Video
Below is a video walking through creating cover letters on inspections. Additionally the steps below walk through configuring your cover letter.
Instructions
Inspect Point offers the ability to add a cover letter to your inspection reports. This allows customers to place a letter style page in front of the printed inspection report.
Step One: Navigate to Report Settings:
To enable the cover letter functionality you can find it in the "Inspection Settings" Menu under "Report Settings".
Step Two: Enable the Cover Letter
On this screen you can enable the cover letter by checking the checkbox
Step 3: Populate your cover letter content
You can now populate the static and dynamic content of your cover letter in the text area below the checkbox. If you have multiple languages enabled you can supply a cover letter for each language.
Lower in this article you can find Sample Cover Letter Content.
The content can contain any content you would like to add and additionally placeholders for dynamic content. The sample includes some of these placeholders. Lower in this article you can find all available placeholder options.
Once you are happy with the content of your cover letter, you can save at the bottom of the screen.
Step 4: Optional - Populate Deficiency Output
In the event you would like different letter content if your report contains deficiencies, there is an optional text area below. If no content is in this location the top text area will be used for all inspections.
Step 5: Optional - Upload Signature
If you would like to include a signature on your cover letter, you can upload an image which will print in the location you use the "signature" placeholder.
For best results create a digital signature on a white or transparent background.
Step 6: Generate Reports
Now you can generate reports and verify the output. Make sure you are happy with the output, this will be included on all reports going forward. You can disable the cover letter by unchecking the checkbox in Step 2.
Cover Letter Dynamic Content:
The following dynamic placeholders are available for use, these are case sensitive and should be used with the following syntax {{placeholder}}.
Placeholder | Description |
report_date | The date the report was generated |
inspection_date | The date the inspection was sent back, this is the date that is editable from the inspection edit screen. |
next_inspection_date | Calculated date based on frequency and inspection date |
building_name | Name of the building |
building_information | Full formatted address of the building |
building_billing_address | Full formatted billing address of the building |
company_name | Company name of Inspect Point tenant |
frequency | Frequency of the inspection |
tenant_information | Name and address of from tenant configuration |
work_order_number | Work order number from Inspection (if exists) |
report_contents | Single column view of systems that were inspected |
report_contents_v2 | Two column view of systems that were inspected and if they passed or failed. |
signature | Prints the signature that was uploaded below in this location |
Sample Cover Letter Content:
Below is a sample cover letter, you can copy / paste the contents between the -------- and modify to your liking.
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Maple Leaf Fire
123 Long Meadow Rd.
Guilford, CT 06437
Tel: 555-333-2222
{{report_date}}
{{building_information}}
Attn: {{building_contact_name}}
Subject: INSPECTION REPORT
Work Order #: {{work_order_number}}
To Whom it may concern,
As per the terms of your agreement with Maple Leaf Fire, the {{frequency}} inspection of your equipment listed below were completed on {{inspection_date}}
{{report_contents}}
Should you require additional information and/or service regarding the inspection, I would welcome the opportunity to assist you.
The next inspection is due {{next_inspection_date}}.
Yours truly,
John Doe
{{signature}}
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Need help? Contact our Support Team at support@inspectpoint.com or submit a support ticket via the web widget on the bottom-left on your screen - Click here for more information.
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