Form library · Quality and compliance
Site acceptance test template
For people coordinating and witnessing site acceptance tests. Record test basis, test cases and acceptance review. Try the form below, see every question or download a blank PDF or Word copy.
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Does passing a test automatically approve equipment?
HSE explains that work equipment whose safety depends on installation needs appropriate inspection before use. A site acceptance test records agreed tests; its scope must be distinguished from statutory inspections and product conformity duties.
Last updated . Facts checked by the SiteSurvey team on 6 October 2026 against HSE inspection of work equipment and HSE machinery safety.
Try the site acceptance test record form live
Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed.
Want to see one filled in? See a completed site acceptance test record report (PDF), made by SiteSurvey from a fictional site visit.
Fill it in on a phone or tablet
Your team completes the site acceptance test record on site in the SiteSurvey app on iPhone, iPad and Android phones and tablets. The project name and address fill in for them, it works without signal, and it syncs when the device is back online with photos kept against the question they answer.
Customers and subcontractors do not need the app: send them a link and they can fill it in from any browser.
Every question in the site acceptance test record template
A site acceptance test record linking installed equipment, approved test cases, expected results, observed evidence, deviations and acceptance decisions. 5 sections and 31 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site or premises address: the site address, from the space or the project
- Client or organisation: the project's customer
Record details and scope
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or premises addressShort answerFills in from the site address, from the space or the project
- Client or organisationShort answerFills in from the project's customer
- Record date*Date
- Person completing the record*Short answer
- CheckThis is a project test record, not a product conformity certificate, permission for hazardous testing or automatic contractual acceptance.
- CheckHSE explains that work equipment whose safety depends on installation needs appropriate inspection before use. A site acceptance test records agreed tests; its scope must be distinguished from statutory inspections and product conformity duties.
Test basis
- Installed system and location*Short answer
- Approved protocol and revision*Short answer
- Hardware/software configuration*Short answer
- Prerequisites, safe test controls and authority*Notes
List the conditions needed for the agreed tests and whether each was available. Distinguish a test not run from a passed test.
Test cases
- Test caseRepeat for each test case. Each one asks:
- Case ID and requirement*Short answer
- Approved method reference*Short answer
- Expected result and criterion*Short answer
- Actual result and evidence reference*Notes
- Outcome*Choose one
- Pass
- Fail
- Not run
- Deviation, restriction and retest reference*NotesShown only when the answers above make it relevant
Acceptance review
- Witnesses and organisationsShort answer
- Open defects and restrictions*Notes
- Review decision*Choose one
- Accepted within agreed scope
- Conditional acceptance
- Rejected or incomplete
- Decision basis and authorised reviewer*Notes
- Separate contractual acceptance referenceShort answer
Actions and review
- Are further actions required?*Choose one
- Yes
- No
- Further actionRepeat for each further action. Each one asks:Shown when “Are further actions required?” is “Yes”
- Action and evidence reference*Notes
- Person responsible*Short answer
- Target dateDate
- Action status*Choose one
- Open
- In progress
- Completed
- Completion evidence*NotesShown when “Action status” is “Completed”
- Outstanding limitations and information to pass onNotes
- Record status*Choose one
- Ready for review
- Further work needed
- Work or use stopped
- Reviewed byShort answer
- Review dateDate
- Author signature*Signature
- CheckSigning records the information entered. It does not itself certify legal compliance, remove a limitation or authorise unsafe work.
Scope and responsibility
This is a project test record, not a product conformity certificate, permission for hazardous testing or automatic contractual acceptance.
What a useful entry looks like
Prerequisites, safe test controls and authority
List the conditions needed for the agreed tests and whether each was available. Distinguish a test not run from a passed test.
Test case SAT-14 requires the upstream interface. The interface was unavailable, so the test is recorded as not run with a retest action.
Fictional example of record wording. Use the actual evidence and approved arrangements for your job; this is not a completed report or an instruction to carry out the work.
See it filled in
A completed site acceptance test record report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Site Acceptance Test Record FAQs
How should I record “Prerequisites, safe test controls and authority”?
List the conditions needed for the agreed tests and whether each was available. Distinguish a test not run from a passed test.
Can failed tests be ignored after acceptance?
No. Retain the result and record authorised disposition, restrictions and retest evidence.
Is this the factory acceptance test?
No. This records testing in the installed site configuration; reference factory tests separately.
Who defines pass criteria?
The approved project specification and protocol define them before testing.
What are the limits of this template?
This is a project test record, not a product conformity certificate, permission for hazardous testing or automatic contractual acceptance.
Can I complete this form on site and share the record?
In the SiteSurvey app the form works offline, with signatures recorded against the questions. Share the completed record as a PDF or a link. Dates and action owners are recorded fields; this form does not send reminders or update other systems.
Related
Related templates
Templates that go with the site acceptance test record form
A factory acceptance test record linking equipment, approved test procedures, witnessed results, deviations, retests and dispatch decisions.
A first article inspection record with part and drawing revisions, material traceability, characteristic measurements, deviations and customer disposition.
A measurement-equipment record linking instrument identity, calibration certificates, check results, acceptance decisions and out-of-tolerance follow-up.
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