How do I prepare and send my Inspection Report to the Owner

Summary

After the inspection has been uploaded and left the inspection app's Queue it will appear in the Uploaded area. In your Palace Database, there is an Import List where the inspections will appear. The inspection is saved in the corresponding property diary.

Editing your inspection

The Import List is found by clicking on Property > Property inspections > Import List.
Here you will see a list of your most recent inspections so you can easily edit and email your inspection reports. (You can also find each inspection report within the Diary of each property).

You can filter to see only inspections under your name by clicking on the Property Manager filter.

If you want to remove any entries from showing in this list, you can select the tick-box on the left of the property address and press the green Clear button at the top right of the page. This will remove the inspection from the Import List but the inspection report will remain in the Property Diary.

Note: The Import List cannot be restored if incorrect entries are deleted.

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To access the inspection report for editing/downloading or emailing, click on the Edit button to the right of your inspection.

Inside the Inspection Report

Details Tab

  • Click on the blue/white + to open a room to see all the features, statues and comments
  • To duplicate a room and its features, click the Edit button to the right and click Duplicate
  • To edit the room name, click the Edit button to the right of the room and you can edit the Label

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Note: You cannot add an individual room/feature to the Inspection report.
If you need to add a feature you would need to

  1. Duplicate a room
  2. Drag the feature into the room where it's needed
  3. Rename one of the features
  4. Delete the extra/duplicated room

Images tab

  • Images that have a blue tick will be included in the inspection report you generate. If you want to exclude an image from the report but don’t want to delete it, simply click on the blue tick to deselect the image
  • To generate a report without images, click the Select All button to deselect all the images at once
  • To download the images and save them to your computer, click the Select All button and then click the Download Selected button. This will download the selected images to a single compressed file.

Tip: Images can be viewed within the compressed file, however, if images need to be edited they must be extracted from this file

Notes Tab

  • You can include additional information for the owner that may not fit in a specific room. Any information added here will appear at the bottom of the report. This will allow you to provide a more comprehensive and detailed inspection report

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Email the report
When you have completed editing the inspection report this can be emailed to the owner

  1. Click on Report at the top right-hand side of your screen
  2. Change the toggles to include or exclude the letterhead, owner's postal address, and tenant's name
  3. To preview the report before sending it, click Generate and Download. The report will be downloaded as a PDF document. In the case of something being missed or misspelled, you can go back to the report to edit it
  4. When you are satisfied the report is correct, click the Email button. The report will be generated in PDF and attached to a draft email to the owner which you can add to the body of the email and send the email

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What's Next

Once the inspection report has been emailed to the owner, you can process the inspection charge from the Dashboard. This will update the date of the inspection and ensure that the charge is processed correctly

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