01 · Section
Use observed, not is
'Granule loss was observed on the south slope' beats 'the roof has granule loss.' Observation language stays factual and present-at-time-of-inspection. It's the most important habit.
02 · Section
Quantify when you can
'Moderate granule loss' is better than 'granule loss.' 'Crack width approximately 1/8 inch with no visible displacement' is better than 'small crack.' Quantification distinguishes you from amateur reports.
03 · Section
At the time of inspection
Every functional comment should end with 'at the time of inspection' or 'on the date of inspection.' This anchors the finding to a moment and protects against future-condition lawsuits.
04 · Section
Avoid absolutes
Don't say 'safe,' 'satisfactory,' or 'good.' Say 'functional,' 'operated as intended,' 'no defects observed.' Absolutes invite liability.
05 · Section
Name the recommended trade
'Recommend evaluation by a licensed electrician' is specific and defensible. 'Have it checked' is not.