Service Quality Inspection and Acceptance Kit

If you do not inspect, you cannot enforce.

This kit installs inspection and acceptance rules so:

• service quality is measurable
• rework is tracked and reduced
• invoices can be held when proof is missing
• vendor performance becomes enforceable

What you will produce

1. Inspection checklist by work type
2. Acceptance rule and proof requirements
3. Deficiency log and rework workflow
4. Invoice hold and release process

Step-by-step implementation

Step 1: Define acceptance rules

Acceptance rule (copy and paste)

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Acceptance Rule

Work is accepted only when:
- proof of work is submitted (photos, logs, completion notes)
- inspection checklist is completed (where required)
- deficiencies are resolved or documented with plan
- acceptance is recorded with date and approver

Step 2: Create a simple inspection checklist

Inspection checklist template (copy and paste)

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Service Inspection Checklist

Work order ID:
Work type:
Date:
Inspector:

Checklist:
- Work completed matches scope
- Area clean and safe
- Materials installed match specification
- Photos attached
- Notes recorded

Pass or fail:
Deficiencies (if any):

Step 3: Track deficiencies and rework

Deficiency log (copy and paste)

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Deficiency Log

| Work order ID | Vendor | Issue | Severity | Owner | Due date | Status | Notes |
| ------------ | ------ | ----- | -------- | ----- | -------- | ------ | ----- |

Step 4: Tie acceptance to invoicing

Invoice hold notice (copy and paste)

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Subject: Invoice hold pending acceptance

Hi [Name],

Invoice [#] is on hold because acceptance requirements were not met.

Missing items:
- Work order ID and scope match
- Proof of work
- Inspection and acceptance record

Please provide the missing items so we can release payment.

Thank you,
[Name]

Common failure modes

• acceptance is informal, so vendors cannot be held to standard
• inspection is inconsistent, so rework is hidden
• invoices are paid without proof, so enforcement is impossible