After the inspection: a defect log the buyer can follow
Record handover observations, responsible parties, evidence and follow-up dates. Separate inspection findings from acceptance and warranty decisions.
A buyer receives a folder of inspection photographs and asks a simple question: what has actually been fixed? If the answer requires scrolling through dozens of messages, the handover process needs a clearer record.
The referring agent may not be the inspector or the person responsible for warranty claims. They can still help establish a readable history, provided their role is agreed. This guide addresses follow-up after observations have been made, rather than teaching someone to inspect a building.
Keep observations separate
Give each issue a reference. Record the room or equipment, the observation, the date and the source of the finding. "Bathroom problem" is difficult to verify later. A precise location linked to a photograph gives the responsible specialist something they can identify.
Do not rewrite a technical finding into a stronger conclusion. If an inspector recommends further investigation, keep that recommendation rather than labelling the problem harmless or structural yourself. Record uncertainty and send the question back to the appropriate specialist.
Store original photographs with dates where available. A marked-up copy can help identify a location, but it should not be the only surviving record. Do not use a generated image to illustrate a purported defect in the buyer's property.
Distinguish the stages of a repair
One "resolved" checkbox can conceal several unfinished tasks. A seller may have acknowledged an issue without repairing it, or supplied a photograph without the buyer's inspector checking the result.
| Stage | What the record should show |
|---|---|
| Reported | Observation and supporting evidence |
| Acknowledged | Recipient and response date |
| Proposed | Intended action and responsible party |
| Carried out | Reported completion and evidence |
| Reviewed | Who checked the work and what remains open |
Use these as tracking labels, not as invented contractual definitions. If the agreement has a formal procedure, the responsible adviser should make sure the log supports it rather than replaces it.
Keep contractual deadlines outside casual chat
Ask the buyer's adviser what notices, methods of delivery and deadlines apply. An informal message to a salesperson may not be the required contractual notice. The agent should not assume it is sufficient or offer a universal warranty period.
Record important dates in the agreed working system and identify who owns the formal action. If someone else is responsible, confirm that they have accepted the task. Writing their name in a spreadsheet does not establish their appointment.
Also ask how handover, payment, access and acceptance relate in the actual transaction. An agent should not tell the buyer to sign or withhold payment on the strength of a tracking log.
Make remote follow-up verifiable
For a buyer abroad, request evidence that corresponds to the numbered issue and its location. A wide room photograph may show that work took place but fail to show whether the relevant issue was addressed.
Where a professional review is needed, arrange it through the agreed process. Do not mark an item checked because the client is tired of waiting or because a marketing team says the property looks ready. If verification is not available, say so.
Explain the agent's role after purchase
Agree whether the referring agent receives updates, helps arrange communications or has no ongoing task. This avoids creating an unlimited promise of technical support.
The IBG after-purchase case provides context for discussing service responsibilities. It does not establish the services or warranty terms for every buyer. Confirm scope before describing after-sales work as included.
Sources and scope
This is an editorial record-keeping method. It is not an inspection standard, legal notice template or warranty interpretation. See IBG's published after-purchase case and seek the appropriate independent technical and legal advice for the property.
Understand the partner process before introducing a buyer
Review the roles, client permission and cooperation terms. You can create a free agent account before you have a buyer enquiry.
Registration is not a completed transaction or an earned commission.