Pen and paper vs inspection software: which is better for property inspections?
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
📋 Follow ready-made checklists
📄 Generate reports instantly, right from your phone
📧 Share them with tenants or landlords in seconds
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.
More resources
Improved inspection frequency controls
Over the last year, one of our most common feature requests has been more flexibility around inspection reminders.
Instead of adding more preset options, we’ve rebuilt this from the ground up. You can now fully customise your inspection schedule and choose exactly when you want to be reminded.
Let’s start on the web dashboard, where you can set everything up.
Set up your defaults
On the web dashboard, you can now define a default inspection schedule for all new properties. Whether you want in...
Balancing empathy and accuracy
On paper, inspections look simple. Test the smoke alarms. Take the photos. Write the report. In reality, inspections happen in people’s homes - and homes come with emotion.
They touch on where someone lives, how someone feels safe, and how someone protects their investment. That combination naturally creates tension. Tenants may fear being blamed. Landlords may worry about hidden damage. And sometimes, both sides want you firmly on their team.
But your role, as an inspector, isn’t to take...
Lighting, leaks, and latches: The 3 L’s every inspector should check twice
Routine inspections aren’t just about ticking boxes. They’re about safety, prevention, and protecting the long-term condition of a property. Whether you own, manage, or live in a rental, the biggest problems rarely start big. They begin as small, easily dismissed annoyances.
Over time, I’ve found that three simple areas consistently cause the most avoidable issues:
Lighting.
Leaks.
Latches.
They sound basic. That’s exactly why they’re often overlooked.
Lighting: more than just a bulb
We exp...
Using video walkthroughs to capture what photos can’t
Photos are the backbone of property inspections.
They give us unbiased, time-stamped proof of a property’s condition. We document walls, fixtures, smoke alarms, water sources, and safety features. A strong photo set creates clarity. But after years of inspections, one thing is clear: a photo doesn’t always tell the full story.
Some issues move.
Some issues make noise.
Some issues only appear over time.
And that’s where video becomes powerful.
Where photos fall short
Photos are excellent...