How to Email Inspection Reports to Customers

📧 Overview

Once an inspection report has been generated, you can email it directly to your customers from the Inspect Point backend. Reports can be sent from several locations, including:

• Inspection Reports Listing Screen 
• Inspection Detail Screen 
• Building-Level Reports Tab

Depending on your company's configuration, selecting Send to Contacts will either open the Send Report window in Inspect Point or launch your computer's default email application.

👉 Related Article: How to Generate an Inspection Report

⚙️ Report Email Settings

The Send Reports by Email setting determines how inspection reports are emailed to customers.

To locate this setting, navigate to Backend Settings → Inspections → Report Settings and scroll to the Default Settings section. 

• Enabled: Reports are emailed directly through Inspect Point using the Send Report window.
• Disabled: Selecting Send to Contacts opens a draft in your computer's default email application.

Both methods use your company's configured Reports Email Template, which can be customized in the same section of Report Settings. The email subject and body can also be edited before sending.

👉  See the Report Settings article for more details and steps on enabling. 

📤 How to Send an Inspection Report

1. Locate the inspection report you want to email.
2. Scroll all the way to the right, and click the ellipses (⋯). 
3. Select Send to Contacts.

What happens next depends on your company's configuration. Follow the instructions for the applicable sending method below.

📧 Option A: Send Through Inspect Point

Applies when Send Reports by Email from Inspect Point enabled. 

The Send Report window opens, displaying the email form alongside a preview of the inspection report PDF.

Step 1 — Review the Recipients

The Emails field is automatically populated with contacts assigned the Report Contact role for the building. This includes both building-level contacts and applicable account-level contacts. You can modify the recipients before sending:

• Remove a recipient: Delete their email address from the field.
• Add a recipient: Enter an additional email address. Separate multiple addresses with commas. You can include up to 10 recipients per email.
• Use BCC: Select Use BCC for multiple participants to prevent recipients from seeing each other's email addresses.
• Send me a copy: Select Send me a copy to receive a copy of the email.

Step 2 — Review the Subject and Message

The Subject and Body fields are automatically populated, but both fields can be edited before sending.

• Subject: The Inspection Report for [Building Name} is Ready
• Body: Uses your company's configured Reports Email Template and includes the display name as clickable link to the report.

Note: If the report PDF exceeds 20 MB, select Load Preview to display it.

Step 3 — Send the Report

Once you've reviewed the recipients and message, click Send and Close. Inspect Point validates recipient email addresses before sending. Once the email is successfully sent:

• The report's Sent On date is updated.
• A record of the email is saved in the Communication Log.
• Recipients receive an email from noreply@inspectpoint.com, displaying your company name as the sender. Replies are directed to the email address of the backend user who sent the report.

✉️ Option B: Send Through Your Email Client

Applies when Send Reports by Email from Inspect Point is disabled. 

Selecting Send to Contacts opens your computer's default email application with a pre-filled draft. You can review, edit, and send the email using the same general process outlined in Option A.

The key differences are:

• Sender: The email is sent from your email account rather than noreply@inspectpoint.com.
• Report Link: The email body includes the full report URL rather than a clickable report display name.
• Sent On Date: The report's Sent On date updates as soon as you select Send to Contacts, even if the email is never sent.
• Communication Log: Emails sent through your default email application are not recorded in the Inspect Point Communication Log.

Note: This is the default method for any customers prior to November 2026. For customers who started with Inspect Point as of November 2026, option A is the default report sending method. 

📌 Additional Information

Report Email Templates: Both sending methods use the Reports Email Template configured under Backend Settings → Inspections → Report Settings → Default Settings. You can customize the default email body and make additional edits before sending an individual report.

👉 Related Article: Report Settings Overview

Subcontractor Reports: Reports generated by subcontractors can be emailed using the Send Report window. Existing restrictions on editing subcontractor reports still apply.

Report Viewer Permissions: Backend Users with the Report Viewer role can access the Send Report window and email inspection reports.

Inspection Status: After reviewing and sending the report, update the inspection status as appropriate to reflect that the inspection workflow is complete.

👉 Related Article: How Does an Inspection Get Marked Complete?