Narrative vs Annotated-Checklist Home Inspection Reports

Home inspection report writing guidelines, examples, & standards
A brief comparison of narrative and annotated checklist type home inspection reports
Legal risk associated with inadequate home inspection reports
References

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ASHI data indicates that one of the most common sources of dispute and subsequent litigation is the "skimpy" un annotated "checklist" report, particularly when used by inexperienced inspectors.

But wait: some checklist reports are quite effective. Further, some narrative reports are ineffective, particularly if their length is consumed with disclaimer and obfuscation at the expense of content. This article, which defends checklist reports, would suggest that a properly annotated and detailed report might be effective in checklist form, that such a report might be easier to read and thus might communicate better than a narrative, and that both forms have strengths and weaknesses.

Rick Grant

Over the years, there has been controversy as to what is the best type of home inspection report: narrative or checklist. Certainly each well-seasoned professional inspector has his or her opinion on the subject. Each type of report has its strengths. Each also has its weaknesses. When you say "checklist" most inspectors think of a bland, watered down style of report which, above all, lacks detail.

If you consider the idea that inspection reports should be both accurate and concise, a conflict develops for the inspector. The inspector's client should be fully informed of the condition of the property in an effective manner and in easily understood terms. If the client's attention is lost through an endless series of pages or with foreign terms, the inspector falls short of the goal of efficient and effective report writing.

On the other hand, not providing enough detail leaves the client with a lack of adequate information and simultaneously exposes the inspector to potential litigation.

Finding the "middle of the road" often takes years of experience in report writing, unless you have the benefit of using one of the well designed reports available on the market today and unless you know how to use such a report properly.

Let's review some of the facets of both the narrative and the checklist reports:

Comments on Narrative Home Inspection Reports

The narrative report requires more words to communicate both good and bad parts of the property. The reason more words are needed is due to the phraseology required to complete full sentences in order to make the reading material flow in a professional manner. (The whole sentence needs to be read to fully understand the condition.)

Obviously more words means longer reports. Longer reports promotes a drop in concentration on the client's part. In addition to this, the narrative style makes it harder for the reader to scan the report to get a "feel" for the property and it's condition.

Comments on Checklist type Home Inspection Reports

Although inspection reports have come a long way in recent years, many checklist reports are still too brief in the description of the items, components and materials of a property and their condition. Many times they also don't describe the gray areas of inspection conditions. The gray areas are those conditions which are not black or white or cut and dry and therefore need more extensive and detailed description. This can present the inspector with a dilemma.

If standard phraseology can be used to describe a property's defects (and good conditions as well), without the inspector writing every single word, then we would accomplish our task: a short, efficient, easily read and yet meticulous report.

It seems to me that the best reports combine the narrative and the checklist together to create the "best of both worlds". If a checklist report permits both succinct problem identification and sufficient description of what the problem means to the buyer, then it can be very effective.

For example:

Roof:

Curling / buckling / broken / missing shingles

Shingles are worn and will need replacing soon

Low spots in the roofing - brace / replace roof

Gutters & Downspouts:

Missing sections need replacing

Bent / Damaged sections need repairs

Downspout extensions should be added as we discussed

In this example, words with slashes between them allow the inspector to circle the proper choice, followed by checking the box to complete the statement of condition.

Conclusion

The next time someone says "checklist" report, don't automatically assume it's not effective and efficient due to a lack of detail and when you hear the term narrative report, don't assume it can't be less than 30 pages to be accurate and to the point.

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Technical Reviewers & References

Related Topics, found near the top of this page suggest articles closely related to this one.

Carson, Dunlop & Associates Ltd., 120 Carlton Street Suite 407, Toronto ON M5A 4K2. (416) 964-9415 1-800-268-7070 info@carsondunlop.com. The firm provides professional home inspection services & home inspection education & publications. Alan Carson is a past president of ASHI, the American Society of Home Inspectors. Thanks to Alan Carson and Bob Dunlop, for permission for InspectAPedia to use text excerpts from The Home Reference Book & illustrations from The Illustrated Home. Carson Dunlop Associates' provides:
- Commercial Building Inspection Courses - protocol ASTM Standard E 2018-08 for Property Condition Assessments
- Home Inspection Education Courses including home study & live classes at eleven colleges & universities.
- Home Inspection Education Home Study Courses - ASHI@Home Training 10-course program.
  Special Offer: Carson Dunlop Associates offers InspectAPedia readers in the U.S.A. a 5% discount on these courses: Enter INSPECTAHITP in the order payment page "Promo/Redemption" space. InspectAPedia.com editor Daniel Friedman is a contributing author.
- The Home Reference Book, a reference & inspection report product for building owners & inspectors.
  Special Offer: For a 10% discount on any number of copies of the Home Reference Book purchased as a single order. Enter INSPECTAHRB in the order payment page "Promo/Redemption" space. InspectAPedia.com editor Daniel Friedman is a contributing author.
- The Home Reference eBook, an electronic version for PCs, the iPad, iPhone, & Android smart phones.
  Special Offer: For a 5% discount on any number of copies of the Home Reference eBook purchased as a single order. Enter inspectaehrb in the order payment page "Promo/Redemption" space.
- The Illustrated Home illustrates construction details and building components, a reference for owners & inspectors.
  Special Offer: For a 5% discount on any number of copies of the Illustrated Home purchased as a single order Enter INSPECTAILL in the order payment page "Promo/Redemption" space.
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Books & Articles on Building & Environmental Inspection, Testing, Diagnosis, & Repair

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The Home Reference Book - the Encyclopedia of Homes, Carson Dunlop & Associates, Toronto, Ontario, 25th Ed., 2012, is a bound volume of more than 450 illustrated pages that assist home inspectors and home owners in the inspection and detection of problems on buildings. The text is intended as a reference guide to help building owners operate and maintain their home effectively. Field inspection worksheets are included at the back of the volume. Special Offer: For a 10% discount on any number of copies of the Home Reference Book purchased as a single order. Enter INSPECTAHRB in the order payment page "Promo/Redemption" space. InspectAPedia.com editor Daniel Friedman is a contributing author.

Or choose the The Home Reference eBook for PCs, Macs, Kindle, iPad, iPhone, or Android Smart Phones. Special Offer: For a 5% discount on any number of copies of the Home Reference eBook purchased as a single order. Enter INSPECTAEHRB in the order payment page "Promo/Redemption" space.

ASHI Certification Links
Home Inspection Reports - a Critique narrative vs. checklist type home inspection reports
ASHI Standards of Practice - Jan 2000 and ASHI Standards History - links to older and alternative versions of Home Inspection Standards
ASHI Code of Ethics 1993, and ASHI Ethics History - links to older versions; Note: newer may be found at ASHI
ASHI in 1996 ASHI History - association description from 1996
American Society of Home Inspectors (ASHI) Official Website
Basement Moisture Control, U.S. Department of Energy
Building Pathology, Deterioration, Diagnostics, and Intervention, Samuel Y. Harris, P.E., AIA, Esq., ISBN 0-471-33172-4, John Wiley & Sons, 2001 [General building science-DF] ISBN-10: 0471331724 ISBN-13: 978-0471331728
Building Pathology: Principles and Practice, David Watt, Wiley-Blackwell; 2 edition (March 7, 2008) ISBN-10: 1405161035 ISBN-13: 978-1405161039

Building inspection education & report writing systems from Carson, Dunlop & Associates Ltd

Crawl Space Moisture Control, U.S. Department of Energy
Historic Preservation Technology: A Primer, Robert A. Young, Wiley (March 21, 2008) ISBN-10: 0471788368 ISBN-13: 978-0471788362
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