The Anatomy of Home Inspection Comments

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An inspection report is not simply a list of defects. The report is the primary communication between the inspector and the client. Buyers rarely attend every moment of an inspection, and real estate agents may summarize or interpret findings in their own way. The written comment becomes the lasting record of what the inspector observed and how that condition should be understood.

A well-written comment does several things at once:

It documents the condition that was observed.

It explains why the condition matters.

It helps the client understand the consequences of ignoring the issue.

It offers guidance about what should happen next.

When those elements are missing, the client may misunderstand the significance of the condition. An observation without explanation may appear trivial, while a recommendation without context may appear exaggerated. Understanding the structure of an inspection comment helps inspectors communicate clearly with their clients.

It is also worth remembering that inspection comments are only one part of the inspection report. Most standards of practice also require inspectors to describe certain systems and components of the home, even when no defect is present. Descriptions of those components establish context for the reader, while inspection comments focus attention on conditions that require explanation or action.

The Boundary Between Observations and Comments

An observation records what the inspector sees. A comment explains what that observation means for the client.

For example:

Observation

The downspout terminates at the foundation.

Comment

The downspout terminates at the foundation, which may allow water to accumulate near the foundation and contribute to basement moisture. Extending the downspout to direct water away from the house is recommended.

The first sentence alone is an observation. It is factual but incomplete. The full comment translates the observation into information that is useful to the client.

Many standards of practice describe what must be observed during the inspection. The inspector must then translate those observations into written comments that help the client understand the condition of the home.

The Four Parts of an Inspection Comment

Most inspection comments contain four parts, even if those parts are not always written as separate sentences.

1. Observation – what the inspector saw.

2. Explanation – a description or clarification of the condition.

3. Implication – why the condition matters to the client.

4. Recommendation – guidance about what should be done next.

Observation identifies the condition that was seen.

Explanation describes the condition itself or provides context that helps the reader understand the situation.

Implication helps the client understand the significance of the condition and why it deserves attention.

Recommendation provides guidance about what action should be taken.

Explanation and Implication:
A Subtle Distinction

Some standards of practice require inspectors to explain conditions, while others refer to the implications of those conditions. Inspectors often learn different terminology during their training. Explanation and implications are most important for significant or safety-related issues, and in some standards of practice they are specifically required.

Explanation and implication serve slightly different purposes.

Explanation clarifies the condition that was observed. Implication helps the client understand the potential consequences of leaving the condition uncorrected, and often it defines the benefit of making the correction.

For example:

The water heater lacks a discharge pipe at the temperature-pressure relief valve. Without a discharge pipe, hot water released by the valve could discharge toward occupants and create a scalding hazard.

The first part of the statement explains the condition. The second part helps the client understand why the condition matters.

The goal is not to predict every possible outcome but to help the client recognize the importance of the condition and the potential consequences of ignoring it.

Writing the Recommendation

Recommendations are often the most delicate part of the inspection comment. Inspectors are sometimes cautioned against making recommendations outside their expertise.

In practice, most recommendations fall into a few familiar forms:

Repair or replace

Used when the appropriate corrective action is clear. If the condition can reasonably be corrected without replacing the component, “repair or replace” gives the client flexibility in deciding how the work will be performed. However, when a component is severely damaged or worn to the point that repair is impractical, it is better to recommend replacement rather than suggesting repair as an option. Using “repair or replace” in situations where replacement is clearly the only realistic solution can make the comment appear vague and may leave the client uncertain about the seriousness of the condition.

Correction by a qualified contractor

Used when the repair is straightforward but requires a skilled trade.

Further evaluation by a specialist

Used when the issue is complex, concealed, or beyond the inspector’s scope.

Inspectors are not expected to design repairs. Their responsibility is to recognize when a condition warrants attention and to guide the client toward appropriate next steps.

In some cases the appropriate recommendation is simply to advise the client that the condition should be reviewed by a qualified professional with expertise in that particular system.

For example:

The furnace heat exchanger shows signs of corrosion and possible cracking. A damaged heat exchanger can allow combustion gases to enter the living space. Evaluation by a qualified HVAC contractor is recommended.

Here the inspector identifies the condition, explains its significance, and directs the client to the appropriate trade professional for further evaluation.

Developing Your Own Comment Style

Every inspector eventually develops a personal approach to writing inspection comments. Some prefer concise statements, while others provide more detailed explanations. What matters most is that the comment communicates clearly with the client.

Regardless of style, the same basic structure usually appears:

A condition is observed.

The condition is explained.

Its significance is clarified.

A recommendation is offered.

Understanding the anatomy of the inspection comment helps inspectors write reports that are clear, informative, and useful to the client. When these elements are present, the report becomes more than a list of observations. It becomes a document that helps the client understand the house and make informed decisions about it.

ASHI Inspector John Hansen, LEED AP,  is the owner of Hansen Home Inspections in St. Charles, Illinois. He began inspecting homes in 2016 after receiving his Illinois Home Inspectors license. He has managed the construction of new homes and condominiums throughout the Chicago area for more than 45 years, including nearly 1,000 new homes. His career has included experience as manager of operational planning, director of contracts and purchasing, and director of construction. He became accredited as a LEED AP in 2009 and is an Illinois Weatherization Assessor.