How to Write a Building Inspection Report in NZ

What makes a great building inspection report?

A professional building inspection report does three things: it clearly describes the condition of the property, it highlights defects and areas of concern, and it gives the client enough detail to make informed decisions — whether they're buying, selling, or maintaining a property.

In New Zealand, building inspection reports are used for pre-purchase assessments, weathertightness checks, maintenance planning, and compliance documentation. Getting the format right matters.

Structure your report clearly

Every inspection report should follow a logical structure that your client can easily navigate:

• Property details — address, date of inspection, client name, weather conditions
• Scope of inspection — what was inspected and any limitations (e.g. "roof space not accessible")
• Area-by-area findings — exterior, interior, roof, subfloor, plumbing, electrical, each as its own section
• Photos with annotations — every finding backed by photographic evidence
• Summary of key findings — a quick overview of the most important issues
• Recommendations — what needs action, what needs monitoring, and what's fine

Document every area systematically

Walk the property in a logical order. Most inspectors in NZ follow the NZS 4306 standard as a guide, working through:

1. Site and exterior — drainage, cladding, decks, fencing, paths
2. Roof — covering material, flashings, gutters, downpipes
3. Subfloor — ventilation, piles, moisture levels, ground clearance
4. Interior rooms — walls, ceilings, floors, windows, doors
5. Wet areas — bathrooms, kitchen, laundry (moisture and ventilation)
6. Services — plumbing visible, electrical switchboard, hot water cylinder

For each area, note the condition, any defects observed, and whether it needs immediate attention, monitoring, or is satisfactory.

Use photos — lots of them

Photos are the backbone of a credible inspection report. For every defect or area of concern, include a photo with a clear annotation pointing to the issue.

A report with 50-100 annotated photos is far more useful to a client than one with 10 photos and long paragraphs of text. Let the images tell the story.

Tip: Use a tool like InspectPro to capture and annotate photos as you inspect — your report builds itself as you work through the site.

Write clear, professional comments

Avoid jargon your client won't understand. Instead of "evidence of differential settlement observed at the south-east corner", write "cracking at the south-east corner suggests the foundation may have moved — recommend further assessment by a structural engineer."

Keep comments factual and objective. State what you observed, not what you think caused it (unless you're qualified to say so).

Speed up your workflow with mobile tools

The traditional workflow — inspect, drive back to the office, transfer photos, write up in Word — wastes hours. Modern inspectors in NZ use mobile reporting tools to complete and send reports on-site.

With InspectPro, you capture photos, annotate them, add preset or custom comments, and generate a professional PDF — all from your iPhone. Many inspectors complete and send their reports before leaving the property.

Checklist: before you send

• All areas inspected and documented
• Photos annotated for every key finding
• Comments are clear and client-friendly
• Property details and scope are accurate
• Report is signed and dated
• PDF generated and reviewed for formatting

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