Home Inspection Coordination Checklist

Pull the ratified contract and identify the inspection period (often 7-10 days, or the option period in TX). Add a 2-day buffer reminder before expiration. Missed objection deadlines waive the buyer's right to request repairs — this is a recurring source of post-closing disputes.

Use the buyer's preferred inspector or offer 2-3 vetted options — never recommend a single inspector to avoid RESPA Section 8 issues. Confirm the inspector carries E&O and is licensed in your state. Add ancillary inspections (radon, sewer scope, termite/WDO, pool, septic) when the property warrants.

Provide ShowingTime confirmation, supra/lockbox access, alarm code, and any pet or tenant notes. Coordinate with the listing agent if the property is occupied — sellers should vacate during the inspection.

Arrive 15 minutes early to verify lockbox access and confirm utilities. Most full inspections run 2-4 hours depending on square footage and crawlspace access.

Encourage the buyer to attend at least the final walkthrough portion so the inspector can demonstrate findings in person. Do not opine on repair costs or steer the buyer's decision — that's the inspector's and contractor's lane.

Reports typically arrive within 24 hours of the inspection. Save to the transaction file in Dotloop / SkySlope / Brokermint with the ancillary reports (radon, sewer, WDO) attached separately.

Call the inspector to clarify ambiguous items — "recommend further evaluation by a licensed [trade]" usually warrants a specialist quote before objections. Focus on safety, structural, roof, HVAC, electrical panel, and water-intrusion findings; cosmetic items rarely belong in an objection.

Summarize the report in plain language with a recommended response: request repairs, request credit, accept as-is, or terminate. Include estimated repair costs from contractor quotes when available — buyers make better decisions with numbers, not adjectives.

Document the buyer's choice in writing — email or signed addendum, not verbal. Once the inspection contingency expires, the buyer's earnest money is generally at risk if they later try to walk for inspection reasons.

Use your state's promulgated form (e.g., TREC Amendment in TX, CR-A Inspection Resolution in CO). List items by report page reference; attach the inspector's findings. Keep cosmetic items out — they undermine the credibility of the safety/structural asks.

Send via DocuSign / Dotloop with read receipt. Confirm receipt by phone — "I emailed it" is not delivery under most contracts. Note the resolution-period deadline that begins running on delivery.

Credits at closing are usually cleaner than seller-completed repairs — quality control is the buyer's, and the lender sees the credit on the CD. Watch lender caps on seller concessions (typically 3-6% depending on loan type and LTV) so credits don't get clawed back.

The seller's agent owns scheduling, but follow up weekly. Repairs requiring permits (electrical panel, roof, structural) take longer than buyers expect — flag any items that may not finish before closing.

Collect paid receipts and any permit sign-offs from the listing agent before the walk-through. For significant repairs, the buyer may request a re-inspection by the original inspector — schedule it 5-7 days before closing so any failures can be cured.

Document the contingency release in writing — many state contracts treat the deadline passing as automatic release, but get a signed acknowledgment in the file regardless. This is the milestone that protects EMD if the buyer later backs out for non-inspection reasons.