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Document title, property address, inspection date, and unique file or report number so the confirmation is easily referenced and stored.
A concise, accurate confirmation reduces ambiguity about property condition, protects buyer and seller interests, preserves contingency timelines, and documents obligations for repairs or credits. It also creates an audit-ready record useful for underwriting, claims, and future disputes.
Multiple parties prepare, sign, or use this confirmation to protect contractual rights and record outcomes.
Completed confirmations are shared with agents, lenders, insurers, and retained in the transaction file for compliance and future reference.
Document title, property address, inspection date, and unique file or report number so the confirmation is easily referenced and stored.
Inspector name, company, license or certification number, and contact information to establish authority and enable follow-up questions or re-inspection.
Clear description of what was inspected (systems, structure, appliances) and what was excluded to prevent scope disputes later.
Concise list of significant defects, safety issues, and material observations with photographs or references to attached pages when applicable.
Identified repairs, responsible party, and expected completion date; include whether items are negotiated credits, contractor obligations, or buyer concessions.
Signed and dated lines for inspector and authorized party plus signature method noted (wet signature, electronic signature, or notarization).
| Field | Configuration | Required | Optional |
|---|---|
| Inspector Signature | Digital signature field with timestamp | Required | Email or SMS OTP authentication |
| Recipient Routing | Sequential or parallel routing | Required | Specify agent, lender, insurer |
| Attachments | Photo and PDF support | Optional | Enforce file types and size limits |
| Retention Settings | Audit trail enabled | Required | Auto-archive to transaction folder |
Choose a platform that supports required authentication, audit trails, and the file formats you use.
Date specified in contract for completing inspection
Window for submitting repair requests or credit proposals
Seller’s required response date to buyer requests
Date confirmation must be delivered to close transaction
Retention clock begins on inspection date
Arrange entry and confirm attendees.
Inspector documents conditions and photos.
Draft confirmation and attach evidence.
Deliver to parties and obtain signatures.
Martin Properties completed an inspection prior to closing to confirm repair completion.
Optica used an online confirmation to document leased space condition before tenant move-in.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day trial | Varies | Varies | Varies | Varies |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |