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Pen and paper vs inspection software: which is better for property inspections?

If you’ve ever tried juggling pens, clipboards, and forms during an inspection in the rain, you’ll know exactly how tricky it can get. Property inspections are all about details, and how you record those details is just as important as spotting them in the first place. The way you document can make the whole process faster, clearer, and a lot less stressful.

So, what works better these days - trusty pen and paper, or modern inspection software?

The classic way: pen and paper

There’s something to be said for old school methods. With pen and paper you never have to worry about flat batteries, and it feels familiar if you’ve been doing inspections this way for years.

But here’s where things get tough:
  • It takes longer to write everything down
  • Notes can be inconsistent depending on who’s doing them
  • Photos and written notes are separate and harder to keep together
  • Paperwork can easily be lost, damaged, or forgotten about
Pen and paper gets the job done, but when you need clear records months down the line, it isn’t always the most reliable option.

The modern way: inspection software

Switching to software like myInspections takes a couple of goes to get used to, but once you do, it quickly feels second nature. While it might seem like an upfront investment, it pays off fast in time saved, headaches avoided, and easier communication with tenants and owners.

Here’s what it makes possible:
  • Keep notes and photos together in one place
  • Use checklists so every inspection is consistent
  • Store timestamped photos that show exactly when and where something was spotted
  • Share reports instantly instead of retyping or scanning
Example: inspectors who documented the condition of walls over several visits found those photos became crucial after a heavy storm. When water damage appeared, the records showed exactly how the property changed over time and made the insurance process much smoother.

Why it matters

At the end of the day, inspections are more than just ticking boxes. They’re about creating a clear record that protects everyone. Digital tools help make those records:
  • Easier to find and share
  • Consistent across every property
  • Stronger if disputes ever arise
And they save time. With software, inspections can follow the same professional process every time, so nothing slips through the cracks.

Make inspections easier with myInspections

Pen and paper still works, but inspection software just makes life simpler. With myInspections, you can:

📷 Snap photos and add notes on the spot
 📋 Follow ready-made checklists
 📄 Generate reports instantly, right from your phone
 📧 Share them with tenants or landlords in seconds

Want to see the difference for yourself? Start your 14-day free trial of myInspections today.

The information contained in this article is exclusively for promotional purposes. It does not in any way constitute legal advice and should not be relied upon as the basis for any legal action or contractual dealings. The information is not and does not attempt to be, a comprehensive account of the relevant law. If you require legal advice, you should seek independent legal counsel. myInspections does not accept any liability that may arise from the use of this information.

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