Nothing derails a productive testing day like getting a batch of reports rejected by the city. Each rejection means rework, re-submission, and potentially a return trip to the job site. After analyzing thousands of submissions across 500+ cities, we've identified the 10 most common report errors that trigger rejections — and how to prevent them.
Error #1: Incorrect or Missing Serial Numbers
The most frequent rejection reason is a serial number that doesn't match the city's records. Transcription errors, worn nameplates, and illegible handwriting all contribute. A single transposed digit means the city can't match your report to their device inventory.
How to Prevent It
Always verify the serial number on-site before beginning your test. Take a photo of the nameplate for reference. Use a camera-based serial number scanner when available — optical character recognition eliminates manual transcription errors entirely.
Error #2: Wrong Device Type Listed
Listing an RPZ when the installed device is a DCVA (or vice versa) is surprisingly common, especially when testers are rushing through multiple sites. This error invalidates the entire test because different devices have different test procedures.
Error #3: Missing or Incorrect Test Readings
Blank fields, readings outside physically possible ranges, or readings that don't correspond to the device type all trigger rejections. Some testers leave fields blank when a test valve doesn't apply to the installed device type, but cities interpret blank fields as incomplete reports.
How to Handle Non-Applicable Fields
When a test reading doesn't apply (e.g., relief valve reading on a DCVA), enter "N/A" or the city's preferred notation rather than leaving the field blank. Many cities have specific requirements for how non-applicable readings should be documented.
Error #4: Date Format Inconsistencies
Different cities accept different date formats. Submitting MM/DD/YYYY when the city expects YYYY-MM-DD (or vice versa) can cause automated systems to reject your report or record the wrong date.
Error #5: Expired Tester Certification
Submitting a report with an expired certification date — even by one day — invalidates the test in most jurisdictions. The test must be repeated by a currently certified tester. This error is entirely preventable with proper calendar management.
Stay on top of renewal deadlines with our certification renewal guide.
Error #6: Expired Gauge Calibration
Similar to certification, an expired gauge calibration date invalidates all tests performed after the expiration. Most certifying organizations require annual calibration with documentation from an approved calibration facility.
Error #7: Wrong City or Jurisdiction
Properties near city borders often cause confusion about which jurisdiction to submit to. A property with a Dallas mailing address might actually be in the City of Richardson's water service area. Submitting to the wrong city means your report never reaches the correct authority.
Error #8: Missing Signature
Both the tester's signature and, in some jurisdictions, the property owner's or manager's signature are required. Digital signatures are increasingly accepted, but some cities still require wet signatures on original documents.
Error #9: Incomplete Address Information
Reports without suite numbers, building identifiers, or specific device locations within a property can't be matched to the city's records. Large commercial properties may have dozens of devices — each needs a precise location description.
Error #10: Submitting to the Wrong Department
Some cities split backflow oversight between the water department and the building department. Submitting to the wrong department means your report sits in a queue that never gets processed, leading to compliance notices even though you submitted on time.
How FlowCert Eliminates These Errors
FlowCert's guided test wizard validates every field in real-time, auto-detects the correct city jurisdiction from the property address, and generates reports in the exact format each city requires. Digital signatures, camera-based serial number capture, and automatic certification/calibration tracking eliminate the most common human errors.
Learn more about report requirements in our complete report guide.
Conclusion
Report errors are expensive — in time, reputation, and sometimes in penalties. By understanding the most common mistakes and using tools that prevent them, testers can achieve near-zero rejection rates and spend more time testing, not fixing paperwork.
Frequently Asked Questions
What happens if a rejected report misses the submission deadline?
Most cities impose fines or compliance notices on the property owner when reports aren't submitted by the deadline. If the rejection is the tester's fault, you may be liable for any penalties and will likely lose the client's future business.
Can I correct and resubmit a rejected report?
In most cases, yes. Cities typically allow corrections and resubmission within a grace period. However, some errors (expired certification, wrong device tested) require a completely new test rather than a simple correction.
How does FlowCert prevent serial number errors?
FlowCert uses your phone's camera with optical character recognition (OCR) to scan the device nameplate and extract the serial number automatically. This eliminates manual transcription and catches formatting errors before submission.