Inspectors have flexibility in structuring their operating procedures, and client on-boarding is one of the most critical processes to refine. It begins with the initial inquiry and continues through scheduling the inspection. In between, the goal is to get the prospect to agree and sign off on the proposal and inspection agreement — officially booking the job and converting them into a client.
To make this process smoother and avoid delays, some inspectors look for ways to streamline their on-boarding approach. A well-structured and communicated approach with clear details on scope and value can help reduce back-and-forth communication, minimize roadblocks from intermediaries or hard-to-reach decision-makers, and deter price shoppers who may not have enough information to commit.
One way to simplify this approach is by combining the proposal with the inspection agreement. This approach simplifies the process by providing the client with a single document that includes all essential details so that everything is confirmed in one step, such as the fee, scope of work, terms and conditions, and the date and time of the on-site visit.
On the other hand, some inspectors choose to keep their proposal and inspection agreement separate to align with their process for building client relationships, and the need for gathering information and conducting research before finalizing both documents.
Approaches and Inspection Proposal Template
The way you integrate the proposal into your operating procedures depends on your process for everything leading up to it. Will you gather all necessary client information upfront through an initial call or an online form? Will you provide the inspection fee, scope of work, and schedule details in one document? Your answers to these questions will help determine the best approach for you.
Option 1: Sending the Proposal and Agreement Separately
With this approach, you gather enough information to present the service to the prospective client. Typically, once the proposal is signed, the inspector or inspection company follows up to get the agreement signed and schedule the inspection. In any case, the inspection agreement must always be signed before the inspection is performed.
Download Inspection Agreement Template (Between Inspector and Client)
Option 2: Combining the Proposal with the Agreement
With this approach, the proposal and inspection agreement are either combined, or at least sent at the same time. Before sending them, the inspector or company gathers the necessary information and conducts any required research to finalize both documents. The prospect may ask for adjustments before signing, but at least everything is there to review.
Download Combined Proposal and Inspection Agreement Template
Choosing the Right Approach for Your Business
There is no one-size-fits-all approach. It depends on when and how you collect the information needed to schedule the inspection and finalize the necessary documents. Whether you send the proposal and agreement separately or combine them, the key is ensuring a smooth and efficient process that keeps the inspection moving forward without unnecessary delays. Your process should always be communicated to the prospective client.
Regardless of which template you use, keep in mind that they are customizable. Do what makes sense for your operating procedures. And, lastly, remember that the proposal and agreement serve different purposes. The proposal outlines expectations and demonstrates value, and the inspection agreement serves as legal protection.