SSPC Development and Use of Quality Control

Forms in Coatings Contracting

Copyright 2009, SSPC: Society for Protective Coatings

All Rights Reserved.
Reproduction Without Permission Prohibited.
SSPC Development and Use of Quality Control Forms in Coatings Contracting

Table of Contents

Importance of Project-Specific
Forms…………………………………………………………………………………1

Daily Inspection Report (DIR)

Forms………………………………………………………………………………….1

Documentation Acknowledgement
Forms………………………….……………………………………………………….4

Quality Program Project Revision

Logs…………..………………………….…………………………………………….4

Project Documentation Record

Forms…………………………………….…………………………………………….4

Contract Review
Sheets………………………………………………………………………….………4

Clarifications Forms…………………………………………………………..............4

Request for
Deviation……………………………………………………………………………..5

DFT Measurement Worksheet Forms………………………………………………..5

Corrective Action Report (CAR)

Forms………………………………………….………………………………….…..5

Daily Work Log

Forms…………………………………………………………………………………5

Photographic Records………….……………………………………………….…….5

Inspection Equipment
Records………...……………………………………………………………………...6

Calibration Forms……..…………………………………………………………........6

Inspection Equipment Issuance

Sheets…………………………………………………………………………..……...6

SSPC Quality Control Forms August 2009

Inspection Equipment Project Calibration Verification
Records…………..………………………………………………………………….…..6

Dry Film Thickness Gage Project Calibration Record

Forms……………….………………………………………………………………..…6

Completion Report
Forms…..………………………………………………………………….……………7

Acceptance Criteria…..……………………………………..…………….……………7

Document Control..…..……………………………………..…………….……………7

Summary……………..……………………………………..…………….……………8

General Commentary on
Forms…………….…..……………………………………..…………….……………8

Forms Overview
Appendix…..…………………………………………….....…………….……………9

Document Control Flow

Chart……………...…..……………………………………..…………….…………..15

SSPC Quality Control Forms August 2009

SSPC Quality Control Forms August 2009

Development and Use of Quality Control Forms in

Coatings Contracting
Purpose and Importance of Project-Specific Forms

One of the most important responsibilities of a coatings inspector is to document the

results of inspections in a clear, concise, and timely manner. Without timely, formal
documentation, many of the details of an inspection may be lost or forgotten.
Documenting specific, key items as the work progresses essentially tells the story of the
project—what work was done on a given day and work shift, what the work conditions
were, whether the work met requirements, what non-conforming work was done and how
it was repaired, etc.

This report describes key forms used to document coating work and quality monitoring,
lists information that should be recorded on each form, and provides commentary on why
documenting coatings work is important for the contractor and the facility owner.

In some cases, facility owners do not require the contractor to submit QC documentation
for Quality Assurance review and, once the project is done and any quality assurance
auditing is completed all the papers or computer files may do nothing more than fill a file
cabinet or computer drive. However, in the event of a problem downstream, the
documentation can provide key information for resolution of a problem or dispute over
workmanship. Documenting the results of inspections can also be a key element in the
event of a coating failure that results in arbitration or litigation against the coating
contractor.

The most common forms and their typical content appear here as checklists. Use of a
checklist will allow development of customized project-specific forms.

SSPC’s Quality Control Supervisor (QCS) course further explains how to use various
forms and provides practice and examples.

Daily Inspection Report (DIR) Forms list tests conducted each day as part of quality
control to establish conformance to the specification.

1. DIR: General Information

These forms provide fields to document background information on project work and
usually include:

 Project name and contract number

 Name of project owner
 Name of prime contractor
 Name of painting contractor whose work is being inspected
 Crew size
 Superintendent’s name

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 Date, day of week, and time of day inspection was made

 Identification of the area being inspected - written description of location, plus
any accompanying photographs or hand drawings
 Name and signature of inspector reporting the observation and/or test data
 Places for the initials of the quality control manager to sign off and date review

2. DIR: Ambient Working Conditions

 Surface preparation
 Ambient air temperature (start and end of work)
 Surface temperature (start and end of work)
 Relative humidity (start and end of work)
 Dew point temperature (start and end of work)

 Coating application
 Ambient air temperature (start and end of work)
 Surface temperature (start and end of work)
 Relative humidity (start and end of work)
 Dew point temperature (start and end of work)
 Wind speed and direction
 Curing
 Type of curing assist equipment used (e.g., heating or dehumidification
equipment)
 Procedures used to verify maintenance of required conditions
 Results of measurements

3. DIR: Surface Conditions

 Surface assessments
 Initial condition of surface before cleaning and coating operations began
 Condition of existing coating
 Percentage of deterioration (per SSPC VIS 2)
 Adhesion test method used
 Results of adhesion testing

4. DIR: Surface Preparation

 Method(s) of surface preparation employed (e.g., solvent cleaning, dry or

wet abrasive blasting, waterjetting, power tool cleaning)
 Results of field tests required before surface preparation begins
 Lighting level achieved

5. DIR Surface Cleanliness and Surface Profile Measurement

 Specified surface profile range and measurements (including locations).

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 Field tests for soluble salts on prepared surface (and locations of testing),
including the methods of extraction and analysis employed (e.g., surface
extraction using Bresle patch and analysis using a conductivity meter)
 Results of field tests

6. DIR: Coating and Application

 Product information
 Primer type and batch number
 Stripe coat
 Intermediate coat type and batch number
 Finish coat type and batch number
 Application method
 Mixing method used
 Mix time
 Application start time
 Application stop time
 Temperature of coating at time of mixing
 Lighting level achieved

7. DIR: Hold Point Inspection Checklist

 Precleaning
 Cleaning method used (e.g., steam cleaning, solvent wipe with MEK,
etc.)
 Area inspected
 Date inspection performed

 Surface preparation
 Equipment check
 Containment check

 Post-surface preparation
 Measured surface profile
 Method of measurement used
 Location of measurements
 Number of measurements

 Pre-application
 Application
 Cure
 Post-application/application defects
 Post-cure/dry film thickness (DFT)
 Nonconformance/corrective actions follow-up
 Model, make, and serial number for all inspection equipment used
 Final inspection

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The inspector’s name and inspection date should appear on all of these forms.

Documentation Acknowledgement Forms are transmittal sheets that accompany

documents submitted to the contractor, inspector, QCS, and other project personnel.
A bonafide signature acknowledges the receipt of both initial documents and updates
of :

 Specifications
 Drawings
 Revisions
 Test results
 Correspondence
 Other reports

Quality Program Project Revision Logs provide a record of all revisions to the
project by listing:

 Document name
 Date
 Revision notes

Project Documentation Record Forms serve as a record of what documents the

contractor received when, including an official record to verify receipt by:

 Project
 Document name
 Who received it
 Date issued
 Recipient acknowledgement

 Contract Review Sheets allow contractors and inspectors to verify by signature

their review and understanding of the:

 Contract (requirements only)

 Specification
 Safety/training requirements
 QC/inspection plans
 Labor/equipment expense data
 Proposal and submittals

 Clarification Forms are used to explain and resolve any uncertainties about any
project requirements through:

 Item listing (e.g., specification, revisions, drawings, test results)

 Resolution for each item

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 Contractor and owner sign-off

Request for Deviation This form is used to request a deviation from the specification
when a requirement cannot be met or another viable option is available that would benefit
the project, whether it be cost, better technology or in some other way.

 DFT Measurement Worksheet Forms record the actual dry film thickness (DFT)
measurements of coating films:
 Location
 Spot measurements
 Calculation of thickness per area
 Gage calibration record

 Corrective Action Report (CAR) Forms describe what must be performed to

bring nonconformities into conformance with the project specification by listing:

 Time/location
 Name/company/title
 Description of nonconformance
 Referenced specification/procedure/standard
 Corrective action
 Discussion and recommendations
 Approval of corrective actions
 Follow-up
 Final approval

 Corrective Action Log is used to track each CAR and record the dates/sign-offs
of intermediate actions, including but not limited to:

 Identification of the problem being investigated (may not be obvious from the
nonconformity or customer complaint that triggered the CAR)
 Identification of the root cause
 Plan for elimination of the root cause
 Execution of the plan
 Results of follow-up to ensure elimination of the root cause

 Daily Work Log Forms are a record of the work performed each day and the
areas in which it was performed with commentary on:

 Surface preparation
 Coating Layers (primer/intermediate/finish coats)
 Equipment

 Photographic Records document all of the project photos taken by:

 Time

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 Location
 Purpose for acquiring the image

 Inspection Equipment Records are created for each piece of inspection

equipment used in project quality control to record:

 Calibration date and verification

 Who was issued the equipment
 Date issued and returned
 Condition/comments

 Calibration Forms document all inspection equipment requiring calibration:

 Type/Model
 Serial No.
 Date of calibration
 Calibration requirements
 Calibration performed by
 Date for next required calibration
 Standards used for calibration (type/model, serial #, etc)

 Inspection Equipment Issuance Sheets list the operation procedure and

calibration information for all equipment that an inspector is issued for the
purpose of monitoring quality:

 Environmental conditions
 Surface preparation
 Application
 Final inspection

 Inspection Equipment Project Calibration Verification Records are used when

the calibration of equipment must be verified by:

 Type/model/serial number
 Frequency of calibration
 Date and type of calibration
 Calibration due date

 Dry Film Thickness Gage Project Calibration Record Forms are specific to
verifying the accuracy of DFT gages in terms of:

 Frequency of accuracy verification and procedure

 Date
 QCS verifying accuracy
 Measurements

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A Completion Report Form is used by the contractor after the project is completed to
summarize the project with all pertinent information and is provided to the client/owner.

It is not the design of the form that is important, but rather what the form contains. Forms
should be designed to incorporate all relevant project information such as:

• all specific project requirements

• Direct requirements (from specifications)
• Indirect requirements (referenced documents and manufacturer’s product
data sheets)
• data needed to resolve unanticipated concerns

Well-designed forms are:

• easy for Quality Control (QC) personnel to understand and complete
• have sufficient space (or another form altogether) for additional comments for
items that are not addressed elsewhere on the form
• have sufficient space for the signatures of the QC inspector completing the form
and the supervisors and Quality Control Supervisor (QCS) or designee signing off
on the information

It is acceptable to create new forms based on templates used for previous projects but the
forms should be customized for each job as it is highly unlikely that any two contracts
will have identical requirements. This ensures that the forms in use contain all of the
necessary fields for entering evidence of specification conformity and data for resolution
of any problems that may arise.

Acceptance Criteria: In coatings work, each specific job requirement will have
acceptance criteria associated with it. The acceptance criteria should be shown on the
form next to the requirement with the maximum detail possible. There should be
acceptance criteria for each requirement, regardless of whether it is a direct requirement,
an indirect requirement, or a voluntary (internal) requirement. Acceptance criteria should
be quantifiable when feasible (e.g. apply prime coat at 2-4 mils DFT). Acceptance criteria
that are not easily reproduced on the inspection forms should be shown on a key that is
available to all interested parties on the project in order to allow anyone performing
quality assurance to easily evaluate the results of an inspection.

Before project work begins, the contractor’s QCS should carefully review all contract and
other industry technical requirements and then develop or customize the forms for a
given job.

Document Control

It is critical to have sufficient forms and records on hand to record the results of the
inspections. Specific items required to be documented may vary depending on the project
specification. Some projects will dictate the use of specific forms or approved standard
forms. The frequency of recording and reporting of all documented information should be

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determined and understood before the project begins. Forms should have their own
unique numbering systems, along with a filing system for efficient control. The
document control flow chart at the end of this report demonstrates how numbered forms
may be tracked by project managers, QCS, and inspectors.

It is recommended that each contractor develop appropriate record retention policies for
completed project forms in the event a warranty or workmanship question about a project
comes up long after the work is completed. Just like homeowner or car insurance, you
may never use it, but when you need it, you’re glad you have it.

Summary

Properly designed and completed quality management forms can result in:

• better organization
• increased productivity
• improved communications and better working relations between owners and
contractors
• less hassle about meeting specification requirements
• more efficient internal and external quality assurance audits
• easier resolution of premature coating deterioration problems
• quicker payment of invoices

The bottom line is a profitable job for the contractor and a facility owner satisfied that the
work paid for is what has been delivered. The smooth flow of documentation should
complement the smooth flow of work.

General Commentary

For the contractor documentation provides a written record of all the work completed
each day. If there is any question about meeting specification requirements in a timely
manner, documentation will confirm precisely what work has been done each day and the
total project progress. If contractor craft workers have difficulty in meeting specification
requirements, the documentation can provide useful information on how the work process
may be modified so that these requirements can be met. In summary, for the contractor,
well-prepared quality control forms:

• Document work checked by QC

• Ensure nonconforming work is noted, transferred to the rework log and repaired,
or disposed of per the engineer’s instructions
• Help management identify trends that help the contractor improve work
processes, identify training needs and equipment problems and ultimately reduce
costly rework, which improves profitability while delivering quality work to its
customers
• Provide a useful record in the case of disputes or coating failure

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• Speed up payment for conforming work completed

For the facility owner reviewing the documentation (Quality Assurance) of project work
provides the exact data on the quantity and quality of the work to date. The owner’s
contract administrator or project manager may either feel that work is proceeding well, or
that it is necessary to procure additional inspection data to determine whether the
specification requirements are being met.

For the inspector, well-prepared documentation forms provide the necessary guidance for
monitoring whether the work conforms to project specifications. Forms are a simple and
effective tool for documenting inspection work in an efficient manner without
overlooking any of the requirements.

Appendix: Forms Overview

This section provides further background on the forms described previously. Each form
serves a purpose, and all forms should work together to provide evidence of the quality of
the work performed and data for resolution of any problems that may arise.

DIRs

A new set of daily inspection report (DIR) forms is completed each day to record the
quality of work being done that day. For the DIRs to be effective, they must provide all
applicable data for that day’s work. The completed DIR is sent to the owner’s contract
administration group to keep them informed of the daily progress of the project. Data are
considered “applicable” when observations and tests are recorded that show whether the
work completed conformed to both expressed and implied project specific requirements.
Any fields on the form that are “not applicable” should indicate “NA” to demonstrate that
the field(s) was not inadvertently left empty. The contractor’s QC Inspector must ensure
that DIRs are properly completed and note any nonconforming work in a timely manner.
Be aware that deviations from project requirements are generally approved only by the
facility owner, and the submission process for deviations can be lengthy. Unauthorized
deviations must be reported as non-conforming work. Nonconforming work entries must
be transferred to the rework log so plans can be made to quickly repair the work in
accordance with repair procedures acceptable to the contractor’s QCS and the facility
owner’s engineer or Protective Coating Specialist (PCS).

Recording Information on DIRs

The DIRs are reviewed, signed and dated by the contractor’s QCS or his/her designee and
then typically forwarded to the Quality Assurance Supervisor, as required. This process is
used to assess conformance to specification requirements and to enhance good working
relationships among all parties involved in the project.

DIRs typically include extra lines, or an additional form altogether, for commentary on
any observations that are of value but are not covered elsewhere on the form. Although

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typically not required for conformity to specification requirements, comments on items

such as nozzle wear and blast nozzle pressures may be helpful in resolving difficulties in
conforming to specification. Also, identifying and correcting inefficient processes or
practices can improve productivity and help to maintain the project schedule.

Other items recorded on the DIR include supervisor’s name, crew member names, hours
worked (start and stop times), surface condition assessments, and information about
surface preparation, abrasive type/size, area prepared, cleanliness, pitting observed, and
profile measurement.

Some contractors also may want an area to affix the actual profile tape used to obtain the
profile readings, typically on the back of the form.

Recording the make, model, and serial number of inspection equipment used provides
traceability to inspection equipment calibration records. Dry film thickness (DFT) data,
lighting achieved, results of hold-point inspections, any non-conformities/corrective
actions taken, and application information are recorded. These and other items are
described in more detail below.

DIRs: Pre-Cleaning and Ambient Conditions

In the pre-cleaning section, the DIR should contain information regarding the grinding of
welds, laminations, and sharp edges on steel (if invoked by the contract documents), and
the removal of grease, oil, cutting compounds, soluble salts, and other contaminants. For
cementitious surfaces, it confirms the soundness of the concrete and other required
repairs.

The ambient conditions recorded on the DIRs indicate whether the conditions were
within the ranges dictated by the project specification and manufacturer’s product data
sheets. Cleaning or painting or coating cure outside the specified ranges may adversely
affect work quality and coating performance. Ambient conditions are measured in the
specific project area where the work is being done and taken at times required by the
specification. The conditions measured include air temperature in the working area;
surface temperature of the structure in the work area; relative humidity in work area; dew
point temperature; and wind velocity. This section of a DIR typically includes a comment
area to record general weather (light rain, overcast, sunny, etc.) and/or sudden changes in
prevailing conditions.

DIRs: Surface Preparation

Information in the surface preparation section of the DIR varies with the type of substrate
and surface preparation method. All surfaces cleaned for coating are usually inspected for
soluble salts, dust or other loose debris and grease or oil so these fields are common on
most DIRs. When developing forms, keep in mind that some important tests may not be
specified. The test for dust on abrasive blasted steel, for instance, is not often specified,

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but performing this (and numerous other) tests and mounting the tapes on white paper for
the record might go a long way in a subsequent dispute.

For steel surfaces, the DIR is used to record the level of cleanliness achieved after
abrasive blast cleaning. Other tests associated with abrasive blast cleaning include
conformance to an abrasive specification (SSPC-AB 1, AB 2 or AB 3); abrasive
contamination testing (ASTM D 7393 for oil contamination and ASTM D 4940 for
elevated conductivity); and blotter testing for compressed air cleanliness per ASTM D
4285. The results of all of these inspections should be recorded on the DIR, so it should
contain the appropriate fields to accommodate this information.

When cementitious surfaces are coated, the DIRs should be designed to include fields to
record the cleanliness level achieved; the degree of roughness achieved (per ICRI
Guideline 03732 or SSPC-SP 13/NACE No. 6); tests for moisture, including anhydrous
calcium chloride, in-situ relative humidity probes or the plastic sheet method; and the pH
of water in contact with the concrete surface.

DIRs: Coating Application

DIRs should also contain the necessary fields to document information about each
coating employed including mixing, thinning, and application. The information recorded
includes full identification (name, manufacturer, and batch number) of each product; the
ratio of components (as appropriate); mixing method, type and amount of reducer added;
induction period, pot life, recoat times; and the type of application equipment employed,
including the pump, gun, and tip size(s). Other data that may be recorded includes wet
film thickness and any observed application defects and/or repairs; curing conditions; and
dry film thickness measurements.

DIRs: Inspection Hold Points

In terms of the inspection hold points, the DIR indicates that the inspections took place
both before and after surface preparation and application. After application, the results of
hold point inspections for defects, DFT, and final inspection are recorded.

DIRs must include adequate space for the quality control inspector’s (QCI) signature and
date, and places for the quality control manager (QCS) to initial that the report has been
reviewed.

Other Supplemental Forms

Many other forms, as described below, can be used to supplement the DIR.

A paint inspection Documentation Acknowledgement Form provides a record that all

pertinent project documents, including specifications, drawings, and test results have
been received. These documents must be available for use by the contractor and workers,
since field clarification of specification requirements is often necessary.

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Receipt of all documents noted on this form is recorded in the project documentation log.
Whenever any updates to specifications and procedures are transmitted, these updates are
noted upon receipt and the changes recorded in the appropriate revision logs. It is
important that all changes are properly documented and the contractor has a copy of the
most current project requirements.

The Project Documentation Record Form is used by the contractor to indicate the
receipt of the documents related to the project by affected personnel. It includes the
project name, number and location, and contains fields to describe the document
received, its issuance date, and who received it.

The signatures of the contractor and inspector on the Contract Review Sheet indicate that
they have reviewed and are familiar with the requirements of the proposal and submittals,
the contract and specification, the inspection plan, and other items such as safety/training
and labor/equipment.

A Clarification (RFI) Form, commonly referred to as a request for information (RFI),

provides for an item-by-item explanation and resolution record of any uncertainties
concerning any aspect of project requirements. It is used to indicate that the owner and
contractor have the same understanding of specifications, revisions, test results, and other
project information.

A Request for Deviation (DFS) Form is necessary when the contactor requests a
deviation from the specification when an item cannot be met or another viable option is
available that would benefit the project in the contractor’s opinion, whether it be in terms
of cost, better technology, positive impact on the schedule or in some other manner.

The DFT Measurement Worksheet Form is used to record the actual dry film thickness
(DFT) measurements of coating films. Since DFT measurement with magnetic gages
according to SSPC-PA 2 is usually specified for coatings on steel surfaces, this form
should be designed to record five spot measurements for each test area. A place for
recording the average of these spot measurements should also be included. The number
of test areas will vary with the size of the structure being coated, so the form should be
able to accommodate readings for even very large structures. Information on the gage
manufacturer, model and type, and proof of calibration can be entered onto this same
form.

For coatings on cementitious surfaces, measurement according to SSPC-PA 9 with an

ultrasonic or destructive gage is normally specified on the form.

For coatings on cementitious surfaces, measurement may be performed according to

SSPC-PA 9 with an ultrasonic gage or according to ASTM D 4138 using a destructive
gage. The DFT Measurement Worksheet Form may need to be customized to
accommodate these types of measurements.

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Forms to Address Nonconforming Work

A Corrective Action Request (CAR) Form describes what steps need to be taken to bring
non-conforming items into conformance with the project specification. The entry on the
form should describe the nonconformity and provide a description of how the matter was
resolved. A history of the nonconformity should be documented, including:

• Initiation
• Distribution list
• Identification of the nonconformity and action taken
• Root cause analysis, including review of factors contributing to the
nonconformity
• System/procedural changes for preventing reoccurrence of the nonconformity
• Implementation plan for fixing the nonconformity
• Follow-up plan
• Response due date
• Closure

A Corrective Action Log is then used to track each CAR and record the dates/sign-offs of
intermediate actions, including but not limited to:

• Identification of the problem being investigated (may not be obvious from the
nonconformity or customer complaint that triggered the CAR
• Identification of the root cause
• Plan for elimination of the root cause
• Execution of the plan
• Results of follow-up to ensure elimination of the root cause

The Daily Work Log Form is used to create a written record of the day’s work and the
areas in which the work was performed. Another use for the Daily Work Log is to record
the VOCs emitted into the air from solvents and coatings. These records can also serve as
progress reports and may be used to support payment of invoices for partially completed
project work.

Information from the Daily Work Log is sometimes used in conjunction with DIRs, in
root cause analyses for CARs. The Rework Log (or functional equivalent) is used to track
all rework required for any reason, but most items listed will likely be direct transfers of
nonconforming work items from DIRs.

More Useful Project Forms

A Photographic Record Form enables the QCS to log all of the project photos taken and
the location and time at which they were taken. Photographs can supplement the written
descriptions recorded on other forms. The purpose for each photograph taken should also
be recorded.

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An Equipment Record Form lists the inspection equipment used to perform quality
control inspections.

The Calibration Form tracks all of the equipment requiring calibration and records when
the last calibration occurred.

An Inspection Equipment Issuance Sheet provides a record of the equipment being used
to inspect a project by make and model as well as the calibration date.

The Project Calibration Verification Record Form can supplement this by recording
when verification of gage accuracy is required during project work.

A separate Dry Film Thickness Gage Project Calibration Record Form is used to verify
the accuracy of coating thickness gages used. Verification of accuracy is typically done
before and after measurements are acquired and whenever unusual thickness values are
observed.

A Completion Report Form is used by the contractor after the project is completed to
summarize the project with all pertinent information and is provided to the client/owner.

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