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Conducting Inspections

Step 7: Notes & Observations

Adding overall inspection notes, general observations, and tenant communications.

The Notes screen captures information that applies to the inspection as a whole — not tied to a specific checklist item — and any communications that occurred during the visit.

Overall Inspection Summary

Write a brief narrative summary of the inspection. This appears at the top of the final report and provides reviewers with a high-level picture before they read the detailed findings.

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A good summary covers: overall condition of the property, number of deficiencies found, any notable concerns, and whether access was granted to all areas in scope.

General Observations

Use this field for items you noticed that are not covered by the checklist — positive observations, maintenance work already in progress, or context that may be useful to the reviewer.

Tenant Communications

If you spoke with the tenant or property representative during the inspection, record:

  • Name and role of person spoken to
  • Key topics discussed
  • Any concerns raised by the tenant
  • Any commitments made regarding repairs or follow-up
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Do not record personal or sensitive information about tenants (e.g., health conditions, financial details) in the notes field. Keep communications strictly professional and inspection-related.

Inspector Signature

At the bottom of the Notes screen, you will be prompted to confirm your name and inspector credentials. This acts as your electronic attestation that the information in the report is accurate and complete.

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