Form layout
- Field
- Room and date
- What to record
- Room number, time, inspector
- Example entry
- Room code, morning inspection
- Field
- Intensity
- What to record
- None, faint, clear or strong
- Example entry
- Clear
- Field
- Character
- What to record
- What it smells like in plain words
- Example entry
- Stale smoke, sweet
- Field
- Strongest location
- What to record
- Where the smell is greatest
- Example entry
- By the window drapes
- Field
- Air system status
- What to record
- Unit running, off, filter state
- Example entry
- Unit off; filter dusty
- Field
- Soft goods checked
- What to record
- Bed, headboard, carpet, drapes
- Example entry
- Drapes and carpet
- Field
- Action taken
- What to record
- What was done in this visit
- Example entry
- Laundered linens, aired
- Field
- Recheck result
- What to record
- Intensity after the action
- Example entry
- Faint
Copy this layout into a sheet or a notes app.
Before you fill it out
- Enter after a few minutes outdoors or in a neutral place
- Open the door and note the first impression
- Walk the room in the same order each time
- Check drawers, closet and bathroom
- Run the air unit for a few minutes
- Take photographs when you see visible residue
Questions the form should help answer
- Is the smell stronger near one object or spread throughout?
- Does it change when the air unit starts?
- Is there a moisture clue such as damp carpet or staining?
- Was anyone in the room recently, and for how long?
- Would a different person describe the smell the same way?
The point of a form is to make the information comparable. A comment such as bad smell in the room carries little information, while a record of the intensity, character and location lets a manager decide on the next step. Over time, the log reveals patterns: the same room, the same floor or the same time of year.
Keep the form short. If it is too long, inspectors will skip fields. Five or six fields are often enough, with room for a note. Add more only if a field is used every time. Revisit the form after a few weeks and remove anything nobody finds helpful.
Think about how the form is used in practice. A tablet or phone that opens straight to the form is more likely to be used than a paper sheet left in the office. Inspectors can attach photographs directly, and managers can sort entries by room or floor. Whatever the format, test it for a couple of weeks, gather feedback from the people filling it in, and adjust. Include a field for the recheck result, since the final state of the room is the entry you will want when someone asks later whether the room was ever resolved.
Common questions
Can this live in a spreadsheet?
Yes. Many teams use a shared sheet or a form tool, as long as everyone uses the same version.
How should we handle disagreement between inspectors?
Record both ratings and ask a supervisor to recheck.
General information for Downtown Denver, not a quote or professional advice. In an emergency, call 911.