Keys to Writing a Quality Inspection Report | NPI Franchise Blog


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Keys to Writing a Quality Inspection Report

 January 19, 2021 |  Business Tips, Inspection Tips, Franchise |  client satisfaction, time management, inspection industry

For potential buyers, an inspection report is a crucial part of the process, a sort of roadmap of the property that allows them to make a confident investment decision. That’s why it’s important to make sure you turn over a thorough, well-written report for your clients to review. As you write your inspection report, keep these techniques in mind to create the best experience for your clients.

Review Your Notes
Rushing anything tends to result in a less-than-polished look, and that applies to writing your reports. Especially when you’re just starting out, it’s important not to worry about hurrying through a property to get to your next inspection. Small typos and larger errors call into question your professionalism as an inspector. With enough practice, you’ll fine-tune your writing and hone your skill so that you’re able to complete reports more quickly. Making your report easy to follow will help your customers better understand their purchase and resolve any doubts they might have.

Get Acquainted With Your Software
Every inspection writing software is different and has its own unique features. As updates and changes are implemented, it’s essential that you get yourself acquainted with them. When using a tablet, it’s easy to click the wrong button and open the wrong window. Conduct a practice inspection, and play around with your software so you’ll be ready to go for the real deal.

Snap Away
Photos are fundamental in the inspection process for a few reasons. Attaching them and labeling them with your comments helps a client better understand what they’re looking at. Plus, proper photo documentation covers your bases in case an issue should pop up. Even if something isn’t completely visible at the time of the inspection, being able to produce a picture can help protect you from litigation. Be sure that your photos are clear and properly labeled so there’s no room for doubt.

Differentiate Accordingly
In an inspection report, it’s not only about what you say, but also how you say it. From makeshift DIYs to contractor mistakes, you’ll come across things that may be new to you. When you do, you’ll need to know how to label it from “unacceptable” to “needing further evaluation.” Passing something off as safe that isn’t can be dangerous, and flooding your report with warnings may cause the client to walk away and hurt your reputation with agents. If you ever find yourself in a situation like this, don’t hesitate to ask for help!

Simplify and Specify
As an inspector, you’re more than familiar with the technical language that can come with a home inspection. But when it comes to your customers, the majority of that jargon might go over their heads. Be detailed in your report and also break things down to help buyers understand better. The home-buying process is confusing and somewhat intimidating, but as a home inspector, you can guide your clients through the fog. Catering the report to the property and customer lets your skill and knowledge as an inspector shine through.

Taking some extra time and care to produce a high-quality, thorough report speaks volumes about you and your business. You’ll soon have better relationships with your agents, confident clients and more referrals.

Ready to start your home inspection business with National Property Inspections?
Visit for more information, or call 1-800-333-9807.

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