Understanding the Report Structure

Standard Report Components

Once you generate a report in SwiftReporter, it follows a standardized structure to ensure clarity and consistency. Understanding this structure helps you quickly locate information and efficiently edit the report before finalization.

The report structure is primarily determined by your selected template, which organizes all content - including applied comments, required note selections, and template questions - into a professional, logical format.

While the exact content and order can be influenced by the template selected for the inspection, reports generally include the following sections:

1. Cover Page / Header

Standard Information:

• Inspection Title / Property Address
• Inspection Date & Time
• Inspector Name & Contact Information
• Client Name & Information (if applicable)
• Report ID / Version

Template-Specific Content:

• Custom header information from template settings
• Template-specific disclaimers or notices
• Branding elements as configured in template

2. Table of Contents (Optional)

• Automatically generated for longer reports
• Links to major sections and categories
• Organized according to template structure
• Includes page numbers for easy navigation

3. Introduction / Scope of Work

Template-Driven Content:

• Pre-configured introductory text from template
• Scope limitations and disclaimers
• Methodology and standards references
• Template-specific information sections

Required Note Integration:

• General inspection limitations
• Weather conditions during inspection
• Scope of work limitations
• Standard disclaimers and notices

Detailed Observations (Core Section)

This is the primary content section, organized by template structure and containing all applied comments, required notes, and observations.

Category Organization

Main Categories (e.g., Electrical System, Plumbing System, HVAC System):

• Category Headers: Major inspection areas from template
• Category Information: Template-specific introductory text
• Category Questions: Template questions answered at category level

Subcategory Integration

Subcategory Sections (e.g., Main Panel, GFCI Outlets, Lighting Fixtures):

• Subcategory Headers: Specific component areas
• Information Text: Template-provided context and guidance
• Required Notes: Mandatory note selections specific to subcategory
• Template Questions: Subcategory-specific form field responses
• Applied Comments: Comments from library applied as observations
• Custom Observations: Manually created inspection findings

Content Type Integration

Each subcategory section typically contains multiple content types:

Required Notes:

Foundation Type: Concrete slab foundation

Foundation Recommendations:

• Ensure adequate drainage around foundation perimeter
• Monitor for settlement cracks during seasonal changes
• Maintain proper grading to direct water away from structure

Template Questions:

Foundation Age: Approximately 15 years
Previous Repairs: Minor crack repairs noted in southeast corner
Accessibility: Full foundation perimeter accessible for inspection

Applied Comments Integration

Applied Comments (Defect Type):

GFCI Outlet Not Working

Description: GFCI outlet in kitchen does not reset when tested. Pressing test button does not trip the outlet, and reset button has no effect.

Recommendation: Replace GFCI outlet and verify proper wiring connections. Test all downstream outlets to ensure proper GFCI protection.

Severity: Material Defects/Safety
Location: Kitchen counter near sink

Applied Comments (Note Type):

Electrical Safety Notice

Description: All electrical repairs and modifications should be performed by licensed electricians in accordance with local electrical codes. Permit may be required for certain types of electrical work.

Custom Observations:

Unusual Electrical Configuration

Description: Non-standard electrical configuration observed in basement panel. Additional circuits appear to have been added without proper documentation.

Recommendation: Have licensed electrician evaluate configuration and provide documentation for any non-standard installations.

Photos and Media:

• High-resolution inspection photos
• Annotated images highlighting specific issues
• Photo captions derived from comments or custom descriptions
• Organized by observation or subcategory

Content Organization Principles

Template-Driven Hierarchy

Logical Flow:

1. Template Categories: Main inspection areas in template-defined order
2. Subcategories: Component-specific sections within each category
3. Required Notes: Mandatory selections appear first in each subcategory
4. Template Questions: Form field responses integrated contextually
5. Observations: Applied comments and custom findings organized logically
6. Media: Photos and audio positioned to support text content

Content Type Prioritization

Within Each Subcategory:

1. Information Text: Template-provided context appears first
2. Required Notes: Mandatory note selections follow
3. Template Questions: Form field responses appear next
4. Observations: Applied comments and custom observations follow
5. Media Content: Photos and annotations support all text content

Professional Presentation

Consistent Formatting:

• Headers: Standardized category and subcategory formatting
• Field Labels: Clear labeling for all content types
• Content Flow: Logical progression from general to specific
• Visual Hierarchy: Clear organization for easy reading

Quality Assurance:

• Content Integration: Seamless blending of different content types
• Professional Language: Consistent tone throughout report
• Complete Information: All applied comments and notes included
• Accurate Representation: Faithful reproduction of inspection findings

Understanding the report structure helps you create more effective inspections by knowing how your applied comments, required note selections, and template responses will appear in the final professional document.