Why survey reports get sent back
- Locations cannot be checked: a photo with no time, file or GPS position.
- Coverage is a single number: “100% surveyed” without showing which sections were reviewed.
- Severity is inconsistent: the same crack is “minor” in one section and “major” in the next.
- Required fields are missing: quantities without a method, or defects without a chainage.
- Revisions overwrite each other: the client cannot tell what changed since the last issue.
What the report should contain
| Section | What to include |
|---|---|
| Scope | Road or corridor, sections, directions, exclusions agreed with the client |
| Survey details | Dates, vehicle, camera, GPS source, weather and light |
| Method | Review speed, defect classification used, severity definitions, how quantities were estimated |
| Coverage statement | Travelled, usable footage, explicitly reviewed and confirmed, per section, plus a gap list |
| Findings register | ID, type, severity, GPS position and chainage, quantity and method, evidence frame, source file and time |
| Limits | GPS quality, unusable stretches, what the survey cannot measure |
| Revision & approval | Revision number, author, reviewer, issue date |
Use the defect classification and severity scale your client specifies, for example from the applicable Indian Roads Congress (IRC) guidance or the contract’s maintenance schedule, and say which one you used.
Make every finding traceable
The single biggest improvement is to save each defect with its evidence at the moment you see it. In RouteLens, Add finding from frame stores a frozen frame with the source file, source time and recorded GPS position, so a reviewer can open the exact video moment from the report months later. Export the findings register as CSV and GIS layers alongside the PDF so the client’s team can reuse the data.
Prove coverage section by section
Driving a section is not the same as reviewing it. Report coverage as separate states per section and include a resurvey list for missing or unusable stretches. Our coverage guide explains the four states.
Review, approve and issue
- Preflight: check for blockers such as findings without evidence or required fields.
- Generate the report from the saved findings; generating is not approving.
- Second review by a different person, who confirms every page was inspected.
- Issue with a receipt that records the exact files, people and decisions.
- Correct by revision: a later revision supersedes the earlier one, which stays in history.
Checklist before you send
- Scope, sections and exclusions match the work order
- Every finding has an ID, location, severity and an evidence frame
- Quantities state how they were estimated
- Coverage is shown per section with a gap list
- GPS limits and unusable stretches are stated
- A second person has reviewed every page
- Revision number and issue date are on the cover
Questions
What is a road condition survey report?
A document that records the condition of a defined stretch of road at a point in time: the scope, method, coverage, a register of defects with locations and evidence, limits and approval.
How do I prove a defect’s location in the report?
Store each defect with its GPS position, chainage where calibrated, source video file and time, and a frozen evidence frame. RouteLens keeps all of these together for every finding.
Should the report include raw data?
Yes. A finding register CSV and GIS layers that match the report let the client verify and reuse your work.
RouteLens is built by UGAC. Where this guide describes RouteLens behaviour, it reflects the release status published on 29 October 2026; see the product overview for what is verified.
