Defect Narrative Examples (Home Inspection): 12 Copy-Paste Narratives + How to Dictate Them in the Field
A good defect narrative is boring in the best way.
It tells the client exactly:
- where the issue is
- what you observed
- why it matters
- what to do next
Below are 12 copy/paste narratives you can reuse (adjust to your SOP). Each includes a short dictation-friendly version you can speak on-site.
Important
This is general guidance, not legal advice. Avoid absolute statements you can’t support.
The Standard Format
Location → Condition → Evidence → Implication → Recommendation
1) Electrical: open knockout
Narrative: “Location: Main electrical panel. Open/missing knockout(s) observed. This is a safety concern. Recommend correction by a licensed electrician.”
Dictate: “Panel: open knockouts. Safety. Electrician.”
2) Electrical: double tap
Narrative: “Multiple conductors observed under a single breaker/lug where not clearly rated. Recommend licensed electrician evaluate and correct as needed.”
Dictate: “Panel: possible double tap. Electrician evaluate.”
3) Plumbing: active leak under sink
Narrative: “Location: Kitchen—under sink. Active leakage observed at ____ connection at time of inspection. Recommend plumber repair and re-check for concealed damage after repairs.”
Dictate: “Kitchen sink: active leak. Plumber repair + re-check.”
4) Plumbing: TPR discharge improper
Narrative: “Water heater TPR discharge piping was missing/improperly terminated. This is a safety concern. Recommend correction by a qualified plumber.”
Dictate: “Water heater: TPR discharge improper. Safety. Plumber.”
5) Roof: damaged shingles
Narrative: “Location: Roof—____ slope. Damaged/missing shingles observed. This condition can allow moisture intrusion. Recommend qualified roofing contractor repair.”
Dictate: “Roof: damaged shingles on ____ slope. Roofer repair.”
6) Roof: flashing defect
Narrative: “Defects observed at flashing around ____ . Flashing defects are common leak sources. Recommend roofing contractor evaluation/repair.”
Dictate: “Roof: flashing issue at ____. Roofer.”
7) HVAC: condensate drain concern
Narrative: “HVAC condensate drain routing/termination appears improper (____). Recommend HVAC contractor correction to reduce moisture damage risk.”
Dictate: “HVAC: condensate drain issue. HVAC contractor.”
8) HVAC: end-of-life budgeting
Narrative: “HVAC system is operating at time of inspection; however, age/condition suggests it is near the end of typical service life. Recommend budgeting for replacement and consider HVAC contractor evaluation for additional certainty.”
Dictate: “HVAC: operating but old. Budget replacement.”
9) Moisture: staining, source unknown
Narrative: “Water staining observed at ____ . No active leakage observed at time of inspection. Exact source could not be confirmed during a visual inspection. Recommend evaluation/repair by a qualified contractor and monitor after rain events.”
Dictate: “Stain at ____. No active leak seen. Recommend evaluate.”
10) Exterior: grading toward foundation
Narrative: “Negative grading observed at ____ (slope toward structure). Recommend improving grading/drainage to direct water away from foundation to reduce moisture intrusion risk.”
Dictate: “Exterior: grading slopes to house. Improve drainage.”
11) Safety: missing smoke/CO alarms
Narrative: “Smoke/CO alarm(s) were not observed in one or more expected locations/levels. This is a life-safety concern. Recommend installing alarms and testing per manufacturer instructions.”
Dictate: “Alarms missing. Safety. Install.”
12) Limitation: inaccessible area
Narrative: “Inspection was limited due to ____ (stored items/locked door/unsafe roof). Condition of concealed components could not be determined. Recommend further evaluation once access is provided.”
Dictate: “Limited: ____ . Access needed for full eval.”
Where ReportWalk Helps
ReportWalk helps you speak these narratives on-site, attach the supporting photo, and export consistent report-ready language — without retyping the same phrases every job.
