Inspection Methodology, Documentation, and Report Writing
This domain tests the inspection process and report quality: how you sample, record, and communicate findings so another party can rely on them.
Process
An ASTM E2018-style PCA includes pre-survey data collection, a client questionnaire, document review, walk-through survey, interviews with onsite staff, and a report. Use a consistent system hierarchy so findings roll up logically. Photograph deficiencies with location references, and keep dated field notes. Sampling is representative, not exhaustive; state the sample size and method.
Report writing
Each finding should include location, system or component, observed condition, implication, and recommendation. State limitations and exclusions. Costs should carry a basis and date; separate hard costs from allowances. Avoid adjectives that imply a guarantee, such as "safe," "sound," or "will last."
Worked example
A 40-room motel: you inspect 8 rooms, one per building quadrant plus the office. Two rooms have a soft bathroom subfloor near the tub. Reasoning: report 2 of 8 observed, note the sample method, and state that similar conditions may exist in unsampled rooms. Recommend a flooring or water-intrusion contractor evaluate all bathrooms. Cost the two observed repairs and add a per-room allowance for the remainder, labeled as an allowance.
Traps
Reporting only deficiencies with no general description; mixing opinion with fact; missing photo locations; and presenting a budget number as a contractor bid. Also: failing to record who was interviewed and what documents were provided.