In This Guide
Why Inspection Comments Matter
A home inspection report is only useful if the client can understand it. Photos show what you saw, but comments explain the condition, the significance, and the recommended next step.
Good comments help three groups at once:
- Buyers understand which findings are routine and which deserve attention.
- Agents can quickly identify repair-request items without reading every sentence twice.
- Inspectors reduce confusion, callbacks, and disputes by writing consistently.
The goal is not to sound complicated. The goal is to be accurate, calm, and useful.
Practical rule: If a client reads the comment six months later without you standing next to them, they should still understand what was observed and what action was recommended.
A Simple Formula for Better Comments
The easiest way to improve inspection comments is to use the same structure every time. A reliable comment usually has four parts:
The OIRC Formula
Observation- What did you see?Implication- Why does it matter?Recommendation- What should happen next?Context- Where is it, how severe is it, or what photo supports it?
You do not need all four parts for every minor maintenance note. But for defects, safety concerns, moisture issues, electrical problems, roof problems, and structural concerns, this structure keeps the comment complete.
Example Formula
Observation: The GFCI outlet at the kitchen counter did not trip when tested.
Implication: This may reduce shock protection in an area where water is present.
Recommendation: Have a qualified electrician evaluate and repair as needed.
Context: See photo. Location: right side of sink.
Before and After Examples
Most weak comments are not wrong. They are just too vague. They leave the client asking, "Is this serious?" or "Who fixes this?" Better comments answer those questions without exaggerating.
Roof Comment
Roof has damage. Recommend repair.
Damaged and lifted shingles were observed on the rear roof slope. Damaged shingles can allow water intrusion and may worsen during wind or rain. Recommend evaluation and repair by a qualified roofing contractor.
Plumbing Comment
Leak under sink.
Active leaking was observed at the drain piping below the hall bathroom sink during testing. Leaks can damage cabinet materials and promote microbial growth if not corrected. Recommend repair by a qualified plumber.
Electrical Comment
Panel has double tap.
Two conductors were connected to a breaker designed for a single conductor in the main electrical panel. This can create a loose connection and overheating risk. Recommend correction by a qualified electrician.
HVAC Comment
AC not cooling well.
The air conditioning system produced a limited temperature differential during operation. This may indicate low refrigerant, restricted airflow, dirty coils, or other service needs. Recommend evaluation and servicing by a qualified HVAC contractor.
How to Write Recommendations
The recommendation is often the most important part of the comment. It tells the client what kind of action is reasonable.
Use Clear Action Words
- Repair when the condition is defective and needs correction.
- Replace when the component is missing, unsafe, damaged beyond normal repair, or at the end of serviceable condition.
- Evaluate when the exact cause or full extent cannot be determined during a visual inspection.
- Monitor when the condition is minor, inactive, or not currently causing visible damage.
- Maintain when normal service, cleaning, sealing, or adjustment is appropriate.
Be Careful With Absolutes
Avoid phrases like "must be replaced immediately" unless the condition clearly warrants that level of urgency. In many cases, better wording is:
- "Recommend evaluation and repair as needed."
- "Recommend correction by a qualified contractor."
- "Recommend further evaluation before closing."
- "Recommend monitoring and repair if leakage recurs."
Name the Right Trade
Clients often do not know who to call. Naming the trade makes the report more useful:
- Qualified electrician
- Qualified plumber
- Qualified HVAC contractor
- Qualified roofing contractor
- Qualified structural contractor or engineer
- Qualified pest/WDO specialist
Professional tone: Write like a neutral inspector, not a contractor trying to sell a job and not an alarmist trying to scare the buyer. Clear beats dramatic.
How to Pair Comments With Photos
Photos make comments easier to trust. But a photo by itself is not enough. The best reports connect each image to a clear finding.
Good Photo Captions Include:
- Location - "rear roof slope," "hall bathroom sink," "main electrical panel"
- Condition - "damaged shingle," "active leak," "double-tapped breaker"
- Direction or detail - "right side," "lower cabinet," "breaker 12"
Example Photo Caption
Weak: Problem under sink.
Better: Active leak at drain connection below hall bathroom sink.
If the report software lets you attach photos directly to a comment or subsection, use that structure. It keeps the report easier to scan and reduces the chance that a client misses the supporting image.
Write Faster Reports With Reusable Comments
Intra-spect helps home inspectors build professional PDF reports with custom templates, photo documentation, checkbox fields, narrative comments, and offline report writing.
Get Intra-spect on Google PlayBuilding a Home Inspection Comment Library
A comment library saves time, but only if it is written well. Do not build a library full of vague one-liners. Build comments that can be reused with small edits.
Start With Your Most Common Findings
- Missing GFCI protection
- Loose toilets
- Leaking sink drains
- Damaged shingles
- Clogged gutters
- Missing handrails
- Reverse polarity outlets
- HVAC service recommended
- Water heater TPR discharge pipe defects
- Caulking and grading concerns
Use Fill-In Blanks
Instead of writing a totally new comment each time, create reusable wording with blanks:
Template: "Evidence of moisture staining was observed at [location]. The area was [dry/damp/wet] at the time of inspection. Recommend [monitoring/further evaluation/repair] by [trade] as appropriate."
Keep Severity Levels Consistent
If your reports use categories like maintenance, defect, safety concern, or major concern, define those categories and use them consistently. Clients should not have to guess whether "recommend repair" is more urgent than "should be corrected."
Final Checklist for Better Comments
Before sending a report, skim your comments with this checklist:
- Does the comment say what was observed?
- Does it explain why the condition matters?
- Does it recommend a clear next step?
- Does it name the correct trade when needed?
- Is the location specific enough to find the issue later?
- Is the wording calm, objective, and defensible?
- Is the photo caption useful without the inspector explaining it?
- Could a buyer understand it without construction experience?
Better comments do not need to be long. They need to be specific. If you can consistently explain the condition, implication, recommendation, and location, your reports will feel more professional and your clients will have fewer questions.
Want faster report writing with custom templates and photo documentation?
Get Intra-spect on Google Play