Document Types Overview
Complete guide to TalkDoc's five document types and when to use each one
Last updated April 9, 2026
TalkDoc transforms spoken observations into five structured document types, each designed for specific field work scenarios. By selecting the right document type before speaking, you ensure your information is captured in the most useful format for your workflow.
The Five Document Types
1. Field Notes / Maintenance Log
Quick observations, equipment conditions, and maintenance actions. Use this for general documentation of what you observe and do in the field.
2. SOP / Work Instruction
Step-by-step procedures with tools, materials, PPE requirements, and quality checks. Use this to document how tasks should be performed.
3. Inspection Report
Systematic assessment of conditions with deficiency tracking and severity ratings. Use this when evaluating facilities, equipment, or systems.
4. Safety Checklist
Verification of safety requirements, PPE, and hazard identification. Use this to confirm compliance and document safety confirmation.
5. Incident / Accident Report
Detailed documentation of incidents from near misses to property damage. Use this to record what happened and identify root causes.
Quick Comparison
| Document Type | Best For | Key Focus | Severity Tracking | Structured Steps |
|---|---|---|---|---|
| Field Notes | General observations | What you see and do | No | No |
| SOP | Procedures | How to perform tasks | No | Yes |
| Inspection Report | Assessment | What’s wrong or right | Yes (minor/major/critical) | No |
| Safety Checklist | Compliance | Safety verification | Pass/Fail/N/A | No |
| Incident Report | Events | What happened and why | By incident type | No |
Choosing the Right Document Type
Use Field Notes when you need quick documentation of observations, equipment status, or general maintenance activities without a predefined structure.
Use SOP when you’re documenting procedures that should be followed consistently, with clear steps, required tools, and quality criteria.
Use Inspection Report when you’re systematically evaluating conditions and identifying deficiencies that require corrective actions.
Use Safety Checklist when you need to verify safety requirements, confirm PPE, and document hazard identification.
Use Incident Report when an unexpected event occurs that requires investigation and documentation of root causes and corrective actions.
Getting Started
Select your document type from TalkDoc’s main menu before you begin speaking. The app will guide you through the relevant fields for that type, ensuring all necessary information is captured for your specific use case.