Site inspection reports in Word: photos, your logo and room for review.

1. Build a structure the next reviewer can follow

Start with the property or site address, client, inspection date, inspector, report identifier and revision. Record the agreed scope and any access or operating limits. These details help the reviewer understand what the observations cover.

For a home or property inspection, FieldScribe provides the following twelve system sections. Adapt your company's template to the agreed assignment; a construction progress visit or specialist engineering assessment may require additional or different sections.

1. Roof
2. Exterior & Site
3. Structure & Foundation
4. Interior
5. Electrical
6. Plumbing
7. Heating
8. Cooling
9. Insulation & Ventilation
10. Fireplaces & Chimneys
11. Built-in Appliances
12. Garage & Carport

Record whether each system was inspected, access was limited, it was not inspected, or it was not present. Leave an unanswered section marked as not recorded. A blank field does not establish satisfactory condition.

Use the home inspection report structure guide for a broader outline, or inspect the sample report to see how coverage and findings read together.

2. Give each finding a location and a photo reference

A photograph needs enough context for someone who was not on site. Assign a stable finding number and record the location, observed condition, recommended next step and supporting image number. Separate what was seen from what still needs investigation.

Insert a wider context photo when a close-up would be difficult to locate. Keep captions and references aligned when you reorder images. Do not add measurements, test results or a diagnosis that the field record does not support.

Standard FieldScribe Word exports include available original photos. For an uploaded company template, place the photos in your chosen locations manually after export. Use the original capture browser to access image files; saved report text and photo descriptions are available through the account.

3. Keep your company's Word template and logo

If your firm already has letterhead and a reviewer signature area, work on a copy of that .docx file. Preserve the elements your team uses to identify the project and revision.

1. Keep the file under 2 MB and use .docx format.
2. Put exactly one {report} placeholder in its own paragraph where the full report belongs.
3. Add optional placeholders such as {property_address}, {inspection_date} and {inspector_name} where needed.
4. Generate and review the report, unlock the $2.99 Word and branding upgrade for that saved report, then select your template.
5. Open the download in Word and review page breaks, headings, photographs, letterhead and the signature area before sharing.

The export inserts editable report paragraphs; it does not map findings into arbitrary cells or redesign an existing document automatically. The custom Word export guide lists every supported placeholder and the current limits.

4. Separate field capture from professional approval

The technician records the observations. The responsible reviewer checks scope, wording, severity, evidence and the actions recommended. Keep the draft visibly identified until your own approval process is complete.

In Word, use Track Changes if the reviewer needs to show proposed edits. Review and accept or reject those edits before issuing the document. Microsoft explains the process in its Track Changes guide. Complete your firm's signature and revision process after the content is approved.

FieldScribe supplies an editable draft. It does not perform engineering approval, verify credentials or certify a signature. Follow the requirements that apply to the actual inspection and deliverable.

5. Choose the format for the handoff

After Word review, you can create a PDF from that final Word file using Microsoft's PDF export instructions. Edits made outside FieldScribe do not automatically sync back to the saved report, so keep the approved deliverable in your own project records.

Common Word inspection-report questions