Exceptional Home Inspection Report Writing

• We think report writing in the home inspection industry is lacking in many areas

• Home inspection reports should not be defined by how many pages they are, or if the entire inspection can be put into a few “boiler plate” paragraphs

• Your client should be properly advised, not only on the condition of the property, but the proper action to take after the inspection

• Your home inspection report should be “Clientcentric” (yes, we made up that word)

• You should not be concerned about anyone other than your client regarding the inspection you are conducting and the report you are providing

What Makes a Home Inspection Report Exceptional?

That is a great question, and one we have obsessed for many years. Writing exceptional reports is not something we do, it is something we are obsessed with!

Remember this is a communication business. Clients may long forget what you say, however the report you provide will be referenced for years to come and may be viewed by many people. How will you and your company be viewed?

We have researched, viewed, and written thousands of home inspection reports. I am sure some of the information we found will surprise and assist you, so you too, can create eXceptional home inspection reports that protect your company.

What Makes a Home Inspection Report Exceptional?

How large should the report be?• Many individuals would like a home inspector to fit all

inspections into the smallest report possible, with just basic information

• We feel that the size of the report should be commensurate to the specific house

• Home inspectors should only be concerned with properly advising their client and ensuring their client understands the report and what action to take.

• We should not be concerned with offending anyone, or having our client take a little more time reading the report, as long as it is clear to them. After all, it is the largest investment they will ever make!

• Remember, people will long forget or misinterpret what you said during the inspection, however the report you provide will be referenced for a very long time

First Things First – What MUST be in a Home Inspection Report?

• Ensure you follow your local or national standards of practice and code of ethics

• Your report should be up to date with new products, recommendations, and language (when is the last time you updated your report with the latest products and defects)

• The report should be “branded” with your company information

First Things First – What MUST be in a Home Inspection Report?

• Table of contents (with direct links to the report sections for quick reference)

• Client information, including the inspection address and date

• All additional services (Radon, WDI, etc.) and exclusions

• Ensure your contract for home inspection is accurate and signed by your client (electronic signature is ok). We feel that the contract should be part of the inspection report. After all it is a legal document

What Type of Report?• This is a question that has been the topic of

many home inspector discussions• We do not recommend using checklist only

forms. Without detailed descriptions, there is too much left open to interpretation. Narrative reports are generally less confusing and ensure there is no confusion

• Electronic reports allow for easy picture insertion and additional information to be added to the report, including being directly delivered to your clients mailbox

If You Use a Summary Section….• Ensure your client FULLY understands

that the summary is only a snapshot of the report – absolutely NOT a substitute for the full home inspection report

Ensure you have clear language at the heading of your summary section outlining this.

• If possible, have links from the summary page directly to the body of the report, so your client can see the full report section the summary is referencing

Missed Areas• Just the mention of this makes home inspectors cringe!• If you miss a mandatory area, you are liable – period!• Make sure you have a system or method in place to ensure

you do not miss a “mandatory” area• Always review your report before sending it

• If you do miss an area or forget to put something in your report – immediately send an amended report to your client with language like this:

“After reviewing your home inspection report, I have made the following updates: (List the changes you made) Please use this report in place of the previous one”

Areas Unable to Inspect There will be areas, for some reason or

another, you will be unable to inspect• Be Specific – WHY were you unable to

view / inspect the area (a photo may also help)

• Example: snow covered, access denied, unsafe (state why),

• If denied access, state “per homeowner”, or “per tenant”, or “per Realtor”

Areas Unable to InspectWe hear the phrase “Unable to View” and

“Limited View” interchangedThese are completely different. Your report

should state…….• Limited View – “The inspector has a limited view of the area / system; conditions

reported on are based on areas able to be viewed only”

• Unable to View – “The inspector is unable to view the item or system”

Pictures• Adding too many pictures may confuse your client• We recommend adding pictures for major defects or for

areas that may be more difficult to describe• Ensure your pictures are properly labeled. Just an arrow or

circle will not be enough, your client may not know what they are looking at

• Include sample photos for client reference. This will help your client see how upgrades and repairs should be completed

• Photos of areas you were unable to access may protect you and “show” your client why you were unable to access it

• Include “technical” attachments for your client to reference. For example; “properly repairing aluminum wiring” or “adding insulation”

Clear Direction!• Detailed descriptions / graphics for all areas

inspected• Specific direction given for all conditions noted• Section, item headings, or introductions that put

the limits of a visual home inspection in perspective. Your client needs to understand the scope and limits of a home inspection

• Follow up information for your clients • What would you expect from a professional

report that you paid several hundred dollars for?

Clear Direction!

Many disputes derive from lack of clear direction

• Could anyone reading your report, fully understand what you are saying, and what action they need to take?

• Noting that an area was “inspected” or circling “symbols” indicating condition, may leave you open to litigation

Follow Up!• Within 24 hours after the report is sent to your

client, be sure to call them• Ask if they have any questions or need

clarification• Ask them if they would like to go over the report

with you• Ask them if they need any additional information

sent to them including technical papers, or reference sources

• Inform them to call you at any time if they need assistance with the home inspection report

What Will a Quality Home Inspection Report Do For You?

• Professionalism – This is how your company will be viewed with a quality state of the art reporting system. Does your report exude professionalism?

• Referrals – Clients will be proud to show your report to others

• Protection – We can’t stress this enough – a comprehensive report that puts a visual home inspection in perspective may help keep you out of court!

The Best Home Inspection Report Creator on the Planet