When a home-watch report arrives, compare it with the visit checklist you agreed to. A date and an “all clear” message do not explain whether every scheduled area was accessible, whether a concern was reported or whether someone still needs to act.
Before You Begin
Ask for a sample report before hiring. You should be able to trace an agreed task to a dated observation or a clear explanation of why it was not completed. Keep the report focused on what the visitor actually observed.
Separate Observation From A Wider Assurance
The National Home Watch Association describes home watch as a visual check for apparent problems at an unoccupied property, followed by communication with the owner about concerns. It is an industry association, not a government inspection authority. Its description does not expand the duties of your particular service agreement. NHWA description
Write down the actual rooms, exterior areas and tasks included in your booking. Specify how a missed visit or blocked area will be reported. If you need a technical equipment assessment, security service or another specialized task, identify who is qualified and separately responsible for it. This report template does not establish compliance with a building code or insurance condition.
Use An Exception-Based Visit Record
The following rows are illustrative examples, not records of a real property or provider. Ask the business to use the actual visit date and time in its report.
Swipe or scroll sideways to compare every column. Keyboard users can focus the table area and use the arrow keys.
| Visit Date | Area/Task Agreed | Observation | Photo If Authorized | Unable To Inspect | Escalation Taken | Follow-Up Owner |
|---|---|---|---|---|---|---|
| Actual date/time | Visual check of accessible utility-room floor | No visible water on the exposed floor during this visit | Reference only if agreed | Area behind stored boxes was not visible | Access issue included in report | Owner to arrange clear access |
| Actual date/time | Agreed upstairs-room walkthrough | No observation recorded | None | Door was locked; room was not entered | Owner contacted using agreed channel | Owner to confirm access before next visit |
| Actual date/time | Entry-area visual check | Water staining observed on the ceiling | Location-labeled photo if permitted | Source and concealed condition not assessed | Concern reported; technical visit requested | Named owner or manager to authorize the appropriate trade |
The useful distinction is between “checked with this result” and “not checked for this reason.” Do not ask a provider to turn an access exception into a reassuring statement about an unseen area.
Close The Follow-Up Loop
For each concern, keep the observation, notification and resolution as separate entries. A message sent to the owner is not proof that a repair happened. When another business attends, retain its own completion record and identify who will update the open item.
Agree in advance which findings require immediate contact, who may authorize a vendor and what happens if the first contact is unavailable. Ready PA’s household planning guidance recommends a local contact and another outside the affected area. Apply that idea to your communication plan without assuming a home-watch provider can travel through a storm or respond as an emergency service. Ready PA contact planning
Keep Access And Photographs Private
Agree who receives visit reports, where photographs are stored and when access credentials are returned or changed. Reports should not expose alarm codes, keys or other access details to a broad distribution list. Give the provider a clear way to report an access problem privately.
Does “no visible issue” mean there is no hidden defect? It describes a limited observation at a particular time. Ask for the area and access limits rather than a blanket assurance.
Does this reporting format satisfy an insurer? Take the proposed service and reporting arrangement to your insurer for a property-specific answer. This worksheet does not interpret your policy.
Use the home-watch hiring guide to define the overall booking. Then request an anonymized sample report showing how the business handles an inaccessible area and an unresolved concern. LocalServ does not inspect the property or certify the service.
Sources And Local Resources
Sources checked November 9, 2026. Confirm current requirements with the authority responsible for your property.
- NHWA descriptionindustry description of visual observation and owner communication; not a licensing or inspection rule.
- Ready PA contact planninghousehold emergency contact planning. The visit-record format and examples are LocalServ planning aids.