Tips for Writing Effective Home Inspection Reports

by | Published on Nov 1, 2019 | Real Estate Transcription

Share this:

Recent reports indicate that home equity is soaring. In July, Forbes reported on a Core Logic survey which found that positive economic forces have brought about a recovery in home sales, construction, prices and home equity wealth. These trends will likely drive the demand for home inspection services. An important safeguard for buyers, inspections are performed to assess the condition of the property before the deal is closed. Digital transcription agencies help home inspectors document the audio recording of the inspections and deliver accurate and timely reports of the health and safety of the properties they examine.

Writing Effective Home Inspection Reports

A home inspection is an impartial visual examination of the physical structure and systems of a house, from the roof to the foundation. Home inspections are best performed by a qualified person such as a licensed builder, a surveyor, or an architect. These professionals have an eye for detail when it comes to properties and know what to look for.

 What a Home Inspection Report Should Include

 A good home inspection report is one that is detailed and well written, and leaves no room for misinterpretation. The customized report will describe defects in detail and include digital photos of the major problems. Here are some expert tips for writing a good home inspection report:

  • Provide detailed, relevant information about the home: Home inspection involves reviewing and writing about all the components in a home. Rather than a template format, the report should be customized and include details about the heating system, air conditioning system, interior plumbing and electrical systems, roof, attic, basement, walls, ceilings, floors, doors and windows, foundation, and structural elements. The type of property, its size and age, and its condition should determine the format and extent of detail in the report.
  • List and describe all major concerns: The significant defects of the property should be listed and summarized in order of priority. Providing a clear description of the concerns in the report will allow the buyer to negotiate the price with the seller.
  • Describe defects clearly: If visible leakage or any other defect is noted anywhere, mention it clearly. Any speculation about the cause, effect or implications of the damage can also be included.
  • Avoid use of jargon without an explanation: The wording in the report should be clearly understood by the client. If any jargon or technical terms are used, they should have an explanation. Header, joist, truss, swale, conductor, heat exchanger and polarity are examples of technicalities that may need to be explained to the layman (
  • Avoid using ambiguous terms: Some defects will not be noticeable in a simple visual inspection, such as concealed water damage in a bathroom or kitchen. If no defects are noted, experts advise that it is better not to comment. Avoid using terms like Satisfactory, Acceptable, or Adequate.
  • Include digital photos: Inspectors should take digital photos of major defects and include them in the report. Visuals are more effective than words to communicate a message.
  • Ensure consistency and check grammar and spelling: Include only as much detail as is necessary on every topic. Make sure that there are no grammar and spelling mistakes as such errors can convey an impression of carelessness, a trait that no home inspector would want to be associated with!
  • Include maintenance advice and safety improvement recommendations: Good home inspection reports will include maintenance recommendations as well as advice to improve safety.

 Importance of Audio Recording and Transcription

Home inspectors should dictate and record the inspections. Dictating will make it easier to conduct the inspection and move about the site easily. Recording the dictated report will ensure evidence of everything that was said at the inspection and minimize the inspector’s liability. It will also provide a way to explain matters better. Tips on using an audio recorder:

  • Make sure the batteries are fully charged between inspections
  • Always carry an extra memory card
  • Use the recorder for every inspection
  • Turn the recorder on when you reach site and keep it on till you leave
  • During the inspection make sure that the device is recording

Home inspectors can rely on professional audio transcription services to document the audio recordings. This will ensure solid proof of everything that took place during the inspection. Audio recording and transcripts can be also used for training and improving the way home inspections are conducted. A reliable real estate transcription service provider can ensure accurate and timely transcripts which can go a long way in producing neatly typed home inspection reports.

Related Posts