By Bud Coburn
Development of Reporting Software
Years ago, when computers were expensive to buy and difficult to operate, inspection reports were written by hand. As computers became simpler to operate and more affordable, inspection software began to appear on the market.
Today, using this software, an inspector can chose from a large number of organized boilerplate narratives that s/he can edit or add to in order to accommodate local conditions, since inspectors in a hot, humid city like Tampa Bay, Florida, are likely to find types of problems different from those found by inspectors in a cold, dry climate, like Salt Lake City, Utah.
Using narrative software and checking boxes in categories that represent the home systems, an inspector can produce a very detailed report in a relatively short time.
For example, using a checklist report, an inspector finding a number of inoperable lights in a home would check a box in the “INTERIOR” section labeled something like “some lights inoperable,” and that would be the limit of the information passed on to the client.
Using inspection software, in the “INTERIOR” section of the program, an inspector might check a box labeled “some lights inoperable.” This would cause the following narrative to appear in the “INTERIOR” section of the inspection report:
“Some light fixtures in the home appeared to be inoperable. The bulbs may be burned out, or a problem may exist with the fixtures, wiring or switches.If after the bulbs are replaced, these lights still fail to respond to the switch, this condition may represent a potential fire hazard, and the Inspector recommends that an evaluation and any necessary repairs be performed by a qualified electrical contractor.”
Standard disclaimers and other information can be pre-checked to automatically appear in each report.
Narratives typically consists of three parts:
- a description of a condition of concern;
- a sentence or paragraph describing how serious the condition is, and the potential ramifications, answering questions such as, “Is it now stable, or will the problem continue?” or “Will it burn down the house?” and “When?”; and
- a recommendation. Recommendations may be for specific actions to be taken, or for further evaluation, but they should address problems in such a way that the reader of the report will understand how to proceed.
“Typically” is a key word here. Some narratives may simply give the ampacity of the main electrical disconnect. There is no need for more than one sentence. Different inspectors would include what they think is necessary.
Inspection reports often begin with an informational section which gives general information about the home, such as the client’s name, the square footage, and the year the home was built.
Other information often listed outside the main body of the report, either near the beginning or near the end, are disclaimers, and sometimes a copy of the inspection agreement, and sometimes a copy of the Standards of Practice. A page showing the inspector’s professional credentials, designations, affiliations and memberships is also often included. And it is a good idea to include InterNACHI’s Now That You’ve Had a Home Inspection book.
Inspection reports often include a summary report listing major problems to ensure that important issues are not missed by the reader. It’s important that the reader be aware of safety issues or conditions which will be expensive to correct. With this in mind, some inspectors color-code report narratives, although many feel that color-coding exposes them to increased liability and don’t do this.
Software often gives inspectors the choice of including photographs in the main body of the report, near the narrative that describes them, or photographs may be grouped together toward the beginning or end of the report.
A table of contents is usually provided.
The main body of the report may be broken down into sections according to home systems, such as “ELECTRICAL,” “PLUMBING,” “HEATING,” etc., or it may be broken down by area of the home: “EXTERIOR,” “INTERIOR,” “KITCHEN,” “BEDROOMS,” etc.
It often depends on how the inspector likes to work.
Many inspectors have websites which include sample inspection reports for prospective clients to view. Take the time to look at them. Also often included is a page explaining the scope of the inspection. The inspection contract is usually included on the website, and it should give you a good idea of what will be included in the report.
In conclusion, for consumers to have realistic expectations about what information will be included in the home inspection report, follow these tips:
- read the Standards of Practice;
- read the Contract;
- view a sample Inspection Report; and
- talk with the inspector.