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.

Water, gas, and electric must be live for the inspector to test systems. On vacant or REO properties this is a frequent failure — utilities off means a re-inspection fee and a contingency-deadline scramble. Confirm with the listing agent 24-48 hours ahead.

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.

For homes built before 1978, confirm the buyer's 10-day LBP inspection opportunity is being used (or was waived in writing per the federal LBP disclosure). Note any chipping or peeling paint for the report.

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 the state-promulgated termination form. Deliver to the listing agent before the inspection contingency expires; late delivery forfeits earnest money. Coordinate the EMD release with the title company or broker holding trust.

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.

Get all parties signed on a written amendment specifying which repairs, by whom, by when, and to what standard ("licensed contractor with paid receipts"). Send the executed amendment to the lender and title company — appraisers and underwriters need to know about repair conditions.

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.

Notify the TC, lender, and title that the inspection phase is closed. Update the buyer with next milestones: appraisal contingency, financing contingency, clear-to-close, walk-through, and closing.