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Write a clear, professional report and save it as PDF: a site visit, an inspection, an incident or an activity report. Key details at the top, numbered sections and your signature. Free, no sign-up, and nothing leaves your browser.

Report

Report title

Reference

Date

Addressed to

Optional

Who signs it

Your name

Job title

Company or organisation

Key details

Short facts shown in a box at the top: client, place, equipment, result…

Detail
Value
Detail
Value
Detail
Value

Sections

Each section is numbered. Leave a blank line between paragraphs.

Section 1 title
Text
Annual inspection of the building’s shared equipment, requested by the residents’ association.
Section 2 title
Text
We inspected the lift, the booster pump and the emergency lighting in the common areas. The lift and the booster pump work correctly. Two emergency lights on the ground floor do not switch on.
Section 3 title
Text
We recommend replacing the two emergency lights within a month. No action is needed on the rest of the equipment.

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Your Studio Ltd

Ref.: REP-2026-014
Date: 25 Oct 2026

Site visit report

To: 1 High Street Residents’ Association

Location: 1 High Street, London
Equipment: Lift and booster pump
Result: Satisfactory, with remarks

1. Purpose

Annual inspection of the building’s shared equipment, requested by the residents’ association.

2. Work carried out

We inspected the lift, the booster pump and the emergency lighting in the common areas.

The lift and the booster pump work correctly. Two emergency lights on the ground floor do not switch on.

3. Conclusions

We recommend replacing the two emergency lights within a month. No action is needed on the rest of the equipment.

How to write a report, step by step

Give it a clear title that says what it is about (“Site visit report”, “Incident report”) plus a reference and the date.
Put the key facts in the box at the top: who it is for, where, what was checked and the overall result. The reader should get the gist there.
Split the body into short sections, usually purpose, work carried out or findings, and conclusions or recommendations.
Sign it with your name and job title and save it as PDF to send it.

Writing the same report again and again?

In Documentemplate the report becomes a template: fixed text, variables you fill in each time, conditional sections (“if there are faults…”), formulas and your letterhead. Each new report takes seconds, or a whole batch from a spreadsheet.

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Frequently asked questions

What should a report include?

A title, a reference and the date, who wrote it and who it is for, the key facts, the body split into sections (purpose, findings, conclusions) and a signature. The generator has a place for each.

Can the report be longer than one page?

Yes. Add as many sections as you need: when you save it as PDF the text flows onto as many A4 pages as it takes, with a margin at the top and bottom of each one.

Do you store my reports?

No. The report is built in your browser and never reaches us. If you tick “Remember my details”, they are kept only in this browser; untick it to delete them.

Is it free?

Yes: no sign-up, no watermark and no limit.