Can a report be signed electronically?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws. Ensure the signature shows intent, attribution, consent, and that the record is retained in a reproducible format.

Is notarization required for acceptance?

Not usually required for routine termite reports, but specific lenders or local jurisdictions may request notarized affidavits. Check the lender's requirements or local recording office for any special notarization rules.

What if the report shows active infestation?

Document recommended treatments and provide contractor estimates. Coordinate treatment scheduling, secure a clearance letter after remediation, and supply updated documentation to the requesting parties.

How do I correct an error in a filed report?

Issue a corrected report with a clear revision date and explanation. Retain the original and the correction; if used in a transaction, notify all recipients of the update in writing.

Which parties should receive the final report?

Provide copies to buyer, seller, listing agent, buyer's agent, lender, and closing agent as appropriate. Retain a signed copy in the inspector's business records for dispute resolution.

Does including photos affect retention rules?

Yes. Attachments that become part of the official inspection record should be retained consistent with document retention policies and any applicable laws or client agreements.

Electronic Signature
Templates
Miscellaneous
Termite Inspection Report

Termite Inspection Report

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

TERMITE INSPECTION REPORT

WHEREAS

WHEREAS the Client Name: has requested a professional inspection of the property described below; and

WHEREAS the Inspector Company: and Inspector Name: accepts engagement to perform a visual inspection for wood-destroying organisms and related damage at the subject property under the terms set forth herein.

WHEREAS this Report documents observations, findings, recommendations and any treatments performed and constitutes the entire record of the inspection engagement.

PROPERTY AND CONTACT INFORMATION

Property Address Property Owner (if different) Client Contact

Inspection Date: Time In: Time Out:

INSPECTOR IDENTIFICATION

Inspector Name License / Certification Number Inspector Contact

SCOPE OF WORK

The Inspector shall perform a visual, non-invasive inspection of accessible areas of the property for evidence of termites, other wood-destroying organisms, and related damage. The scope includes visible interior and exterior accessible surfaces, crawlspaces and accessible attics. The inspection excludes areas concealed by finished surfaces, stored items, heavy vegetation, soil, or inaccessible voids.

INSPECTION FINDINGS — OBSERVATIONS

Indicate observed conditions (check all that apply) and specify location(s) where observed.

Evidence Observed Active infestation (live termites)
Mud tubes
Frass / bore dust
Swarmers or shed wings
Visible structural damage
No visible evidence of termite activity

Location Details (for checked items) Detailed Findings / Narrative

RECOMMENDATIONS & TREATMENT

Recommended action (check all that apply):

Localized spot treatment
Baiting system installation
Whole-structure fumigation
Structural repairs recommended
Periodic monitoring / re-inspection

Recommended Treatment Details Estimated Cost for Recommended Work Proposed Treatment Schedule / Completion Window

PAYMENT TERMS

Inspection fee and treatment charges, if applicable, are due according to the schedule below. Payment obligations are independent of any insurance claims.

Total Fee for Inspection Payment Schedule Late Payment Fee

Unless otherwise agreed in writing, payments not received within the time specified are subject to the Late Payment Fee and collection costs. Acceptance of payment does not waive any right to pursue further remedies.

TERM AND TERMINATION

Engagement Start Date: Engagement End Date:

Termination Notice Period

Either party may terminate this engagement for material breach if the breach is not cured within the notice period above. Termination does not relieve Client of payment for services performed prior to termination.

CONFIDENTIALITY

The Inspector and Client acknowledge that inspection findings and any resulting proposals, reports, pricing and structural observations are confidential business information. Neither party shall disclose such confidential information to third parties except as required by law or with prior written consent of the other party. This paragraph survives termination of this engagement.

GOVERNING LAW

This Report and any dispute arising out of the inspection engagement shall be governed by the laws of the State of without regard to conflict of law principles.

ENTIRE AGREEMENT

This Report, together with any signed proposal or treatment authorization, constitutes the entire agreement between Client and Inspector with respect to the inspection and supersedes all prior understandings and agreements, whether written or oral. Any modifications must be in writing and signed by both parties.

INSPECTION LIMITATIONS & DISCLAIMERS

The inspection is visual only. No destructive probing, dismantling of finished surfaces, or removal of insulation was performed unless specifically noted. Absence of observed evidence does not constitute a warranty against future infestation. The Inspector's liability for any claim arising out of this inspection is limited to direct damages up to the amount paid by Client for the inspection services, except for gross negligence or willful misconduct as determined by a court of competent jurisdiction.

Additional Limitations Noted by Inspector

INSPECTOR CERTIFICATION

I, the undersigned Inspector, certify that the observations set forth in this Report are true and accurate to the best of my knowledge as of the date of inspection and that this Report reflects a professional visual inspection in accordance with industry standards for such inspections.

Client Name:

By:

Date:

Inspector / Company:

By:

Date:

What a Termite Inspection Report Is and why it matters

A Termite Inspection Report documents the results of a visual and, where applicable, limited invasive inspection for wood-destroying organisms at a property. It summarizes the inspector's observations, identifies active infestation or past damage, lists evidence such as frass or mud tubes, includes photographs when available, and provides recommended treatments or repairs. Buyers, sellers, real estate agents, and lenders commonly use the report to evaluate risk, negotiate repairs or credits, and satisfy transaction contingencies. Reports are typically delivered as a dated, signed PDF and may be paired with service warranties or treatment estimates.

Why a clear Termite Inspection Report adds value

A well-prepared Termite Inspection Report creates a single, reproducible record of a property's pest condition, reduces ambiguity in negotiations, and documents recommended corrective actions for contractors and lenders. It supports disclosure obligations and helps manage post-closing warranty expectations.

Who typically prepares and relies on these reports

Several professional and consumer groups create, request, or rely on Termite Inspection Reports during property transactions and maintenance planning.

Licensed inspector firms and certified technicians who perform the onsite examination and document findings for third parties.
Buyers and their agents who use the report to assess condition, negotiate repairs, or request treatment prior to closing.
Lenders and title companies that may accept the report as part of underwriting or escrow requirements for property sale.

Understanding each user's role helps ensure the report includes the detail and signatures required for buyers, sellers, lenders, and contractors.

Step-by-step: Completing a Termite Inspection Report

Follow this concise workflow to produce a clear, transaction-ready report that meets common lender and real estate expectations.

01

Schedule: Arrange a licensed inspector and confirm access to all areas.
02

Inspect: Document interior and exterior findings with photos and notes.
03

Record: Complete standardized fields, include dates, and attach evidence.
04

Sign & Deliver: Sign, date, and distribute the signed report to stakeholders.

Configuring an online workflow for the report

Set up a digital workflow to collect signatures, attachments, and retention settings before sending the report to stakeholders.

Field	Configuration
Upload Document	Use PDF or DOCX; embed photos as attachments.
Assign Signers	Add inspector and recipient emails in signing order.
Authentication	Choose email link or SMS code for signer verification.
Notifications	Enable automatic reminders and delivery receipts.

Typical routing and delivery process

A standard routing sequence helps ensure each party receives the report in order and that audit evidence is preserved.

Upload Report: Inspector uploads signed PDF with attached photos.
Set Recipients: Enter buyer, seller, agent, and lender emails as needed.
Sign & Timestamp: Inspector signs; system records timestamp and IP.
Distribute Copies: Deliver final PDF and audit trail to all recipients.

Technical formats and integrations to consider

Choose platforms that accept standard file formats and integrate with commonly used real estate and storage systems.

Formats: PDF, DOCX, and embedded JPEG/PNG photos
Integrations: Salesforce, NetSuite, Google Workspace, Box
Security: AES-256 at rest; TLS 1.2/1.3 in transit

Core sections every professional report should include

A complete Termite Inspection Report groups evidence, assessment, and actions into clearly labeled sections so recipients can quickly identify risk and next steps.

Cover Summary

Short executive summary stating overall condition, whether active infestation is present, and an immediate recommendation for treatment or further evaluation.

Inspection Findings

Detailed observations by location (e.g., crawlspace, attic, exterior), listing evidence type, severity, and whether further destructive testing is recommended.

Photographic Evidence

Date-stamped photos tied to specific findings and labeled with the inspection area to reduce ambiguity during remediation or lender review.

Treatment Recommendations

Actionable items specifying chemical or structural treatments, estimated scope of work, and expected timelines for completion and clearance.

Damage Assessment

Estimate of structural impact and whether repairs are cosmetic or load-bearing, and any recommended contractor specialties for repair.

Certification Statement

Inspector's signed declaration of observation limits, methods used, and any exclusions such as inaccessible areas or prior treatments.

Supporting documents to attach with the report

Attach related records to provide a complete transaction file and reduce lender or buyer follow-up requests.

Property Disclosure

Seller disclosures that list known pest treatments or prior damage, helping reconcile inspection findings with seller statements and title requirements.

Work Orders

Estimates and invoices from pest control or contractors that quantify recommended repairs and proposed timelines for remediation.

Photo Library

Organized set of high-resolution images with filenames or captions matching the report's findings for easy reference during repair estimates.

Treatment Warranty

Manufacturer or service warranties that define coverage periods and any vendor obligations following treatment completion.

Common mistakes when preparing a Termite Inspection Report

Missing or unclear photos that fail to show scale and location, creating disputes about the nature and extent of damage.
Incomplete address or property identifiers, causing the report to be misfiled or rejected by title companies and lenders.
Ambiguous language in recommendations such as 'repair as needed' without specifying scope, materials, or contractor type.
Unsigned or undated reports, or signatures without audited evidence, which can invalidate reliance by third parties.

Consequences of an incorrect or incomplete report

Closing Delays: Delayed closings

Buyer Rescission: Purchase cancellation risk

Liability Claims: Potential post-closing disputes

Repair Cost Surprises: Unexpected contractor expenses

Loan Issues: Underwriting hold or denial

Warranty Disputes: Coverage disagreements

eSignature vendor pricing and capability snapshot

Comparison of representative starting prices and common feature indicators. Use vendor sites or sales contacts to confirm plan specifics for high-volume or enterprise use.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Premium available)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Practical examples of how reports are used in transactions

These compact scenarios show common outcomes when a clear Termite Inspection Report is provided to transaction parties.

Buyer negotiation

A buyer receives a detailed report showing localized active infestation

lender requests specific clearance treatment
seller pays for targeted treatment and provides a signed clearance report before closing, preventing a financing hold.

Post-closing warranty

An owner keeps the inspection and treatment warranty attached to the sale file

contractor performs treatment and issues a one-year service warranty
warranty is used to resolve a later localized recurrence without litigation.

Common questions and practical answers about Termite Inspection Reports

Answers to frequent questions about signing, notarization, legal validity, and next steps when treatment is recommended.

Need help? Contact support

Can a report be signed electronically?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws. Ensure the signature shows intent, attribution, consent, and that the record is retained in a reproducible format.
Is notarization required for acceptance?
Not usually required for routine termite reports, but specific lenders or local jurisdictions may request notarized affidavits. Check the lender's requirements or local recording office for any special notarization rules.
What if the report shows active infestation?
Document recommended treatments and provide contractor estimates. Coordinate treatment scheduling, secure a clearance letter after remediation, and supply updated documentation to the requesting parties.
How do I correct an error in a filed report?
Issue a corrected report with a clear revision date and explanation. Retain the original and the correction; if used in a transaction, notify all recipients of the update in writing.
Which parties should receive the final report?
Provide copies to buyer, seller, listing agent, buyer's agent, lender, and closing agent as appropriate. Retain a signed copy in the inspector's business records for dispute resolution.
Does including photos affect retention rules?
Yes. Attachments that become part of the official inspection record should be retained consistent with document retention policies and any applicable laws or client agreements.

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