1. Property and inspection identity
List the association, addresses or buildings, inspection date, inspector, weather, access, purpose, systems included, and systems excluded.
2. Scope and limitations
Explain how observations were made and where access was limited. State whether the review was visual, aerial, thermal, hands-on, or supported by testing. Identify concealed areas and conditions that require specialist review.
3. A property map
Tie every finding to a consistent building, elevation, roof area, detail, or site location. A photograph without a location is much less useful during bidding or a later inspection.
4. Visible-light evidence
Include overview images for orientation and close-ups for detail. Add captions describing observable conditions without overstating cause, age, or severity.
5. Thermal images with context
When used, pair infrared and visible-light images, record capture conditions, and explain plausible interpretations and follow-up. Thermal cameras measure surface temperature patterns; they do not see through materials or identify moisture by themselves.
6. Priorities that separate action from uncertainty
- Immediate safety or active-water response
- Investigation or confirmation needed
- Planned maintenance
- Capital-project candidate
- Monitor and recheck
7. Recommended next step and owner
For each finding, name the recommended action, responsible party, and intended timing without manufacturing false precision. Note when engineering, structural, electrical, legal, insurance, reserve-study, or manufacturer input is appropriate.
Avoid these report failures: unlocated photos, unexplained scores, unsupported savings claims, claim-approval promises, conclusions beyond the inspection method, and recommendations without limitations or follow-up owners.
8. Record continuity
Attach completed work, invoices, warranties, change documentation, and final photos to the original findings. That turns a one-time report into a property history the next board can use.
Build a usable exterior record
Hoyt Exteriors can organize Twin Cities HOA observations into a board-ready property baseline.
See the Property Baseline Program