How to Add a Cover Letter to Inspection Reports – Inspect Point Help Desk

📄 Overview

Cover letters allow you to add a letter-style page to the beginning of your inspection reports. You can customize the content of the letter, automatically populate inspection and building information using Cover Letter Tags, and include a signature.

You can also create separate cover letter content for reports with and without deficiencies, allowing the message your customer receives to reflect the results of the inspection.

Once configured, the applicable cover letter will automatically be included when inspection reports are generated.

⚙️ Enable the Cover Letter

Step 1 — Open Report Settings

From the backend, navigate to Settings → Inspections → Report Settings

Step 2 — Enable the cover letter

Scroll to the Cover Letter section, and toggle the Enable Cover Letter.

Once enabled, the cover letter content configured on this page will be included at the beginning of generated inspection reports.

✏️ Customize Your Cover Letter

Two cover letter fields are available:

English Cover Letter — Used for inspection reports without deficiencies.
English Cover Letter with Deficiencies — Used when the inspection report contains one or more deficiencies.

Use the text editor to enter and format the content you want included in each letter.

If no content is entered in the English Cover Letter with Deficiencies field, the standard cover letter content will be used for all inspection reports.

Note: If your account has additional report languages enabled, you can configure cover letter content for each available language.

🏷️ Personalize Your Cover Letter with Tags

Cover Letter Tags allow you to automatically populate information about the building, inspection, report, or your company.

Select Available tags within the Cover Letter section to view the tags available for your template.

Add a tag anywhere within your cover letter text. When the report is generated, Inspect Point replaces the tag with the corresponding information for that inspection.

Tag	What It Inserts
`{{building_name}}`	Building name
`{{building_information}}`	Building address formatted across two lines, with the street address on the first line and city, state, and ZIP code on the second
`{{building_address_one_line}}`	Building address on a single line; useful when including the address within a sentence
`{{building_billing_address}}`	Building billing address. If no billing address is set, the building address is used
`{{building_contact_name}}`	Name of the first report contact associated with the building
`{{report_date}}`	Date the report was generated
`{{inspection_date}}`	Inspection date displayed on the report
`{{scheduled_date}}`	Date the inspection was scheduled
`{{next_inspection_date}}`	Date of the next inspection
`{{frequency}}`	Inspection frequency, such as Annual, Quarterly, or Monthly
`{{inspection_type}}`	Inspection type
`{{report_type}}`	Inspection type; displays the same information as {{inspection_type}}
`{{work_order_number}}`	Work order number associated with the inspection
`{{report_contents}}`	List of the systems and assets included in the report
`{{company_name}}`	Your company name
`{{company_address}}`	Your company address
`{{tenant_information}}`	Your company address formatted as a postal address
`{{company_phone}}`	Your company phone number
`{{tenant_phone}}`	Your company phone number; displays the same information as {{company_phone}}
`{{company_fax}}`	Your company fax number
`{{signature}}`	Cover letter signature image. If a territory-specific signature is available, it is used; otherwise, your company signature is used

Important: Tags must be entered exactly as shown, including the double curly brackets {{ }}, for the information to populate correctly.

Example Template:

Inspection Report Cover Letter

{{building_name}}
Date of Service: {{inspection_date}}

Dear {{building_contact_name}},

Thank you for the opportunity to complete the {{frequency}} inspection. We are pleased to inform you that all inspection items passed at the time of inspection.

Please review the enclosed inspection report for complete details and results.

If you have any questions regarding this report or the services performed, please contact our Inspections Department, inspections@inspectpoint.com.

We are happy to assist with any additional information you may need. We appreciate the opportunity to work with you and look forward to continuing to serve your fire and life safety needs.

Thank you for choosing Inspect Point.

Sincerely,

{{company_name}}

When the report is generated, the tags are replaced with the information from that specific inspection and building.

📅 Using the Inspection Date Tag

The {{inspection_date}} tag uses the Inspection Date displayed on the report.

Depending on your Report Settings configuration, the inspection date may be based on the inspection's submission date, scheduled visit date, or last visit end date.

➡️ Learn more: Configuring Inspection Dates - Inspection Reports

✍️ Add a Cover Letter Signature

To include a signature on your cover letter:

Under Cover Letter Signature, select Choose File.
Upload the image you want to use as your signature.
Add the {{signature}} tag to the location within your cover letter where the signature should appear.

For best results, use a digital signature image with a white or transparent background.

If a territory-specific cover letter signature is configured, that signature will be used. Otherwise, the company-level signature uploaded here will be used.

💾 Save and Review Your Changes

Once you have finished configuring your cover letter, save your changes at the bottom of the Report Settings page.

Generate an inspection report to review the cover letter and confirm that your formatting, tags, and signature appear as expected.

The configured cover letter will be included on applicable inspection reports going forward. To stop including cover letters, return to Settings → Inspections → Report Settings and turn off Enable Cover Letter.