1. Objective
This SOP defines how a Virtual Assistant (VA) schedules the home inspection, coordinates property access, receives the inspection report, and manages the inspection contingency deadline — so no contingency expires by accident and the agent has everything needed to advise the buyer.
The inspection contingency is one of the most deadline-sensitive periods in any transaction. If the contingency expires without action, the buyer may lose the right to cancel the contract and their earnest money may be at risk. This can lead to a lawsuit. The VA's job is to treat every inspection deadline like a hard stop — not a soft suggestion.
Where this SOP starts: Executed contract received. Inspection should be scheduled on Day 0 or Day 1 — not when convenient.
Where this SOP ends: Inspection report(s) are received, reviewed for flaggable items, saved to the transaction file, and the inspection contingency outcome is confirmed (proceed, repair request, or cancellation) with the deadline met.Success looks like: The agent receives a summary of the inspection findings within hours of the report arriving, with flagged items clearly labeled — and the deadline is still days away, not hours.
2. Your Role & Boundaries
2a. What you handle independently
- Scheduling the inspection with the agent's preferred inspector immediately upon contract execution
- Coordinating property access with the listing agent (or confirming lockbox access)
- Providing the inspector with all access and logistics details
- Receiving the inspection report and saving it to the transaction file
- Preparing a summary of significant findings for the agent's review (flagged items only — no interpretation)
- Tracking the inspection contingency deadline daily from Day 0
- Scheduling any additional specialized inspections at the agent's direction
- Preparing the contingency removal or cancellation form 24 hours before the deadline — at the agent's direction
2b. What requires agent approval before acting
- Any decision about what to do with the inspection findings — repair request, credit, proceed as-is, or cancel
- Scheduling a specialized inspection (pool, well, septic, pest) beyond the general home inspection — confirm with agent first
- Any communication with the buyer about the inspection report's contents or significance
- Responding to the listing agent about any inspection-related items beyond logistical coordination
- Extending the inspection contingency — the agent negotiates this, not the VA
2c. What you never do
- You never negotiate on the agent's behalf under any circumstances.
- You never provide pricing, legal, or strategic opinions to any party.
- You never sign or initial any document on behalf of the agent, client, or any party.
- You never communicate directly with the other party's client.
- You never interpret inspection findings or tell the buyer what the inspection means for their decision — those conversations belong to the agent.
- You never allow the inspection contingency deadline to pass without confirming with the agent what action to take — if the agent is unreachable near a deadline, escalate through every available channel.
- You never skip the contingency removal step — even if the buyer "seems fine" with the property, the contingency must be formally removed or addressed before the deadline.
When in doubt: Flag early and escalate clearly. An inspection contingency deadline is not something to resolve by waiting and hoping.
3. Schedule & Trigger
Trigger: Executed contract received from Transaction Coordination Master. The inspection should be scheduled on Day 0 (same day as contract receipt) or Day 1 at the latest.
Urgency: Most home inspectors have limited availability. A 7–14 day inspection contingency sounds like ample time — it is not, especially in a busy market. Schedule immediately to ensure the inspection happens with enough days remaining to review the report, negotiate if needed, and still meet the deadline.
High-volume note: If the agent has multiple transactions in the inspection phase simultaneously, all inspection deadlines are tracked independently. Never allow one transaction's deadline pressure to crowd out another's review.
Sequence context: This SOP runs after Contract Intake and in parallel with Earnest Money Deposit & Escrow Opening. Both are triggered by the executed contract. It feeds into Repair Request & Negotiation Documentation if repairs are requested, or into Contingency Removal when the inspection contingency is cleared.
If you are unable to complete this task: Notify the agent at the start of your absence or as soon as possible. Flag any open or time-sensitive items. The agent will determine whether to delegate or defer. Never let a recurring deadline pass without flagging it to the agent in advance.
4. Inspector Selection
Use the agent's preferred inspector. Confirm the preferred inspector list at onboarding and document it in the client SOP. Do not use an inspector not on the agent's list without agent authorization.
If the buyer selects their own inspector:
- Confirm the inspector is licensed in the state — the VA does not provide a license verification opinion, but does request the license number and saves it to the transaction file
- Flag the selection to the agent before confirming the appointment
Typical inspection scope for a general home inspection:
| System/Area | What the Inspector Covers |
|---|---|
| Structure | Foundation, framing, walls, floors |
| Exterior | Siding, windows, doors, decks, grading/drainage |
| Roof | Shingles, flashing, gutters, chimneys |
| Plumbing | Pipes, fixtures, water heater, drainage |
| Electrical | Service panel, wiring, outlets, switches, GFCIs |
| HVAC | Heating, air conditioning, ventilation |
| Interior | Walls, ceilings, floors, stairs, built-in appliances |
| Insulation & ventilation | Attic, crawl space, basement |
Items NOT typically covered by general inspection (require separate specialized inspections):
- Pool / spa
- Well / septic / private water systems
- Pest / termite
- Radon
- Mold
- Chimney (structural/liner)
- Sewer scope
If the property has any of these systems, flag to the agent immediately — additional inspections may need to be scheduled within the contingency window.
5. Scheduling the Inspection
Step 1: Confirm buyer availability
Buyers typically want to attend the inspection — confirm they are available for the proposed date/time before booking. Send a brief message via the agent's approved channel:
Hi [Buyer First Name] — we're scheduling your home inspection for [Address]. Are you available to attend on [proposed date] at approximately [time]? The inspection typically takes [X hours].
[VA Name] on behalf of [Agent Name]
Step 2: Confirm property access
Contact the listing agent to confirm access:
- If lockbox: confirm the lockbox is accessible and the code is current
- If listing agent or seller provides access: coordinate the specific time
Step 3: Book the inspector
Contact the agent's preferred inspector. Provide:
- Full property address
- Requested date and time
- Scope of inspection (interior, exterior, crawl space, attic — confirm anything non-standard)
- Point of contact on the day (VA phone number for logistics, agent phone for any urgent findings)
- Whether buyer will be present
- Access instructions (lockbox, agent meets, etc.)
- Expected report turnaround (confirm — typical is same day or next day)
Step 4: Add to agent calendar and transaction timeline
- Calendar event:
Home Inspection — [Address] — [Date/Time] - Description: Inspector name and phone, buyer attending (yes/no), access instructions
- Transaction timeline: Add inspection date and report-expected date
6. Access Instructions to Inspector
Send a written confirmation to the inspector after booking:
Hi [Inspector Name] — confirming the following inspection appointment:
Property address: [Full address]
Date and time: [Date, Time]
Scope: [Standard interior/exterior inspection / additional notes]
Access: [Lockbox — code: [provide per agent's secure channel instruction] / Listing agent meeting at property at [time]]
Point of contact: [VA Name] at [VA phone] — [Agent Name] at [Agent phone] for urgent findings during inspection
Buyer attending: [Yes / No — buyer name]
Report delivery: [to VA email and agent email — confirm both]
Please confirm receipt. If anything changes on your end, contact [VA Name] at [VA phone].
[VA Name] on behalf of [Agent Name]
7. When the Inspection Report Arrives
Step 1: Save immediately
Save to transaction file → Inspection folder:
[Address] - Home Inspection Report - [Inspector Name] - [Date]
Do not wait to review before saving. The clock is ticking on the contingency deadline.
Step 2: Quick review — flag significant items
Read the full report. Flag any finding that falls into these categories:
| Category | Examples | Action |
|---|---|---|
| Safety hazard | Exposed wiring, gas leak indicators, structural cracking, CO risks | Flag immediately to agent |
| Major system issue | HVAC failure, water heater at end of life, roof in poor condition, foundation problems | Flag to agent |
| Specialist recommended | "Further evaluation by a licensed [electrician / plumber / structural engineer] is recommended" | Flag — specialized inspection may be needed |
| Minor / cosmetic | Dripping faucet, cracked tile, sticky window, minor caulking | Note but do not escalate — agent decides whether to include in any repair request |
Do not assess severity independently beyond this framework. The agent reads the full report and makes the strategic call on what to pursue.
Step 3: Prepare the summary for the agent
Hi [Agent Name] — home inspection report received for [Address] — [Inspector Name], [date].
Report saved to transaction file.
Significant findings flagged for your review:
Safety/structural:
- [Item] — Page [X] of report
- [Item] — Page [X]
Major systems:
- [Item] — Page [X]
Specialist recommendations from inspector:
- [Item] — Page [X]
Minor/cosmetic items: [X total — see full report]
Inspection contingency deadline: [date]. Awaiting your direction on how to proceed.
[VA Name]
Send this to the agent via their preferred channel. Do not send the report summary to the buyer — the agent discusses inspection findings with the buyer directly.
8. Specialized Inspections
If the agent directs additional inspections, schedule them immediately — do not wait.
For each specialized inspection:
- Confirm the inspector is licensed for the specific type (radon, mold, pest, etc.)
- Coordinate property access again with the listing agent
- Get written confirmation from the inspector
- Track the turnaround time against the contingency deadline
- Save each separate report with a distinct label: [Address] - Pest Inspection - [Date]
All specialized inspection reports must be received and reviewed before the contingency deadline.
9. Inspection Contingency Deadline Tracking
Track daily. Prepare the contingency removal (or action) form 24 hours before the deadline — not the day of.
Daily tracking:
From Day 0 through the contingency deadline, note in the transaction log:
- Inspection status (scheduled / completed / report received / awaiting agent decision)
- Days remaining until contingency deadline
24 hours before deadline:
- Confirm with the agent what action to take:
- Proceed and remove the contingency
- Submit a repair request (see Repair Request & Negotiation Documentation)
- Cancel the contract (see Contingency Removal Management)
- Prepare the appropriate form — contingency removal, repair request, or cancellation addendum
- Do not act without agent confirmation
If the agent cannot be reached within 24 hours of the deadline:
Escalate through every available contact channel. Notify the agent in writing with an explicit deadline:
Hi [Agent Name] — URGENT: Inspection contingency for [Address] expires [date/time]. I need your instruction on how to proceed (remove contingency / repair request / cancel) by [time, at least 4 hours before deadline].
Please respond ASAP.
[VA Name]
10. Checklist
Scheduling
- ☐ Buyer availability confirmed for inspection date
- ☐ Property access confirmed with listing agent
- ☐ Inspector booked — date, time, scope confirmed
- ☐ Inspector confirmation sent with access instructions
- ☐ Inspection added to agent calendar and transaction timeline
- ☐ Report-expected date added to transaction timeline
Report Receipt
- ☐ Inspection report saved to transaction file immediately on receipt
- ☐ Quick review completed — flagged items identified
- ☐ Agent summary sent with flagged items and contingency deadline
Specialized Inspections (if applicable)
- ☐ Specialized inspector(s) booked at agent's direction
- ☐ All reports received and saved before contingency deadline
Contingency Deadline
- ☐ Contingency deadline tracked daily
- ☐ Agent direction confirmed 24 hours before deadline
- ☐ Contingency removal, repair request, or cancellation form prepared and submitted per agent instruction
- ☐ Outcome documented in transaction file
11. Tools & Access
| Item | Details |
|---|---|
| Agent's preferred inspector(s) | [Confirm preferred list during onboarding — document in client SOP] |
| Property access method | [Lockbox / listing agent coordinates — confirm from executed contract and listing] |
| Transaction timeline | [TMS or Google Drive — update after each milestone] |
| Buyer contact | [CRM buyer profile — confirm preferred channel during onboarding] |
| Listing agent contact | [From MLS / executed contract] |
| Agent's urgent channel | [For deadline escalations — confirm at onboarding] |