From Report to Inbox: The AI Repair Addendum Process

This document explains how to use AI to extract major defects from an inspection report and use them to generate an actionable table you can send to a real estate agent for a Repair Addendum. Before beginning, ensure you have a saved PDF copy of your inspection report.

Part 1: Generate the defect table

Follow the instructions below to extract major defects from your inspection report to create an actionable table for negotiation using an AI tool:

1. Open your preferred AI tool, such as Gemini, ChatGPT, or Copilot.

2. Start a new chat and attach or upload your inspection report PDF. Then, copy the prompt below and paste it into the AI prompt area:

   Act as an expert real estate negotiation assistant. Extract items from the summary of the attached inspection report, but filter out minor cosmetic or maintenance items to avoid irritating the seller. Focus only on safety, structural, and major system defects. Format them into a copy-pasteable table with four columns: 'Defect & Report Page #', 'Why it Matters', 'Trade Required', and 'Requested Credit ($)'. Leave the credit column blank.

3. Submit the prompt to generate the table. Then, review the table output to ensure it retains major safety, structural, and system defects while removing minor cosmetic or maintenance items.

4. Highlight the finalized table and press CTRL+C on your keyboard, or right-click and select Copy to copy the table to your clipboard.

Part 2: Compose and send the email summary

After generating the defect table, follow the steps below to combine it with an email template and send it to the real estate agent:

1. Open your preferred email client and compose a new message.

2. Compose your email message, or expand the panel below and copy/paste our email template for the body of the message.

   Click here for our quick email template

   Subject: Your TRR Fast-Track for [Property Address] 🏠
   
   

   Hi [Agent Name],
   
   I just sent over the official inspection report for [Property Address]. I know you've got a lot on your plate and need to move fast, so I went ahead and built you a quick TRR cheat sheet to save you from digging through the whole PDF. To help you get the most leverage and keep the seller from getting defensive over minor maintenance items, I filtered this list down to just the major safety, structural, and system defects. I also included the exact report page numbers so the listing agent can easily find the proof.
   
   Here is the breakdown:
   
   [INSERT COPIED AI TABLE HERE]
   
   All you need to do is fill in your requested credit amounts or tweak it however you see fit before you build your addendum. Let me know if you or your buyers have any questions about the report. I am always here to help you get this to the closing table!
   
   Best,

   [Inspector Name]

   [Company Name]

   [Contact Info]

3. If you're using our email template:

   • Replace all bracketed placeholder text (e.g., [Property Address], [Agent Name], etc.) with the specific property and contact details.

   • Highlight the [INSERT COPIED AI TABLE HERE] placeholder text and press CTRL+V on your keyboard, or right-click and select Paste to paste the copied defect table you generated in Part 1 above.

4. When you're finished, send the email to the agent.