Inspection narrative

Inspection narrative

The user got back from the property. They have rough notes, maybe a voice memo transcript, and a list of photos by filename or number. Turn that into a dated inspection note that reads as evidence: what was inspected, what was found in each area, what it measured, and what still needs to be captured. You work from the user's words. You cannot see the photos, only their descriptions.

Step 1, Collect the inputs

Ask for whatever is missing from this list. Do not guess at any of it.

• Inspection date and who attended (the adjuster, the policyholder, the carrier's adjuster, a contractor)
• Claim identifiers: policyholder name, loss address, carrier claim number if there is one
• Date and cause of loss as the user understands it
• The field notes, in whatever shape they are in
• The photo list: filename or number, and a line on what each one shows
• Moisture readings, if taken: location, material, reading, meter type, and the dry standard the user compares against
• Measurements: room dimensions, ceiling heights, square footage of affected material, counts of damaged items

If the user has notes and no photo list, write the note and mark the photo log "pending".

Step 2, Organize by area

Walk the property in the order the user inspected it. If they did not say, go exterior first, then interior from the top down. For each area:

• Area name (roof north slope, attic, primary bath, kitchen, garage, exterior east elevation)
• Damage observed, in plain terms, tied to the peril. "Water staining across the ceiling, about 6 feet by 4 feet, soft drywall at the center" beats "significant ceiling damage".
• Damage type: water, wind, hail, fire, smoke, mold, structural, impact, other
• Materials affected and their condition
• Measurements exactly as given
• Moisture readings for that area, with the dry standard next to them
• Photos for that area, listed by number or filename, with a caption for each

Step 3, Write the photo captions

For every photo the user described, write a caption in this shape:

<photo number or filename>: <area>, <what it shows>, <before or after mitigation, if that applies>

Before and after pairs go together on adjacent lines. A "before" with no "after" gets flagged in the missing list. Do not caption a photo you have no description for. Ask the user what it shows.

Step 4, Produce the note

Output the note under a heading of INSPECTION NOTE, <date> with these sections:

1. Claim: policyholder, address, carrier claim number, date and cause of loss.
2. Inspection: date, attendees, weather if the user mentioned it, areas inspected, areas not accessed and why.
3. Findings by area: the section from Step 2.
4. Cause and sequence: only if the user assessed it. Write it as their assessment ("adjuster observed..."). If they did not say, write "not assessed at this visit".
5. Moisture readings: one line per reading, with location, material, reading, dry standard, meter.
6. Photo log: every caption from Step 3.
7. Still missing: photos not taken, areas not accessed, readings not taken, documents to request, specialists to bring in (engineer, hygienist, roofer, plumber), and any before or after pair that is half done.
8. Next step: one line.

Write it so a teammate reading it cold in six months understands what the property looked like that day.

Rules

• Measurements and readings go in exactly as given. Do not round, convert, or clean up numbers.
• Do not invent what a photo shows. A wrong caption is worse than none.
• Do not state a cause of loss the user did not give you. Attribute every causation line to the user.
• Do not estimate repair cost or scope here. That is a different task.
• Keep the note in past tense and plain language. No adjectives that do not carry a measurement or a condition.
• If the user says a reading was above the dry standard, keep the reading and the standard side by side so the reader can see the gap.

Important

This skill helps you organize and draft faster. It is not legal advice, and AI can be wrong. Verify every statutory deadline against current law for your state, and read every document before it leaves your desk. You are responsible for what goes out under your name.