Adding deficiencies and narratives

Deficiencies and narratives are the two main ways you record findings in a report beyond simple question answers. Deficiencies flag problems that need attention. Narratives provide descriptive context and observations. Limitations document where the inspection was restricted.

Deficiencies

A deficiency is a finding that represents a condition requiring attention, repair, or monitoring. Deficiencies are the heart of a useful inspection report — they tell the customer and their agent what needs to be addressed.

Adding a deficiency

1. Navigate to the section, system, or room where the deficiency was found.

2. Click Add Deficiency.

3. Fill in the details:

   • Summary — a short, clear description of the issue (for example, "Missing flashing at chimney base").

   • Severity — how urgent or serious the issue is (see severity levels below).

   • Detail — a longer explanation, including location, extent, and recommended action.

4. Click Save.

Severity levels

• Safety — an immediate risk to life or safety. Examples: exposed wiring, carbon monoxide risk, structural collapse risk.

• Major — a significant defect that affects function or value. Examples: failing HVAC system, active roof leak.

• Minor — a condition that needs attention but is not urgent. Examples: caulk gaps at tub surround, stuck window.

• Maintenance — routine maintenance items. Examples: clean gutters, caulk missing at exterior trim.

• Monitor — conditions to watch over time. Examples: small crack in foundation, slow drain.

The color coding for each severity level is consistent across the report so customers can quickly see which findings are most urgent.

Photo attachments on deficiencies

You can attach photos directly to a deficiency to document the condition visually. See Photos in reports for how to attach and manage photos.

Narratives

A narrative is a block of descriptive text that provides context, background, or general observations about a section or item. Narratives are not deficiency flags — they add detail that helps the reader understand what was inspected and what normal looks like.

For example, under the Roofing section you might add a narrative: "The roof was inspected from ground level and from the eave line due to a steep pitch and wet conditions. Approximately 5 years of remaining useful life is estimated based on the condition of the shingles."

To add a narrative: click Add Narrative within the section or item and type your text. Narratives support standard text with no special formatting.

Limitations

A limitation documents a restriction on your inspection — something you could not inspect and why. Limitations protect you professionally and inform the customer that they may want a specialist for that area.

To add a limitation: click Add Limitation within the relevant section or item, describe what was not inspected and the reason, and save.

Example: "The attic was not fully accessible due to insufficient clearance above the insulation. A portion of the attic structure was not inspected."