Conducting Inspections
Step 4: Recording Findings
How to accurately document what you observe for each checklist item.
Pass / Fail / N/A
Each checklist item has three response options:
- Pass — The item meets the required standard. No further action needed.
- Fail — The item does not meet the required standard. A descriptive note and at least one photo are required.
- N/A — The item is not applicable to this property or inspection type. A brief explanation note is recommended.
Writing Good Findings Notes
Notes should be clear, specific, and factual. Avoid subjective language. Describe exactly what you observed.
Good: "Peeling paint on south-facing exterior wall, approximately 3ft × 5ft section, located 2ft above ground level."
Avoid: "Paint looks bad outside."
Avoid: "Paint looks bad outside."
Severity Levels
When recording a Fail, you will also be asked to select a severity level:
- Minor — Cosmetic or low-priority issue, does not affect habitability or safety.
- Moderate — Requires repair but is not an immediate hazard.
- Major — Serious deficiency, potential safety risk or affects habitability.
- Critical — Immediate hazard requiring urgent corrective action.
Critical findings are automatically flagged for immediate administrator notification upon saving.