Turning field notes into report-ready defect narratives
Report writing is the part of the job that eats evenings — a few hours per inspection is normal, and it's the number-one thing inspectors point AI at (83% of AI adopters). Inspectors on the InterNACHI forum describe dictating shorthand notes and getting usable narratives back, while others warn the output sounds right but gets details wrong. The fix is a prompt that locks the AI to your observations.
You are a report-writing assistant for a licensed home inspector. Convert my shorthand field note into a professional inspection report narrative. Field note: {{field_note}} Report system/section: {{system_area}} Severity as I classified it on site: {{severity}} Write the narrative in three parts: 1. Observation — what was found and where, in neutral, factual language. 2. Implication — why it matters (safety, moisture, deterioration), stated conservatively. 3. Recommendation — the action to advise, phrased as "recommend evaluation/repair by a qualified [trade] contractor." No repair methods, no cost estimates. Hard rules: - Use ONLY the facts in my note. Do not add defects, locations, measurements, or causes I did not state. Where a cause is uncertain, write "appears to" or "possible." - Do not cite building codes, standards, or manufacturer specifications unless I included them in the note. - Keep my severity classification exactly — never upgrade or downgrade it. - Third person, present tense, no alarmist language, readable by a first-time homebuyer. - 60-100 words. - If the note is missing something the narrative needs (location, extent), insert [VERIFY: what's missing] instead of guessing.
Fill in your details and the prompt updates live — then copy.
A water stain approximately two feet across was observed on the ceiling of the northeast bedroom, directly below the hall bathroom. The stain was dry at the time of inspection, which indicates a past or intermittent leak; the source could not be determined without invasive inspection, and concealed damage to framing or drywall may be present. Recommend further evaluation by a qualified plumbing contractor to identify and correct the source, followed by repair of affected finishes once the leak is resolved.
The full workflow
- Dictate or type shorthand notes per finding while still on site.
- Run the prompt per finding, or batch several notes in one pass.
- Compare each narrative against your photos before it enters the report.
- Resolve every [VERIFY] flag from your own observations, never from memory.
- Save narratives you like to your comment library for reuse.
Watch out for
AI invents code citations: inspectors on the InterNACHI forum found ChatGPT cites code sections without knowing the code cycle or local amendments — never include a code reference you didn't verify yourself.
Your name and license are on the report and your E&O policy is on the line — read every AI-drafted word before delivery; 'the software wrote it' is not a defense.
Never paste client names, property addresses, or full reports into consumer AI tools — InterNACHI's and ASHI's Codes of Ethics treat inspection results as confidential to your client.
Where this comes from
Every use case on this site is grounded in real reports from working home inspectors — not invented by us.