Home Inspection Report Writing www.qualityeducationgroup.com www.onlineCEhours.com 1-800-761-1698 © 2013 Quality Education Group, Inc June, 2013 revision
Group, Inc. Inc. QQuality ualityEducation Education Group, ©2013
Topics
Report Formats Report Language Creating Report Comments Pre-Set Comments Situational Comments Report Writing Tips Defect Ratings Quality Education Group, Inc.
You’ve finished the inspection…
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Report Writing
Report Writing
…now it’s time to put it all together.
The inspection report is the final product – the client relies on it to make critical decisions.
The report needs to be clear and concise…
…as an inspector, you should be aware that every statement you make (including verbal statements) will influence the client’s actions regarding the transaction. Quality Education Group, Inc.
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Remember that while both the home inspection and the report together are your product, only the report remains for the client to see…
…so it needs to be as good as you can get it…
…and while you do need to speak carefully at the inspection, it’s really what you include or forget to include in the inspection report that counts. Quality Education Group, Inc.
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Report Writing
Report Writing
If you omit an expensive or dangerous defect from the report, it won’t matter if you talked about it at the inspection…
…you may be held accountable.
Even if a defect is not expensive, you should always write the report as if your client wasn’t there (even if they were). Quality Education Group, Inc.
Æ Failure to mention a legitimate defect in the report Æ Failure to provide an explanation and/or direction to the client regarding a specific defect
Recommending the wrong trade is actually MUCH better than not providing any direction at all. Quality Education Group, Inc.
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Should recommend a structural engineer for cut trusses…
…but even if you recommend a carpenter, Quality Group, Inc. is aEducation problem later you’re probably OK if there
Two biggest issues that cost inspectors money:
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Wet stains in basement
Waterproofing contractor? Plumbing leaks? Floor drain backing up? Quality Education Group, Inc. Recommend somebody
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Slab-on-grade: mud in ductwork under floor
Report Formats
Not a heating problem, but recommending a heating contractor is better than not recommending anybody Quality Education Group, Inc. ©2013
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Inspection Report Styles
Pre-Printed Handwritten Reports
Report formats fall into three categories:
Æ Checklist: most items common to all houses are pre-listed, then “checked off” by the home inspector along with a hand written comment
Advantages: Low cost and low tech – better quality report formats are generally acceptable and have withstood the test of time.
Disadvantages:
Æ Narrative: the report is like a book, custom written for each inspection
Æ Cannot be customized to reflect your own style or language
Æ Combination: a hybrid of the checklist and narrative formats - most currently available reporting systems are combinations
Æ Are quickly declining in use
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Æ Difficult to include photos
Computer Generated Reports
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Computer Generated Reports
Advantages:
Software that allows you to build your own “canned” comments and include photos will produce the best report for both you and your client.
Pre-written comments:
Æ Better quality software is “easily” customized Æ Adaptable to individual inspection styles Æ Easy to include photos
Disadvantages:
Æ Give you speed and consistency Æ Eliminate the chance of forgetting a key phrase in a defect comment Æ Are a must for multi-inspector firms
Æ Higher upfront cost for hardware and software Æ Longer learning curve to be able to produce a report in a reasonable time (45 to 90 minutes, including photos) Quality Education Group, Inc.
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Common report formats
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Some inspectors produce and deliver a Quality Group, Inc. ©2013 computer generated report at Education the inspection
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Computer Generated Reports
If you have a computer report, consider using a hand-held format to “complete it as you go”…
… and use it at the job to review your findings with the client…
…if you’ve omitted something, you’ll discover that before you leave, and you’ll still be there to get the data. Quality Education Group, Inc.
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Report Format & Delivery
Report Format & Delivery
If you decide to change formats, you’ll need time (a month or more) to get new report writing software working the way you want before using it on a fee-paid inspection.
Practice in your home and in a friend’s house.
Using a computer report format on a hand-held device and including photos is strongly recommended (saves time, is a marketing tool, easier to review the report content with the client). Quality Education Group, Inc.
Many inspectors “fill in” the report on a tablet Quality Education Inc. ©2013 and insert photos later for next day Group, delivery
Current “state of the art” (2013): Æ Computer format on a tablet (with a built-in camera), filled in during the inspection with color photos in the body of the report Æ Final editing after the inspection Æ Uploaded to an FTP site for your client to download with an emailed password
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The report should be ready by 8:00 am the next morning at the latest. Quality Education Group, Inc.
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Report Format Sources
Type “home inspection report systems” into an internet search engine (Google).
You’ll find many options for desktop, laptop, handheld and tablet computer inspection report systems - at many different price points…
…and some include an office management package (inspection appointments and client databases).
Hand written reports are not recommended, but they are still available from a few sources. Quality Education Group, Inc.
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Report Language
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Report Language
Remember that home inspectors are paid for opinions only and cannot legally cause anything to be done.
Only the client can decide what corrections are made, if any.
Accordingly, there are certain words that should be avoided when writing a report. Quality Education Group, Inc.
Sure, this deck is a mess, but
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Words to Never Use in a Report
Needs or needed Necessary Required Only (as in “rotted only at the corner”) Must Has to be (as in “it has to be fixed”)
only the client can decide to have Group, it repaired Quality Education Inc.
Should Obligated Ought (as in “you ought to repair this”) Structurally sound* Problem* Code or Building Code* (as in “against code”)
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Not Structural Engineers
“Structurally sound” or “structurally stable”: Æ Very few home inspectors are structural engineers Æ Only a licensed structural engineer has the training, experience, and insurance to decide when something is “sound”
Using this phrase is foolish because it greatly increases your liability.
*Discussed in next five slides Quality Education Group, Inc.
Negative Perception
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Not Code Inspectors
“Problem”:
Home inspectors are not municipal inspectors and cannot enforce building codes…
Æ It’s a matter of perception – to most people, home defects are problems
…and codes are excluded in all Standards of Practice and most pre-inspection agreements.
You should never quote building codes in the inspection report.
You can’t know the differences of every building code in every municipality you inspect houses in.
But “problem” sounds very negative; it makes clients more nervous (and real estate agents naturally hate the word).
Alternatives: “condition”; “issue”; “observation”. Quality Education Group, Inc.
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Not Code Inspectors
Don’t ever use the word “code” in an inspection report.
Occasionally there are reasons to bring up a code issue with the client (such as the use of NM cable where conduit is required).
Suggested phrases:
A home inspector will not know all of these codes
Æ “not in conformance with local practice” Æ “may not comply with typically observed installation standards for this item” Quality Education Group, Inc.
Proper Report Language
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Proper Report Language Æ Recommend the item be monitored:
Proper language for home inspection reports:
“The roofing shingles appeared to be older, recommend monitoring the condition of the shingles for eventual deterioration”
Æ Recommended: “further evaluation and
correction is recommended” Æ Further evaluation (see above)
Æ Recommend checking with the current owner:
Æ Appeared to be: “the furnace appeared to be
short cycling at the time of inspection” Æ …at the time of the inspection (see above): some
operational glitches are sporadic Quality Education Group, Inc.
“Recommend monitoring of the crack over time - if it appears to change contact a qualified foundation contractor for further evaluation” Quality Education Group, Inc.
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“several ceiling stains were noted which were dry when tested, recommend checking with the current owner as to the cause of the stains” Quality Education Group, Inc.
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“…recommend checking with theEducation current owner…” Quality Group, Inc. ©2013
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Proper Report Language
Recommending checking with the current owner: Also appropriate when something is likely “OK”, but you don’t know the history of it (such as repairs to a structural component) Æ “Recommend checking with the current owner to find out who performed the repair to the basement wall, when it was done, and if there are any transferable warranties”
If the client can’t check with the current owner, they can get it reviewed by a qualified contractor. Quality Education Group, Inc.
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Proper Report Language
Recommend client check with the current owner Education Group, Inc. ©2013 and/or further evaluation by aQuality foundation contractor
Proper Report Language
Æ Would benefit:
Æ Nearing term replacement:
“The exterior painted surfaces would benefit from proper preparation and re-painting” Æ Typical: “The minor wall cracks were typical and may be patched as desired, but may re-occur due to normal seasonal changes” Æ Suggest or suggested: “monitoring of the cracking is suggested” Quality Education Group, Inc.
“The estimated age of the water heater suggests that it is nearing typical term replacement” Æ Beyond its expected lifespan:
“The estimated age of the furnace suggests that it is beyond its expected lifespan” Æ As expected for a home of this age:
“As expected for a home of this age, the floors have settled and are unlevel in some areas” Quality Education Group, Inc.
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Proper Report Language
Proper Report Language
Æ Apparently:
“the flashing at the chimney was apparently leaking at the time of the inspection”
“Further evaluation of the cracks by a qualified foundation contractor prior to closing is recommended”
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You can place more emphasis on a comment by adding “strongly”: Æ “Further evaluation of the cracks by a qualified foundation contractor prior to closing is strongly recommended”
Æ Prior to closing:
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Æ “The exposed wiring is a shock hazard and correction by a qualified electrician is strongly recommended” ©2013
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“…further evaluation and correction by a qualified carpenter is strongly recommended”
Proper Report Language
You can soften a comment by substituting “suggested” for “recommended”: Æ “Further evaluation of the notched joists by a qualified carpenter is suggested” Æ “The estimated age of the furnace indicates that it is beyond its expected lifespan. Budgeting for eventual replacement is suggested”
Quality Education Group, Inc.
Quality Education Group, Inc.
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Proper Report Language
Avoid technical jargon that nobody understands (or at least define it): Æ Instead of “balusters”, say “spindles” or
even “vertical rail pieces” Æ Instead of “fascia”, “soffit” or “eaves”,
say “roof overhang” Æ Instead of “service lateral”, say
“water main”
“…adjustment of the latch is suggested” Quality Education Group, Inc. ©2013
Quality Education Group, Inc.
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Report Language
Keep it simple and use as few words as possible: Æ “The vent connector pipe for the furnace had a bunch of holes in it that were rusted all the way through the metal wall of the pipe” says essentially the same thing as
Æ “The furnace vent connector had multiple holes from corrosion”
Holes in vent connector Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
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Report Language
Don’t report “exact” ages of equipment or roofing, unless you’re 100% certain - instead give a range: Æ “Estimated Age: 3 to 7 years old”
If you’re not sure, don’t guess - say: Æ “age not determined” or Æ “check with current owner”
Reporting ages is beyond the SOP. Quality Education Group, Inc.
You can be certain ofQuality thisEducation unit’sGroup, ageInc.
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Creating Report Comments
Creating Report Comments
A proper defect comment should usually contain three elements: Æ 1) A description of the defect Æ 2) A brief definition of what makes the item a defect Æ 3) A direction for the client to take (recommended course of action)
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Creating Report Comments
Creating Report Comments
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This is known as the 3-D method of reporting:
Describe, Define & Direct Quality Education Group, Inc.
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1) A description of the defect: “A double tapQuality wasEducation noted”. Group, Inc.
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Creating Report Comments
Creating Report Comments
2) A brief explanation (definition) of what makes the item a defect: “A double tap can result in loose wire connections and possible overheating”.
“A double tap, which can result in loose wire connections and possible overheating, was noted. Further evaluation by a qualified electrician is recommended”.
3) A recommended course of action (direction to the client): “Further evaluation by a qualified electrician is recommended”. Quality Education Group, Inc.
Should you write “qualified” or “licensed” when recommending further evaluation?
Many trades and professions are licensed in some states, but not others.
If you absolutely know that a trade requires a license in your area, then write it that way…
…otherwise, write “qualified”, so you’re not incorrect – it works in every circumstance, whether they’re licensed or not. Quality Education Group, Inc.
This tells the client everything they need to know about this defect. Quality Education Group, Inc.
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Creating Report Comments
Put the three parts together:
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Creating Report Comments
Most comments should be in the 3D format: Æ Describe the defect – what is the issue? Æ Define the defect – why is it an issue? What could happen or go wrong? Could someone get hurt? Æ Direct the client – what should they do? How does the defect get corrected? Quality Education Group, Inc.
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Creating Report Comments
Describe the defect:
stairs with unequal risers Group, Inc. Quality Education
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How many stairs had this defect? Just one.
With a computer report format, you should develop hundreds of pre-written comments that don’t always have to be “customized”…
…this is critical to save time (and not spend all night writing reports).
Most inspectors spend 45 to 90 minutes to complete a report, including photos. Quality Education Group, Inc.
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Creating Report Comments
So, to describe the defect at the stairs, say: “One or more of the stair risers were unequal to the others”.
This comment now works without spending extra time for customizing, whether there is one, two, three or more stairs with this same defect.
The comment is inserted into the report by just selecting and clicking…
…but we still need to define and direct. Quality Education Group, Inc.
Define the defect (why is it an issue?):
it’s a tripping (safety) hazard Quality Education Group, Inc.
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Creating Report Comments
So, to define the defect at the stairs, say: “This is a tripping (safety) hazard”.
This comment also works without spending extra time for customizing, because stairs with unequal risers are always tripping hazards.
…but we still need to direct.
Direct the client (what should they do?):
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Creating Report Comments
Creating Report Comments
Putting the three phrases together:
Æ “One or more of the stair risers were unequal to the others. This is a tripping (safety) hazard and correction by a qualified carpenter is recommended”
Quality Education Group, Inc. www.onlineCEhours.com
This comment can also be easily edited to indicate the location: Æ “One or more of the stair risers were unequal to the others. This is a tripping (safety) hazard & correction by a qualified carpenter is recommended: to the basement”
This completed defect comment now works in any house with this defect… …or it can be easily edited to delete “..or more..” and just say “One of the stair risers was…”. Quality Education Group, Inc.
correction by a qualified carpenter is recommended Quality Education Group, Inc. ©2013
…OR… Æ “One or more of the stair risers to the basement were unequal to the others. This is a tripping (safety) hazard and correction by a qualified carpenter is recommended” ©2013
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Creating Report Comments
The only way to correct the unequal stair riser would be to rebuild the entire set of stairs…
…and it’s unlikely that either the current owner or the client would want to do that.
But the defect has to be reported as a matter of safety and to minimize your liability.
Creating Report Comments
Æ “One or more of the stair risers were unequal to the others. This is a tripping (safety) hazard and further evaluation by a qualified carpenter is recommended” Æ “One or more of the stair risers were unequal to the others. This is a tripping hazard which may cause personal injury in certain circumstances, and caution is urged when using the stairway”
Home inspectors provide information – it’s up to the client to decide how to use that information. Quality Education Group, Inc.
Alternate comments for unequal stair risers:
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Creating Report Comments
To describe the defect at the toilet, say: “The toilet was cracked at the base and was also missing a bolt.”
To define the defect, say: “This may allow leaks and subsequent damage to the floor.”
To direct the client, say: “Correction by a licensed plumber is recommended.”
Describe the defect:
toilet base cracked and missing boltInc. Quality Education Group,
Creating Report Comments
Quality Education Group, Inc.
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Creating Report Comments
Put it all together:
Æ “The toilet was cracked at the base and was also missing a bolt. This may allow leaks and subsequent damage to the floor. Correction by a licensed plumber is recommended”
Æ “The toilet was missing a t-bolt at the base. This may allow leaks and subsequent damage to the floor. Correction by a licensed plumber is recommended”
Quality Education Group, Inc. www.onlineCEhours.com
Many inspectors would use two separate pre-written comments: Æ “The toilet was cracked at the base. This may allow leaks and subsequent damage to the floor. Correction by a licensed plumber is recommended”
The location might be indicated by the report format, or it can be added to the comment (“at the master bath”). Quality Education Group, Inc.
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But it’s easy to edit either comment. Quality Education Group, Inc.
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Creating Report Comments
To describe the defect at the joist, say: “A floor joist under the bathtub was over-notched…”.
To define the defect, say: “…which may affect the strength of the joist”.
To direct the client, say: “Further evaluation and correction by a qualified carpenter is recommended.”
Describe the defect:
Quality Education Group, Inc. over-notched joist
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Creating Report Comments
Put it all together: Æ “A floor joist under the bathtub was over notched, which may affect the strength of the joist. Further evaluation and correction by a qualified carpenter is recommended”
Perhaps you’d like to soften the comment…
Quality Education Group, Inc.
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…especially if the joist was notched many Quality yearsEducation ago Group, Inc.
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Creating Report Comments
To soften the comment: Æ “One or more floor joists in the basement were notched, which may affect their strength. Further evaluation by a qualified carpenter is suggested”
Describe the defect:
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loose receptacle and missing cover plate Quality Education Group, Inc.
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Creating Report Comments
A defect may seem simple to correct – and the client might even say they can fix it themselves…
…but you should always recommend correction by the proper qualified or licensed tradesperson.
This way, you’ve given the client good advice, and they can take it or leave it.
If the client tries to correct the loose outlet and they shock themselves, they can’t blame you – as long as you’ve made the right call. Quality Education Group, Inc.
Creating Report Comments
To report the defect at the receptacle, no matter what the client says, you must always say: Æ “An electrical receptacle was loose and was missing the cover plate. This is a shock hazard and correction by a qualified electrician is recommended”
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Creating Report Comments
You could have two pre-written comments (these are both common conditions): Æ “One or more electrical receptacles were loose. This is a shock hazard and correction by a qualified electrician is recommended” Æ “One or more electrical receptacles were missing the cover plate. This is a shock hazard and correction by a qualified electrician is recommended” Quality Education Group, Inc.
Failing paint is often a maintenance item as much as it is a “defect”… …and just about everybody would agree this house needs to be repainted (even if just for looks). So for the failing paint say: Æ “The exterior painted surfaces would benefit from proper preparation and re-painting by a qualified painter” It’s not in the 3D format, but it doesn’t need to be. Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
failing paint at siding Quality Education Group, Inc.
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Common Report Comment Mistakes
Creating Report Comments
Describe the defect:
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The comment identifies a defect but not its significance or meaning (does not define).
The comment understates the significance of a defect.
The comment fails to recommend further evaluation by a qualified professional (does not direct).
The inspection report fails to identify (or understates) a limitation which prevents a complete inspection of a component or area. Quality Education Group, Inc.
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Actual Report Comment
Actual report comment:
This comment from a real report identifies a defect but not its significance or meaning: Æ “When someone installed the electric garage door opener, they cut through and completely severed the collar tie”
It’s not in the 3D format: Æ Why is it a problem (define it)? Æ Who should be called (direct the client)? Æ Who corrects it, if necessary? Quality Education Group, Inc.
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Actual Report Comments
Actual Report Comments
Æ “In the kitchen, there are outlets within 6’ of the sink that are required to be GFCI protected”
Home inspectors cannot “require” anything.
The National Electric Code only requires changing to GFCI outlets when the device is changed (although local code may require them at closing).
Since 1996 NEC®, GFCI devices have been required at all kitchen counter receptacles.
Not everyone knows that this symbol ’ means feet. Quality Education Group, Inc.
Poorly written comments from real reports (none are in the 3D format): Æ “Northwest room on first floor has ungrounded outlets.” Is that bad? Should anything be done? Æ “Insulate freon line.” Why? Who does that? What is “freon”? Æ “Deck has not been bolted to the house, it has been nailed. This is a safety hazard.” OK, but how is that fixed and who fixes it? Quality Education Group, Inc.
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Actual Report Comments
“In the kitchen, there are outlets within 6’ of the Quality Education Group, Inc. ©2013 sink that are required to be GFCI protected”
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Actual report comment:
Poorly written comments from real reports (none are in the 3D format): Æ “Both chimneys have cracked caps.” That doesn’t sound good, but why are these bad and who fixes them? Æ “Windows have holes for muntins. There were none to be found in home.” What’s a muntin? Are they necessary? Was the entire home and garage searched for them? Who installs them? Quality Education Group, Inc.
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“The asphalt driveway has several cracks that will need to be filled with an approved sealant to prevent Quality Education Group, Inc. ©2013 damage from freezing moisture…”
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Actual Report Comments
Actual Report Comment
Æ “The asphalt driveway has several cracks that will need to be filled with an approved sealant to prevent damage from freezing moisture…”
Poorly written comment: poor and confusing language used.
Home inspectors should not say “need” - inspectors can only recommend action.
And what is an approved sealant? Who approves it? Quality Education Group, Inc.
Poorly written comment from real report (poor language used): Æ “No less than two circuit breakers were too big for the wires. This is dangerous and they must be fixed by an electrician” Why is this dangerous? And the word “must” should not be used. Home inspectors cannot force anything to be corrected. Inspectors can only recommend action (or strongly recommend). Quality Education Group, Inc.
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Actual Report Comment
Actual report comment:
Æ “The front porch is damaged from moisture absorption. The design is going to retain water. You should remove the treads and install an electric snow melt system, then reassemble the stairs”
“The front porch is damaged from moisture absorption. The design is going to retain water. You should remove the treads and install an electric snow melt system, Education Group, Inc. ©2013 then reassemble Quality the stairs”
Poorly written comment: not in 3D format, poor language, bad assumptions. Is the porch/stairs really “damaged”? (actually, the treads appear to be recently replaced) Where do you get an electric snow melt system? And the client should do the work? Quality Education Group, Inc.
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Actual Report Comment
Restricted view under porch
Actual report comment:
Æ “The porch was in good overall condition from what I could see”
“The porch was in good overall Education Group, Inc. condition from whatQuality I could see”
Quality Education Group, Inc. www.onlineCEhours.com
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The inspection report fails to identify a limitation which prevents a complete inspection of a component or area (the area under the porch).
Using the phrase “from what I could see” does not document the fact that he did not get under the porch…
…and saw very little of the porch structure (this picture was not part of the report). Quality Education Group, Inc.
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Creating Report Comments
There is no single “correct” way to write a report comment…
…as long as it is in the 3D format.
Report comments should always reflect your individual style as an inspector…
…and they should be easy for the client to understand. Quality Education Group, Inc.
Pre-Set Comments
Pre-Set Comments
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Pre-Set Comments: Exterior
Computer report systems usually allow you to include pre-set comments that will automatically print on every report you do.
Comments for every Exterior page: Æ “Defects may be hidden behind dense foliage, vines, snow, stored items, debris or finishes and can not be included with this inspection”
This is valuable for two reasons:
Æ “Defects may be found when repairs are made to items listed in this report or when remodeling is done on the exterior. We cannot be held responsible for any defects which were hidden at the time of the inspection”
Æ To provide the client with routine maintenance information or other home tips Æ To minimize your liability from common inspection situations Quality Education Group, Inc.
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Quality Education Group, Inc.
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Pre-Set Comments: Roof
Comment for every Roof page: Æ “This inspection is based on what was visible and accessible at the time of the inspection and is not a warranty of the roof system or how long it will be watertight in the future”
Be sure to support pre-set comments Education Group, Inc. with photos whenQuality appropriate
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Note that this pre-set comment requires you to separately document roof areas that were not inspected (snow, shed dormers, etc.). Quality Education Group, Inc.
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Pre-Set Comments: Roof
Comment for every Roof page: Æ “Many leaks occur only under conditions of prolonged rain, and these conditions may not be present at the time of the inspection. Clients are encouraged to ask the current owner about the presence of any roof leaks”
This comment should be supported by reporting on any stains noted in the attic. Quality Education Group, Inc.
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Pre-Set Comments: Plumbing
Pre-Set Comments: Plumbing
Comments for every Plumbing page:
Æ “Plumbing leaks might not appear during the inspection if the home is vacant due to lack of normal, repeated usage, but may only appear after the home is occupied. We cannot be held responsible for these”
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Pre-Set Comments: Heating
Comment for every Plumbing page: Æ “The condition of underground drainage and waste piping cannot be determined by this inspection. We strongly recommend that THE CLIENT MAKE AN INQUIRY WITH THE CURRENT OWNER AS TO THE CONDITION OF UNDERGROUND DRAINAGE AND WASTE PIPING AND IF THERE IS ANY HISTORY OF SEWAGE BACK-UPS INTO THE HOUSE”
Æ “Supply and drainage piping is observed in exposed areas only. The condition of hidden piping within walls cannot be determined as a part of this inspection” Quality Education Group, Inc.
Include this photo in your report, even if the Quality Education Group, Inc. stains were dry and the roof/flashing looked new©2013
Quality Education Group, Inc.
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Heat exchanger imaging: way beyond the SOP
Comments for every Heating page: Æ “All heating equipment should be serviced every year by a qualified heating technician” Æ “Proper operation of all heating units should be verified prior to closing” Æ “A conclusive evaluation of a furnace or boiler heat exchanger requires dismantling of the unit, including burner removal, and is beyond the scope of this inspection. We do not report on, and are not responsible for heat exchangers” Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
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Pre-Set Comments: Fireplaces
Comments for every Fireplace page:
Pre-Set Comments: Fireplaces
Æ “If fireplaces or solid fuel burning stoves were present, the majority of the chimneys cannot be seen, and only visible and readily accessible portions of the fireplaces or stoves have been reviewed. Flue defects may exist that can only be discovered through an NFPA Level II chimney inspection performed by a qualified chimney sweep”
Æ “All fireplaces and chimneys (if present) should be cleaned and inspected annually by a qualified chimney sweep” Æ “Manually lit gas fireplaces are not operated as a part of this inspection”
Quality Education Group, Inc.
Comment for every Fireplace page:
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Pre-Set Comments: Foundation
Chimney video inspection system
Comments for every Foundation page: Æ “Only the readily visible portions of the foundation and structure were observed. Foundation surfaces hidden behind finishes cannot be observed by the inspector. Defects may be present at hidden foundation areas that could allow water infiltration or may have been caused by structural movement” Æ “Some foundation cracking is typical of settlement and/or shrinkage and does not usually indicate a structural deficiency”
Quality Education Group, Inc.
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Quality Education Group, Inc.
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Pre-Set Comments: Foundation
Comment for every Foundation page:
Situational Comments
Æ “Every crack or opening in the foundation wall (or floor) is a potential source for moisture entry. We strongly recommend that THE CLIENT MAKE AN INQUIRY WITH THE CURRENT OWNER AS TO WHETHER THERE HAS EVER BEEN ANY MOISTURE, SEEPAGE OR FLOODING INTO THE HOUSE OR FOUNDATION” Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
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Quality Education Group, Inc.
©2013
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Situational Comments ???
You should have a series of pre-written comments to cover “regularly seen” items that you might want to include in the report…
…either to provide guidance to the client or to minimize your liability (or both).
These items are not necessarily defects, and some are excluded from the Standards of Practice. Quality Education Group, Inc.
©2013
Situational Comments
If you didn’t walk this roof, you don’t know Quality Education Inc. anything about the roof on the shedGroup, dormer
©2013
Situational Comments
Pre-written comment for “Roof Areas not Visible”:
Æ “The roof was viewed from the ground. One or more areas of the roof (shed dormer) were not visible and no comments can be made regarding the condition of these areas. Recommend checking with the current owner as to the condition of the roof.”
Æ “The roof was viewed from the ground. One or more areas of the roof were not visible and no comments can be made regarding the condition of these areas. Recommend checking with the current owner as to the condition of the roof.”
To customize the comment, insert “shed dormer” or add it at the end… Quality Education Group, Inc.
…inserted into the comment:
©2013
The grammar isn’t perfect, but it works without much editing… Quality Education Group, Inc.
©2013
Typical radon mitigation system Quality Education Group, Inc.
©2013
Situational Comments
…or inserted at the end of the comment: Æ “The roof was viewed from the ground. One or more portions of the roof were not visible and no comments can be made regarding the condition of these portions. Recommend checking with the current owner as to the condition of the roof (at the shed dormer).”
Not as clear as inserting it into the comment, but some inspectors say this is faster. Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
©2013
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Situational Comments
If you offer radon testing, adding this pre-written comment adds liability protection: Æ “A radon mitigation system was observed. These are usually installed to reduce radon levels in the home, and the proper function of this system can only be verified by radon testing. Additionally, the US Environmental Protection Agency recommends that all radon removal systems be tested every 2 years”
If you don’t offer radon testing, you might use this comment simply for good customer service. Quality Education Group, Inc.
Situational Comments
For a vacant house with the water shut off:
The appliances can be removed as desired. Quality Education Group, Inc.
For a vacant house with the gas/propane shut off: Æ “The main fuel supply for the house was shut off at the time of the inspection. Accordingly, the following could not be observed or inspected: function of any combustion appliances present (including furnaces, boilers, space heaters, water heaters, kitchen stoves, ovens, clothes dryers), presence of gas/propane leaks at appliances or exposed piping”
The kitchen/laundry appliances can be removed as desired. Quality Education Group, Inc.
©2013
Situational Comments
©2013
Situational Comments
Æ “The main water supply for the house was shut off at the time of the inspection. Accordingly, the following could not be observed or inspected: water flow, water pressure, drainage, function of fixtures and faucets, leaks at exposed supply and waste piping, leaks at fixtures or faucets, function of water heater, function of clothes washers and dishwashers, function of refrigerator ice and water dispensers, and function of disposals”
Vacant house Quality Education Group, Inc.
©2013
©2013
Situational Comments
For a vacant house with the electricity shut off:
Æ “The main electrical supply for the house was shut off at the time of the inspection. Accordingly, the following could not be observed or inspected: function of any electric appliances present (including furnaces, space heaters, air conditioning, water heaters, kitchen stoves, ovens, clothes dryers, clothes washers, refrigerators, dishwashers, disposals, whirlpool tubs, exhaust fans, sump pumps, ejector pumps, well pumps), function of any electrical devices (switches, lighting, receptacles, AFCI/GFCI devices)”
Additionally, for a vacant houses with water, fuel or electricity shut off, all of the affected items individually listed in your report will each have to be marked as “unable to inspect for function”.
This includes toilets, sinks, tubs, faucets, furnaces, boilers, air conditioning, switches, lights, receptacles, water heaters, space heaters, sump pumps, ejector pumps and kitchen appliances.
Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
©2013
Quality Education Group, Inc.
©2013
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“unable to inspect for function”
Education Group, Inc. You still have to inspect Quality for visible defects
©2013
Situational Comments
Exterior condenser/compressor units for townhouses and apartment style condominiums are often difficult to identify…
…they are not usually labeled, so use every clue you have to identify your clients’ equipment.
If you’re not sure, report it as “unable to identify, recommend checking with the current owner and/or further evaluation by a qualified heating contractor”.
Condo air conditioning: which one is your client’s? Quality Education Group, Inc. ©2013
Quality Education Group, Inc.
©2013
Situational Comments
There are two brands of electrical service panels that are well documented to be fire hazards: Æ Federal Pacific Electric (FPE) “Stab-lok” Æ Zinsco
Condo compressors may also be on a flat roof, sometimes inaccessible: “the unit was not accessible, Education Group, Inc. recommend checking with Quality the current owner…”
Quality Education Group, Inc. www.onlineCEhours.com
©2013
Both of these have caused many electrical fires in houses all over the United States. Whenever you encounter one of these, we strongly recommend that you do NOT remove the cover. Quality Education Group, Inc.
©2013
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Zinsco: 50/60’s era houses Multi-colored breaker handles
Federal Pacific Electric (FPE) –
Stab-lok panels from Quality the ‘60s Education &Group, ‘70sInc.
©2013
Situational Comments
Situational Comments
For either FPE Stab-lok or Zinsco panels, use this pre-written comment: Æ “The panel was a FPE Stab-lok or Zinsco which is well documented to have a high rate of failure and is a fire hazard. Further evaluation by a qualified electrician is strongly recommended. For further information on these panels, please type “zinsco or federal pacific electric” into an internet search engine”
For either FPE Stab-lok or Zinsco panels, also use this pre-written comment: Æ “The panel was a FPE Stab-lok or Zinsco which is known to have loose circuit breakers that can shift or fall out of the enclosure. The cover was not removed during the inspection and no comments can be made on the interior components. Further evaluation by a qualified electrician is strongly recommended.
Just delete the panel that does not apply.
Just delete the panel that does not apply. Quality Education Group, Inc.
Quality Education Group, Inc.
©2013
©2013
Situational Comments
All 3 national SOP (not Wisconsin) require you to report solid aluminum wiring whether it’s damaged or not – reporting is required by law in several states: Æ “Solid aluminum branch circuit wiring was observed in the electrical panel(s). It was installed primarily from the mid-1960’s to mid-1970’s and is a possible fire hazard (it has a higher rate of overheating than the more common copper wiring). Further evaluation by a qualified electrician is strongly recommended”
Solid aluminum branch circuit wiring
Quality Education Group, Inc. www.onlineCEhours.com
Quality Education Group, Inc.
©2013
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Damp basement (note furniture on Group, bricks) Quality Education Inc. ©2013
Damp basement, efflorescence possible mold Qualityand Education Group, Inc. ©2013
For most basements, use this comment: “The use of a dehumidifier is suggested: the US EPA recommends keeping indoor humidity levels below 60% to inhibit mold growth”
Quality Education Group, Inc.
©2013
Ventless gas space heaters: cannot be in a bedroom, bathroom or other confined space and are banned in Canada & several states
Situational Comments
When inspecting a ventless gas space heater, include this comment in your report: Æ “A ventless gas space heater was present, which vents combustion products directly into the living space. These units are not designed to be a primary source of heat: installation and operation in complete accordance with the manufacturer’s requirements is strongly recommended” Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
©2013
Ventless gas fireplace
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Situational Comments
When inspecting a ventless fireplace, include this comment in your report: Æ “A ventless gas fireplace was present, which vents combustion products directly into the living space. These units are not designed to be a primary source of heat: installation and operation in complete accordance with the manufacturer’s requirements is strongly recommended.” Quality Education Group, Inc.
©2013
Quality Education Group, Inc. Wood burning stove
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Situational Comments
When inspecting a wood stove, include this comment in your report: Æ “A wood stove was present, which operates at high temperatures: installation and operation in complete accordance with the manufacturer’s instructions is strongly recommended. Be sure to keep children well away from the stove when in use. We also recommend cleaning and inspection of all wood stoves by a qualified chimney sweep prior to the start of each heating season” Quality Education Group, Inc.
©2013
Situational Comments
Older home, mature trees, oldEducation clay tile sewer Quality Group, Inc. ©2013
Televising may save the client future aggravation
When inspecting a home with an older sewer and/or mature trees, you might choose to include this comment in your report: Æ “The underground portions of the waste piping are not included with this inspection. Older sewers can be cracked, collapsed and/or clogged with tree roots, and these conditions may not be apparent during the home inspection. Televising of the sewer by a licensed plumber prior to closing is suggested” Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
©2013
Quality Education Group, Inc.
©2013
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Situational Comments
Radiator for a steam, gravity Qualityboiler Education Group, Inc. or older circulated
When inspecting a steam, gravity or older circulated boiler in warm weather, include this comment in your report: Æ “Proper operation of the radiators could not be verified because the inspection was conducted in warm weather and the boiler was not operated long enough to deliver heat. Recommend checking with the current owner or making arrangements to operate the boiler for a longer period prior to closing” Quality Education Group, Inc.
©2013
©2013
Situational Comments
When inspecting a home with trees, shrubs or other plants growing nearby, include this comment in your report: Æ Trees, shrubs and/or other plants were growing near the house. Keeping all vegetation at least 12 inches away from the house is recommend to help prevent moisture and insect damage to the home. Removing any tree branches hanging over the house is also recommended to help maintain the roof
Quality Education Group, Inc. Vegetation at the house
Quality Education Group, Inc.
©2013
©2013
Situational Comments
EIFS
Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
©2013
Barrier EIFS has been banned from residential use by many national and local building codes.
“Drainable” EIFS was introduced to address these problems, but also has moisture retention issues.
There have been several class action lawsuits regarding both barrier EIFS as well as the newer drainable EIFS. Quality Education Group, Inc.
©2013
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Situational Comments
Always recommend in the report that the client obtain a separate EIFS inspection. Æ “The exterior of home had an Exterior Insulation and Finish System. This type of siding is well known to have moisture retention issues which may lead to mold and rotted wood. A separate EIFS inspection is strongly recommended. For further information on EIFS, please type “eifs problems” into an internet search engine” Quality Education Group, Inc.
©2013
Qualitywith Education Inc. ©2013 Personal possessions interfering theGroup, inspection
Situational Comments
Electrical panel is back here
Anything blocked from inspection should be documented on your report (including a photo). Æ “The fill-in-the-blank was blocked/covered by personal possessions and/or stored items at the time of the inspection and could not be observed. No comments can be made about the condition of this item. Having this item reviewed by a qualified professional after the items are moved and prior to closing is recommended”
This comment protects both you and your client. Quality Education Group, Inc.
©2013
“The electrical panel was blocked by stored items at Inc. ©2013 the time of the inspection andQuality couldEducation not beGroup, observed”
Situational Comments This bathtub will be very awkward to use ÆÆÆ it may seem obvious, but don’t assume
Anything permanently installed item that will be difficult or awkward to use, operate or maintain should be reported (including a photo). Æ “The fill-in-the-blank was installed in a way that makes typical use or operation difficult or awkward. Further evaluation by a qualified professional is suggested.
your client knows it
This comment protects you and is good customer service for your client (and avoids code references). Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
©2013
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“The toilet was installed in a way that makes typical use or operation difficult…”
Situational Comments
Reporting on things you didn’t do is just as important as things you did do.
If the roof was covered with snow, then say so: Æ “The roof was covered with snow at the time of the inspection and could not be observed. Recommend observing the roof after the snow has melted and prior to closing”
Quality Education Group, Inc.
This comment protects both you and your client. Quality Education Group, Inc.
©2013
©2013
Situational Comments
If the house was covered with vines, then say so: Æ “Areas of the siding were covered with vines at the time of the inspection and could not be observed. No comments can be offered about the condition of the siding at these areas. We suggest checking with the current owner and/or removing the vines prior to closing”
Don’t assume your client will remember the roof was Education Group, ©2013 covered with snow: it must beQuality reported (with a Inc. photo)
This comment protects both you and your client. Quality Education Group, Inc.
©2013
Covered with vines
“Areas of the siding were covered with vines at the Quality not Education Inc. ©2013 time of the inspection and could be Group, observed”
Quality Education Group, Inc. www.onlineCEhours.com
“Areas of the siding were covered with vines at the Quality not Education Inc. ©2013 time of the inspection and could be Group, observed”
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Report Writing Tips
Æ Write what you say, and say what you write
Report Writing Tips
Quality Education Group, Inc.
When writing the inspection report, always:
You should be willing to put nearly anything you’ve told the client at the inspection into the report…
…and anything you’ve written in the report you should be willing to say face-to-face to your client, the current owner, or anyone else. Quality Education Group, Inc.
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©2013
Report Writing Tips
Minor Details: Æ Probably best not to overwhelm the client with a long list of minor issues (but you do have to report on what you see)
Cosmetic Issues: Æ Inspectors usually do not comment on cosmetic issues (stains, old carpeting, loose wallpaper, dirty surfaces, etc.) Quality Education Group, Inc.
…but you should comment on damaged carpeting which could be a tripping hazard
Most inspectors typically do not Group, Inc. comment on carpeting,Quality evenEducation if stained…
©2013
©2013
Report Writing Tips
Wall framing: Æ Wisconsin SOP require you to observe and describe the condition of all walls. Æ ASHI SOP require you to inspect the framing and describe the wall structure. Æ NAHI SOP require you to observe the visible condition of the surfaces of walls relative to structural integrity. Æ iNACHI SOP require you to inspect structural components. Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
©2013
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Report Writing Tips
Many report systems are set-up to require the inspector to indicate the “Wall Framing”, and most inspectors just report it as “wood” or “wood frame”…
…problem is, you generally don’t see any part of the wall structure during a home inspection…
…so if you say “wood frame” on your report, you’re just assuming what the wall structure is.
It’s safer and more accurate to report the wall structure as: “not observed, covered with finishes” Quality Education Group, Inc.
©2013
Walls are SIPs: (structural insulated panels)
Report Writing Tips
Vapor barriers: Æ Wisconsin SOP say nothing regarding vapor barriers. Æ ASHI SOP require you to inspect and describe vapor retarders in unfinished spaces. Æ NAHI SOP say nothing regarding vapor barriers. Æ iNACHI SOP do not require inspecting or describing vapor retarders.
Walls are ICFs: (insulated concrete forms)
Quality Education Group, Inc.
Can’t see the vapor barrier without moving the insulation
Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
©2013
Report Writing Tips
©2013
ASHI SOP exclude disturbing insulation…
while Wisconsin does not, but most inspectors do not dig around looking for a vapor barrier, & if you did…
…you wouldn’t know if it was present everywhere under the insulation.
Many inspectors report vapor barriers as “not observed”, but this implies they were not present.
Better to report as “unable to verify”. Quality Education Group, Inc.
©2013
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Report Writing Tips
You should always report on items that are part of the SOP but were not inspected, along with a reason why: Æ “The garage was not inspected. As per the client, the garage will be torn down after the closing”
You should also write this on the contract. Quality Education Group, Inc.
Report Writing Tips
Don’t assume your client won’t change their Group, Inc. mustEducation be reported mind after the closing: itQuality
©2013
Report Writing Tips
If your client seems really hung-up on something, perhaps you should report it, even if it seems trivial:
is better than Æ “The toilet appeared to be leaking at the base. The floor is probably rotted and the toilet and floor should be repaired” Quality Education Group, Inc.
©2013
Report Writing Tips
Report on conditions observed, do not speculate and form conclusions. Æ “The toilet appeared to be leaking at the base. This may damage the flooring and repair is recommend”
Æ “The drywall cracking in the northwest corner of the master bedroom appears to be from typical shrinkage and settlement. Monitoring of the cracking is suggested.”
Quality Education Group, Inc.
NEVER state in writing how much longer something might last, but…
Æ “A stain was noted at the {fill in} which was dry when tested. Recommend monitoring of the stain and checking with the current owner for additional information about the stain”
…ASHI® and some licensed state Standards of Practice require you to report on items near the end of their service lives:
Quality Education Group, Inc. www.onlineCEhours.com
©2013
Report Writing Tips
For dry stains on ceilings or walls, say:
Quality Education Group, Inc.
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Æ For water heaters, furnaces and A/C units, just go by estimated age; for roofing, go by overall condition. Quality Education Group, Inc.
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Report Writing Tips
Use the 10/15/20 rule for life expectancies (based on national averages): Æ Water heaters - 10 years Æ A/C condenser/compressors - 15 years (heat pumps last 10 – 12 years)
Æ Gas furnaces - 20 years
For equipment beyond these ages, you might advise the client to budget for eventual replacement. Quality Education Group, Inc.
Report Writing Tips
©2013
Report Writing Tips
Air conditioning units last about 15 years, on average, so your report comment should say:
Alternate air conditioning report comment: Æ “The estimated age of the air conditioning exterior condenser/compressor suggests that it is nearing typical term replacement. Including this in your maintenance budget is recommended”
Æ “The estimated age of the air conditioning exterior condenser/compressor suggests that it is at or beyond it’s expected lifespan. Budgeting for eventual replacement is recommended”
Quality Education Group, Inc.
From 1978, runs perfectly: not a Education Group, defect, but is beyond Quality its expected lifeInc.
©2013
This could also be a “fill-in” comment to use for A/C, heating equipment, water heaters, etc.: Æ “The estimated age of the fill-in-the-blank suggests that it is at or beyond it’s expected lifespan…”
©2013
Quality Education Group, Inc.
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Report Writing Tips
You might consider reporting comments made by the owner, tenant or any other “knowledgeable” party during the inspection about the condition of items included in the inspection:
Defect Ratings
Æ “During the inspection, the current owner told the client that there had been no water in the basement for the last three years”
Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
©2013
Quality Education Group, Inc.
©2013
32
Defect Ratings
Defect Ratings
Many report systems require the inspector to “rate” each item or defect comment in the report.
This is meant to help the client prioritize the defects and/or maintenance comments…
…but ratings also put more pressure on you to decide if an item is “good” or “fair” and it’s much harder to be consistent.
Quality Education Group, Inc.
These common report rating terms are very subjective:
©2013
Satisfactory Fair Marginal Good Major Concern
Poor Acceptable Normal Maintenance Item Minor Concern
Quality Education Group, Inc.
©2013
Defect Ratings
Who’s to say whether any condition in a home is “acceptable” other then your client…
…you aren’t going to live there!
And something that’s “marginal” to you might seem perfect to your client…
…you don’t know where they are coming from or what their circumstances are. Quality Education Group, Inc.
©2013
You might rate the tile as “marginal” because it’s Group, Inc. ©2013 cracked and some grout isQuality dirtyEducation and missing…
Defect Ratings
…but this home is affordable for your client…
…and it might be the nicest bathroom they will have had in many years.
For your client, it’s nothing that a $3 tube of silicon can’t fix…
…if they ever even get around to it. Quality Education Group, Inc.
Quality Education Group, Inc. www.onlineCEhours.com
You might rate the switch as “fair” because it’s only missing a cover plate worth about $1.00… ©2013
Quality Education Group, Inc.
©2013
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Defect Ratings
Defect Ratings
We recommend a report format that lists items inspected, describes the defects, if any, along with appropriate action to take.
…and your client is afraid to have anything to do with an electrical item.
For a combination style report, marking an item as “reviewed”, “not applicable”, or “see comments” is appropriate…
This might seem ‘fair” or “minor” to you but may be “poor” or “major” to your client.
…narrative defect comments that are keyed to the checklist item are then included as needed.
…but your defect comment says the missing cover plate is a safety hazard …
Quality Education Group, Inc.
Defect Ratings
Quality Education Group, Inc.
©2013
©2013
Typical wear-and-tear as expected for an older home
The term “reviewed” should be defined at the beginning of the report: Æ “The following items indicated as being reviewed are, in the inspector’s opinion, installed and functioning as intended by the original manufacturer. Items marked as “reviewed” may exhibit typical wear-and-tear as may be expected for comparable homes of this age and in the same neighborhood” Quality Education Group, Inc.
Report Summary Pages Many reporting systems include summary pages which list the most important defects.
As the home inspector, you are the one who decides what is included on the summary, not your client…
…and providing a summary page implies a rating, unless every defect is included on the summary.
Most inspectors include summaries, but this can increase your liability, especially if the client thinks the summary is the whole report.
Quality Education Group, Inc. www.onlineCEhours.com
©2013
Report Summary Pages
Quality Education Group, Inc.
Quality Education Group, Inc.
©2013
Æ “The items listed on the summary are, in the inspector’s opinion, those that pose a safety hazard or affect the habitability or integrity of the house. The client is strongly advised to read the entire report”
©2013
If you include summary pages in your report, we recommend including this statement:
The summary should be at the end of the report and page numbered. Quality Education Group, Inc.
©2013
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Report Writing Wrap-Up
Write every report as if the client wasn’t there. Æ Æ Æ Æ Æ Æ
Use clear and simple explanations Convey the most important points about each defect Avoid “techno language” that no one understands Make defects easy to find in the report Be sure to report any limitations to the inspection Try to use correct grammar and avoid typos
“Describe, Define, and Direct” Quality Education Group, Inc.
©2013
Quality Education Group, Inc.
©2013
www.qualityeducationgroup.com www.onlineCEhours.com 1-800-761-1698
Quality Education Group, Inc. www.onlineCEhours.com
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