Writing Reports Clients Actually Read
Proven formatting tricks that turn technical findings into referral-generating guidance
A modern inspection report has two jobs: help buyers and agents make fast, confident decisions and showcase your professionalism so they remember your name. Studies of claim files and customer surveys show that clear photos, concise language, and logical layout are the hallmarks of reports clients actually finish—and forward. (Palmtech Home Inspection Software, InspectorPro Insurance)
Start with a Decision-First Layout
- One-page summary at the very front. Use a traffic-light table (Red = Safety/Repair, Yellow = Monitor, Green = Informational). Buyers see priorities in seconds; agents see deal-killers early. InterNACHI allows this condensed approach as long as full details follow. (internachi.org)
- Clickable table of contents in HTML/PDF so users jump straight to plumbing or roof.
- CIR blocks—Condition ▶ Implication ▶ Recommendation—for every defect. This three-line formula keeps each note skimmable.
- Keep paragraphs to ≤ 90 words and use bullet lists whenever you have more than three items (exactly like this list).
Let Photos Tell (and Sell) the Story
“Clients look at pictures first; text only if the picture worries them.” – veteran inspector quoted by Palmtech (Palmtech Home Inspection Software)
- Context + close-up pair: Show the whole roof slope, then the cracked shingle.
- Annotations matter: Arrows, circles, or text boxes placed in a contrasting color; auto-annotation tools in Spectora Mobile speed this up. (support.spectora.com)
- Add a caption, not a novel: “Cracked asphalt shingle—active leak risk; roofer repair recommended.”
- Aim for 300–600 px images in the PDF; larger files bloat size and freeze agents’ phones.
- Limit to 3–6 photos per major defect; too many images dilute urgency.
Write in Plain Language (8th-Grade Readability)
| Instead of… | Use… |
|---|---|
| “Galvanic corrosion may precipitate progressive deterioration of the copper-alloy fitting.” | “The brass fitting is corroding and could leak.” |
| “It is incumbent upon qualified personnel to rectify.” | “Hire a licensed electrician to repair.” |
- Use active voice, short sentences, and one idea per sentence.
- Define unavoidable jargon in parentheses: “Kick-out flashing (the metal that directs water off siding) is missing.”
- Avoid predictions (“will fail soon”); state facts + potential outcome, per liability best practices. (InspectorPro Insurance)
Boost Usability with Micro-Formatting
- High-contrast fonts and 14 pt minimum body text—Spectora and other platforms now default to accessibility-friendly sizing. (Spectora)
- Section headers on every page so printed copies stay organized.
- White space around each defect block; dense walls of text trigger skim-and-skip behaviour.
- Hyper-links to code references or manufacturer recall pages for readers who want depth without cluttering the main body.
A Ready-Made Outline You Can Clone Today
Cover page → One-page summary (traffic light) → Table of contents → Roof → Exterior → Structure → Electrical → HVAC → Plumbing → Interior → Environmental findings → Maintenance tips → Glossary → End-of-report client resources.
Each system section repeats:
- Header (e.g., “Roof”)
- Photo pair + CIR block for every defect
- Bullet list of routine maintenance notes
- Optional cost range table if you provide estimates
Quick Implementation Checklist
- Activate the summary page in your reporting software.
- Pre-load CIR comment templates for your top 20 defects.
- Enable auto-annotation and practice adding one arrow + one caption per photo.
- Run your next report through a free readability checker; aim for Grade 8 or lower.
- Ask two agents to review the new format and note any friction—a fresh pair of eyes is the fastest way to refine.
Make it part of your Tenspect workflow
Tenspect users can embed this outline as a default template, auto-generate the traffic-light summary, and store reusable CIR comments in the comment library. Sharper reports mean happier clients—and more referrals landing in your inbox next week.
