Field Service Pre-Job Site Survey
Field Service Pre-Job Site Survey template helps you confirm site hazards, access, permits, and customer readiness before crews arrive. Use it to catch blockers early and avoid wasted trips, delays, and unsafe starts.
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Overview
The Field Service Pre-Job Site Survey template is a pre-arrival inspection and coordination form for service work at a customer site. It captures the details a crew needs before mobilizing: the site name and address, the agreed scope of work, the primary contact, the planned arrival window, known hazards, parking and access, permit needs, shutdown or isolation steps, and any readiness issues that could stop the job.
Use this template when the work depends on site access, customer coordination, or controlled conditions. It is especially useful for jobs with overhead hazards, slip or trip risks, electrical exposure, chemical or dust concerns, lockout-tagout, escort requirements, or permit-driven work. It helps the dispatcher, supervisor, or competent person confirm that the site is ready and that the field team knows what PPE, access route, and approvals are required.
Do not use it as a substitute for a task-specific hazard analysis, a confined space permit, a hot work permit, or a formal lockout-tagout procedure when those are required. If the site is routine, fully controlled, and unchanged, the survey may be brief; if the site is complex or high-risk, the survey should be more detailed and may need customer sign-off before dispatch. The goal is to prevent avoidable delays, unsafe starts, and last-minute surprises by documenting the conditions that matter before the crew arrives.
Standards & compliance context
- This template supports pre-job planning practices commonly expected under OSHA general industry and construction safety programs, especially where hazards, access control, and PPE are involved.
- The lockout-tagout and isolation fields help document coordination that may be required under OSHA and related energy-control procedures before maintenance or service work begins.
- The permit and authorization section can be adapted for hot work, confined space, or other site-controlled permits governed by OSHA, NFPA, or customer safety rules.
- For foodservice sites, the survey can be aligned with FDA Food Code expectations around sanitation, access, and operational readiness before equipment service.
- For quality-managed sites, the form supports ISO 9001-style control of planned work by documenting site conditions, responsibilities, and readiness before execution.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Job Details and Site Information
This section establishes the exact job, location, and contact details so the crew starts with the right site and scope.
- Customer/site name confirmed
- Site address verified
- Scope of work reviewed with customer
- Primary customer contact identified
- Planned work date and arrival window confirmed
Site Hazards and Safety Conditions
This section captures the conditions that can stop work or change the PPE and controls needed before anyone enters the area.
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Overhead hazards identified
Check for low clearances, suspended loads, overhead power lines, or other overhead obstructions.
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Walking and working surfaces free of slip, trip, and fall hazards
Verify access paths, stairs, ramps, and work areas are reasonably clear and safe to traverse.
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Electrical hazards identified and controlled
Note exposed conductors, damaged cords, energized equipment, or panel access issues. Reference OSHA 1910 Subpart S / 1926 Subpart K and lockout-tagout requirements where applicable.
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Chemical, dust, or air quality hazards identified
Identify exposure risks such as chemicals, fumes, dust, or poor ventilation that may require PPE or additional controls.
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Required PPE communicated to field team
Confirm site-specific PPE such as hard hat, safety glasses, gloves, hearing protection, respirator, or high-visibility vest.
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Emergency equipment and exits identified
Confirm the location of first aid supplies, fire extinguishers, emergency exits, and assembly points as applicable. Consider NFPA 1 / NFPA 101 site conditions.
Parking and Access
This section prevents arrival-day delays by confirming how the crew will park, unload, and reach the work area.
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Vehicle parking location identified
Verify where service vehicles may park without blocking traffic, fire lanes, loading docks, or emergency access.
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Access route to work area confirmed
Confirm the route from parking to the work area, including gates, elevators, stairs, corridors, or restricted areas.
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Access restrictions or escort requirements identified
Document badge access, security check-in, escort needs, time restrictions, or after-hours entry limitations.
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Loading/unloading area available
Verify a safe area exists for unloading tools, parts, and equipment without creating a traffic or pedestrian hazard.
Permits and Authorizations
This section documents the approvals and isolation steps that must be in place before the job can legally and safely proceed.
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Required work permits identified
Check for hot work, confined space, energized work, excavation, roof access, or other site-specific permits.
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Permits approved by site authority
Confirm permits were reviewed and approved by the site representative or AHJ as required.
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Required lockout-tagout or isolation steps identified
Document whether OSHA 1910.147 / 1926.417-type isolation controls are needed before work begins.
Customer Coordination and Readiness
This section confirms the customer’s role in shutdowns, access, and day-of-work support so the crew is not left waiting.
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Customer notified of arrival requirements
Confirm the customer knows the arrival time, check-in process, and any site rules for the crew.
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Utilities or equipment shutdowns coordinated
Document whether power, water, gas, network access, or process equipment must be isolated or made available.
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Site readiness issues identified
Note any missing prerequisites such as cleared work area, access keys, escorts, parts staging, or customer approvals.
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Customer contact available on day of work
Confirm the named contact or alternate will be reachable during the planned work window.
Inspector Sign-Off
This section records who reviewed the survey and whether the site is ready, not ready, or needs follow-up before dispatch.
- Overall site survey status
- Inspector signature
How to use this template
- 1. Confirm the customer/site name, address, scope of work, contact person, and planned arrival window before dispatching the crew.
- 2. Walk through the site hazard section with the customer or site contact and record any overhead, walking-surface, electrical, chemical, dust, or air quality concerns.
- 3. Identify parking, loading, access routes, escort requirements, and any restrictions that could affect how the team reaches the work area.
- 4. Document all permits, authorizations, shutdowns, and lockout-tagout or isolation steps that must be completed before work starts.
- 5. Review the survey with the field team, assign follow-up actions for any deficiencies, and mark the site ready only when all blockers are resolved.
Best practices
- Verify the site address and access point against the customer’s directions, not just the billing address.
- Record hazards as observable conditions, such as wet floors, exposed conductors, or obstructed exits, rather than vague notes.
- Flag any permit, shutdown, or isolation dependency as a blocker if it must be completed before the crew can safely start.
- Communicate the required PPE to the field team before arrival so the crew does not discover a mismatch on site.
- Confirm who will escort the crew, unlock doors, or authorize access if the work area is inside a controlled facility.
- Capture parking and loading details early, especially for sites with limited docks, gated entries, or time-restricted access.
- Treat unresolved readiness issues as action items with an owner and follow-up date instead of leaving them as comments.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What does this pre-job site survey template cover?
It covers the information a field service team needs before starting work: site details, hazards, parking and access, permits, and customer coordination. The template is designed to confirm whether the job can start safely and on schedule. It also creates a clear record of who verified the site and what issues still need action.
When should this survey be completed?
Complete it before the crew mobilizes whenever the job involves a new site, unfamiliar conditions, permits, shutdowns, or customer-controlled access. It is also useful for repeat sites when the scope changes or the site layout has changed. If the work depends on utilities being isolated or the customer being present, the survey should happen early enough to resolve blockers before arrival.
Who should fill out the survey?
A field supervisor, dispatcher, project coordinator, or competent person can complete it, depending on your workflow. The key is that the person has enough information to verify hazards, access, and permit requirements with the customer or site contact. For higher-risk work, the final review should involve the person responsible for job safety planning.
Does this template support OSHA or other compliance requirements?
Yes, it supports the kind of pre-job planning expected under OSHA general industry and construction safety programs, especially where hazards, access control, PPE, and lockout-tagout are involved. It also aligns well with ANSI/ASSP safety management practices and can be adapted for NFPA, FDA Food Code, or site-specific rules. It is a planning and documentation tool, not a substitute for required permits or competent-person decisions.
What are the most common mistakes this survey helps prevent?
Common misses include arriving without confirming parking or loading access, discovering a permit requirement too late, and learning that a shutdown or isolation step was never coordinated. Teams also overlook overhead hazards, slippery routes, or the need for PPE that differs from the standard kit. This template forces those questions to be answered before the crew leaves.
Can I customize the template for different types of field work?
Yes, and you should. Add job-specific checks for electrical work, HVAC, fire protection, foodservice equipment, industrial maintenance, or construction access as needed. You can also rename fields to match your internal roles, permit process, or customer approval workflow.
How does this compare with an ad-hoc phone call or email?
A phone call can confirm a few details, but it is easy to miss hazards, access restrictions, or permit dependencies. This template creates a consistent checklist and a written record that can be reviewed before dispatch. It reduces back-and-forth and makes it easier to spot missing information before it becomes a delay on site.
What should I do if the site is not ready?
Mark the survey as incomplete or not ready, document the deficiency, and list the specific blocker that must be resolved. Common examples include missing permits, no escort arranged, no shutdown confirmation, or an unsafe access route. The crew should not be dispatched until the readiness issue is assigned and tracked.
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