observations

For each attribute below, mark Pass or Fail. Where Fail is marked, provide a brief comment.

Appearance Pass Fail

Dimensions / Tolerances Pass Fail

Functionality / Performance Pass Fail

Packaging & Labeling Pass Fail

Safety / Regulatory Pass Fail

General Observations

Nonconformance and Corrective Action

Were nonconformances identified? Yes No

Description of Nonconformance (if any) Corrective Actions Recommended

Responsible Party for Correction

Corrective Action Due Date

Scope of Work

Scope of Work / Inspection Procedures

Payment Terms

Client shall pay Provider for inspection services as set forth below. All amounts are exclusive of taxes unless otherwise stated. Provider may suspend further services for nonpayment after providing written notice as required under Term and Termination.

Total Fee for This Inspection Payment Schedule / Terms Late Fee / Interest

If Client fails to pay undisputed amounts when due, Client shall be liable for interest and reasonable collection costs, including attorneys' fees, incurred by Provider in enforcing payment.

Term and Termination

This Report and any associated engagement shall commence on Start Date and remain in effect through End Date unless earlier terminated pursuant to the terms below.

Start Date

End Date

Notice Period for Termination

Either party may terminate for material breach that remains uncured after the notice period specified above. Termination shall not relieve Client of obligations to pay for services performed and reasonable wind-down costs.

Confidentiality

Each party shall treat as confidential all nonpublic information disclosed in connection with the inspection and shall not disclose such information except to employees, contractors, or agents who have a need to know and are bound by confidentiality obligations no less protective than those contained herein. Confidential information shall not include information that is or becomes publicly available through no breach by the receiving party or is required to be disclosed by law, provided the disclosing party is given prompt notice where legally permitted.

Governing Law

This Report and any dispute arising out of or in connection with these inspection services shall be governed by the laws of:

Entire Agreement

This Quality Check Report, including the Scope of Work and Payment Terms set forth herein, constitutes the entire agreement between the parties with respect to the inspection engagement and supersedes all prior negotiations, representations, and agreements, whether written or oral, relating to the subject matter.

Certifications

By signing below, the parties certify that the information contained in this Quality Check Report is true and accurate to the best of their knowledge, and that they are authorized to execute this document on behalf of the respective parties named herein.

Client Name:

By:

Date:

Provider Name:

By:

Date:

What a Quality Check Report Is and when it’s used

Quality Check Report is a standardized document used to record the results of a structured review of a product, process, or document prior to acceptance or distribution. It summarizes inspection findings, identifies nonconformities, tracks corrective actions, and confirms final disposition. Typical entries include inspector name, date, item or batch identifiers, measured parameters, pass/fail indicators, and action items with assigned owners. Organizations use it to document quality control decisions, meet audit requirements, and provide an evidentiary record for compliance with internal policies or external regulations.

Why the Quality Check Report matters for compliance and control

A Quality Check Report helps standardize acceptance criteria, reduce rework, and preserve an audit-ready trail showing who reviewed what and when. For electronic records, maintaining intent, consent, attribution, and retention supports legal enforceability under ESIGN (15 U.S.C. ch. 96) and state UETA laws.

Typical users and where the report fits

Typical users include quality managers, inspectors, compliance officers, and production supervisors who need a documented acceptance record.

Manufacturing quality managers tracking batch inspections and corrective actions across production shifts.
Clinical or laboratory staff documenting equipment checks, protocol adherence, and calibration results.
Procurement and receiving personnel confirming inspected goods before acceptance into inventory or billing.

The report supports cross-functional needs — inspection, procurement, audit, and contract closeout — and is often retained with the transaction record.

Step-by-step: preparing and finalizing the report

Follow these sequential steps to prepare, review, and finalize a Quality Check Report for accurate, auditable records.

01

Prepare Document: Gather templates, SOPs, and reference specifications before starting.
02

Record Findings: Enter measured values, pass/fail status, and comments.
03

Assign Actions: Add corrective tasks with owners and due dates.
04

Finalize & Archive: Sign, date, and save a locked copy for audit retention.

How to configure a digital Quality Check workflow

Basic configuration settings improve data quality and enable repeatable, auditable workflows for the Quality Check Report.

Field	Configuration
Authentication	Email link plus optional SMS code for signer verification
Field Validation	Numeric ranges and required fields to prevent bad entries
Conditional Fields	Reveal corrective-action fields when pass/fail equals fail
Auto-reminders	Set reminders for outstanding signatures or actions

Typical digital review and sign workflow

A concise online flow reduces friction and preserves an audit trail from upload to archive.

Upload Document: Upload template or existing PDF to the signing system.
Place Fields: Add inspection fields, pass/fail toggles, and signature blocks.
Send to Reviewers: Distribute via email link or bulk send for multiple recipients.
Complete & Archive: Capture signatures, store final PDF and certificate of completion.

Real-world examples of Quality Check Report use

These examples show how organizations apply a formal Quality Check Report to reduce delays, centralize evidence, and close quality loops.

Martin Properties — site inspection

Field inspections consolidated into one digital report for each property

Reduced time per inspection by using mobile forms and photo attachments
The team processed and executed inspection reports online with consistent evidence for lease handovers and vendor billing, improving turnaround and traceability.

Fertility Centers of Illinois — compliance

Clinical equipment checks recorded with timestamped signatures

Ensured chain of custody for calibrations
The organization retained signed digital reports with secure audit trails to meet regulatory and accreditation review requirements while simplifying retrieval for internal audits.

eSignature vendor pricing and capability overview for Quality Check Report workflows

Comparison of common eSignature vendor starting prices and core capabilities relevant to Quality Check Report workflows.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Security and compliance checkpoints for electronic Quality Check Reports

Encryption in transit: TLS 1.2/1.3 required

Encryption at rest: AES-256 storage

Certification: SOC 2 Type II available

HIPAA support: BAA required for PHI

21 CFR Part 11: Support for regulated records

Audit Trail: Tamper-evident logs retained

Key risks and consequences of incorrect reports

Rework Costs: Increased time and expenses

Compliance Violation: Regulatory penalties possible

Invalid Acceptance: Contract disputes or returns

Audit Findings: Adverse audit results

Legal Exposure: Heightened litigation risk

Data Breach Risk: Privacy and security fines

Common preparation errors to avoid

Missing or inconsistent item identifiers that prevent traceability and trigger time-consuming reconciliation across inventory and billing systems.
Incorrect or ambiguous measurement units and tolerances leading to misclassification of pass/fail results and unnecessary rework.
Unsigned or undated reports that delay acceptance and can invalidate corrective-action sequences during audits or vendor disputes.
Incomplete corrective-action fields without assigned owners or due dates, which erode accountability and prolong defect resolution cycles.

Practical tips to improve accuracy and speed

Adopt consistent templates, use digital fields to prevent errors, and preserve audit metadata to support compliance and efficient reviews.

Use standardized templates

Create a single, validated template with enforced field types and required fields to reduce variation across inspectors and shifts. Templates reduce manual errors and speed processing.

Enforce field validation

Require MM/DD/YYYY dates, numeric ranges with units, and mandatory identifiers. Validation prevents common entry errors that cause rework or audit exceptions.

Capture evidence with each report

Include photos, measurement method, and calibration reference. Attachments enhance traceability and reduce disputes about inspection findings.

Preserve audit metadata

Store signer identity, timestamp, IP address, and version history. An unbroken audit trail simplifies internal reviews and regulatory responses.

Technical considerations for online completion and eSubmission

Select a platform that supports secure PDFs, reliable audit trails, and integrations with core systems to streamline reporting workflows.

Integrations: Salesforce, NetSuite, Microsoft 365
File formats: PDF, DOCX, Excel supported
Authentication: Email, SMS, and advanced options

Frequently asked questions about Quality Check Reports

Answers to common questions about completing, validating, and storing the Quality Check Report, including electronic execution and retention guidance.

Need help? Contact support

Can the Quality Check Report be e-signed
Yes. Electronic signatures that demonstrate signer intent, consent, attribution, and reliable retention meet ESIGN (15 U.S.C. ch. 96) and state UETA requirements, except where a specific statute prohibits e-signatures. Maintain an audit trail showing timestamp and signer identity.
What fields are required to avoid rejection
At minimum, include inspector name, inspection date in MM/DD/YYYY, clear item identifiers, measured values with units, pass/fail status, and signatures. Missing identifiers or dates commonly cause processing delays and may trigger re-inspection or rejection during audits.
How long must I retain this report
Retention depends on industry and document content. Keep active reports for the contract term plus three years; tax or financial records per IRS require three years (IRC §6501(a)); healthcare records require six years under HIPAA (45 CFR §164.530(j)).
Who is authorized to sign the report
Authorized signers typically include the inspector, supervising manager, and a quality officer. Where required by policy, an executive or contract administrator should countersign. Electronic delegation must be auditable and reflect role-based permissions in the signing platform.
Are notarization or witness signatures required
Most Quality Check Reports do not require notarization. If the report serves as evidence in a statutory filing or deed, state law may require a notary or witnesses. Verify requirements with the relevant state statute or filing office before execution.
How to correct errors after signing
If an error is found after signing, prepare an addendum or corrected report referencing the original, include the reason for correction, the date, and signatures of affected parties. For electronic records, preserve both original and corrected versions with change history.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now