Prompt Library for Inspection Reports and Treatment Plans

Writing inspection reports takes time I don’t have between jobs. A detailed residential rodent report with entry point locations, activity level assessment, and a phased treatment plan can take 20 minutes to write properly, longer than the inspection itself if the account is straightforward. AI cuts that to 4-5 minutes when you front-load the right details into your prompt.

The catch is that AI doesn’t know what your technician saw. It generates reports based on what you tell it. Give it sparse input and it fills in plausible-sounding details that may not match the actual job. Give it the right inputs and it produces a draft that needs a read-through and a signature, not a full rewrite.

The prompts below cover the scenarios that come up most often: residential inspections, termite reports for real estate, commercial quarterly summaries, bed bug reports, and treatment plan narratives. Each prompt includes the variables you need to fill in before running it.

The Prompts

Prompt 1: Residential Rodent Inspection Report

When to use it: After an initial rodent inspection at a single-family home. You’ve documented entry points, droppings, and evidence of nesting. You need a written report the homeowner can keep and that supports your treatment proposal.

The prompt:

Write a residential pest inspection report for Ridgeline Pest Control. The inspection was conducted at [ADDRESS] on [DATE] by technician [TECH NAME].

Findings:
- Active Norway rat activity confirmed in the crawl space beneath the kitchen
- 3 active entry points identified: gap at exterior pipe chase (south wall), deteriorated vent screen (west foundation), and open utility penetration near HVAC unit
- Moderate droppings observed along the north wall of the crawl space
- No evidence of activity in living areas at time of inspection

Recommended treatment:
- Mechanical exclusion of all 3 entry points
- Bait station installation: 4 exterior stations at identified entry zones
- 2-week follow-up inspection to assess activity reduction

Format the report with sections: Summary of Findings, Areas Inspected, Evidence Observed, Recommended Treatment, and Next Steps. Use plain, non-alarming language. Do not promise complete elimination — use accurate language about expected activity reduction over 2-4 weeks.
Length: Under 400 words.

What the output looks like: A structured report with labeled sections, accurate language about the Norway rat evidence, and a treatment plan narrative that matches the inputs. The AI correctly avoids overpromising when you include that constraint. Without the constraint, it defaults to language like “permanently solve your rodent problem.”

Grade: Strong. Feed it your actual entry point notes and it produces a professional report with minimal editing.

Prompt 2: Termite Inspection Report for Real Estate Transaction

When to use it: A buyer or lender needs a Wood-Destroying Organism (WDO) inspection report. The property has evidence of subterranean termite activity that you need to document clearly and accurately for a real estate disclosure.

The prompt:

Write a Wood-Destroying Organism inspection report narrative for Ridgeline Pest Control. This report is for a residential real estate transaction at [ADDRESS], inspected on [DATE].

Findings:
- Evidence of subterranean termite activity identified in the garage sill plate and adjacent framing (approximately 3 linear feet of damaged wood)
- No active swarmers observed at time of inspection
- Mud tubes present along the east foundation wall, approximately 18 inches in height
- No evidence of WDO activity in interior living areas or accessible attic

Note: This report narrative supplements the official WDO form required by [STATE]. Do not describe it as a complete WDO report.

Format: One narrative paragraph summarizing findings, followed by a second paragraph on recommended treatment (Sentricon bait station installation, 10 stations estimated, with annual monitoring). Use technical language appropriate for a real estate audience — buyers and agents, not homeowners managing an active infestation.

What the output looks like: Two tight paragraphs: one that describes the garage framing damage, mud tubes, and inspection limits accurately, and a second that explains the bait station recommendation with approximate station count and monitoring requirements. The real estate tone is noticeably more precise than the residential homeowner tone.

Customization tip: Always add the note about the official WDO form. AI will sometimes imply the narrative IS the WDO report if you don’t constrain it, which creates liability problems.

Grade: Solid structure. Verify that species naming and treatment descriptions match your state’s WDO report requirements.

Prompt 3: Bed Bug Inspection Report

When to use it: After a bed bug inspection where you’ve confirmed activity, identified life stages, and need to communicate treatment options (heat, chemical, or combination) to the customer.

The prompt:

Write a bed bug inspection report for Ridgeline Pest Control following an inspection at [ADDRESS] on [DATE].

Findings:
- Active bed bug infestation confirmed in master bedroom: live adults, nymphs, and shed exoskeleton casings found in mattress seams, box spring, and nightstand drawer
- No evidence of activity in secondary bedroom or living area
- Infestation severity: moderate (live bugs in multiple life stages, evidence contained to one room)

Treatment options to present:
1. Thermal remediation (heat treatment): single-day treatment, $[PRICE], 4-6 hour process
2. Chemical treatment: 3 visits over 6 weeks, $[PRICE], requires tenant prep and cooperation
3. Combination approach: initial chemical treatment followed by heat if activity persists

For each option, explain what the customer needs to do to prepare, estimated timeline to clear the infestation, and any follow-up requirements.

Tone: Direct and informative. The customer is stressed. Do not minimize the situation or use language that implies this is unusual or embarrassing.
Length: Under 500 words total for all three options.

What the output looks like: Three numbered treatment blocks, each with prep requirements, timeline, and follow-up. The “stressed customer” tone instruction actually matters here. Without it, the output is too clinical and doesn’t acknowledge that most people have never dealt with bed bugs before.

Grade: Good. Add your real pricing before sharing with the customer. AI sometimes generates implausible pricing estimates when you leave price blank.

Prompt 4: Commercial Quarterly Inspection Summary

When to use it: A commercial account (restaurant, food processing facility, warehouse) needs a written quarterly inspection summary documenting findings and actions for their records, often required for health department audits.

The prompt:

Write a quarterly pest inspection summary for Ridgeline Pest Control. Client: [BUSINESS NAME], a [TYPE: restaurant / food warehouse / commercial kitchen] located at [ADDRESS]. Inspection date: [DATE].

Findings this quarter:
- No active rodent activity observed. Two snap traps in dry storage checked and reset (no catches since last visit).
- German cockroach activity reduced from previous quarter. One adult observed near dish machine drain. Gel bait applied to 4 harborage points in kitchen.
- Drain fly activity noted at bar floor drains. Recommended enzymatic drain treatment.
- Exterior: no new pest pressure identified.

This summary is for the client's internal records and health department inspection file.

Format: Date, inspector name, summary of conditions, corrective actions taken this visit, and recommendations for client action before next visit. Use business-appropriate language. The client is not an expert — explain what drain flies are and why enzymatic treatment works.
Length: Under 350 words.

What the output looks like: A structured quarterly summary with a brief technical explanation of the drain fly recommendation and clear client action items before the next visit. The explanation of enzymatic treatment is plain and accurate. AI handles this well because drain fly biology is well-documented.

Customization tip: For HACCP-regulated facilities, add a line telling the AI to note any conditions that could affect food safety. It will flag the right things when given that context.

Grade: Highly consistent. This is one of the more reliable prompt types in this list.

Prompt 5: Carpenter Ant Inspection Report with Moisture Assessment

When to use it: After a carpenter ant inspection where you’ve identified activity and a moisture source driving it. The homeowner needs a report that explains the relationship between the moisture and the infestation so they understand why exclusion alone won’t resolve it.

The prompt:

Write a carpenter ant inspection report for Ridgeline Pest Control at [ADDRESS], inspected on [DATE].

Findings:
- Active carpenter ant (Camponotus pennsylvanicus) activity in the garage ceiling and wall voids
- Satellite colony evidence: foraging workers observed entering through fascia board gap on northeast corner
- Primary moisture source identified: slow roof leak above garage, resulting in soft and partially deteriorated framing
- No evidence of activity in main living areas

The homeowner needs to understand that:
1. Carpenter ants nest in moist, softened wood — they don't cause the moisture problem, they're attracted to it
2. Chemical treatment will suppress the colony but activity will return without repairing the leak and damaged wood
3. Our recommended treatment: perimeter spray plus void injection into affected wall area

Write the report so that the moisture repair recommendation is clear without us taking on liability for the structural repair. We are recommending they hire a contractor for the roof and framing — we're handling the pest treatment.
Length: Under 400 words.

What the output looks like: A report that correctly explains the relationship between moisture and carpenter ant activity, frames the pest treatment and the structural repair as two separate scopes of work, and recommends the homeowner get a roofer without Ridgeline taking on that liability. This liability framing is something you’d normally write manually. AI handles it well when you spell it out.

Grade: Strong when moisture source and structural context are provided.

Prompt 6: Multi-Unit Building Treatment Plan

When to use it: A property manager at an apartment complex needs a written treatment plan covering multiple units with German cockroach pressure. The plan needs to address the sequencing, unit access requirements, and expected timeline.

The prompt:

Write a treatment plan for Ridgeline Pest Control for a German cockroach treatment program at [PROPERTY NAME], a [NUMBER]-unit apartment building at [ADDRESS].

Scope:
- 12 confirmed active units, clustered in Building A (units 101-108) and scattered in Building B (units 203, 207, 215)
- 3 high-pressure units: 104, 107, 203 (heavy activity, evidence in multiple rooms)
- Treatment method: gel bait application (Advion, Maxforce Magnum) to all harborage points, with residual spray in units 104, 107, 203
- Program structure: initial treatment, 3-week follow-up, 6-week final assessment

Include:
1. Tenant preparation requirements (clear under sink, remove items from cabinets)
2. Access coordination instructions for property manager
3. Expected timeline from initial treatment to confirmed clearance (estimate: 6-8 weeks for heavy units, 4-6 for moderate)
4. Conditions that would require retreatment outside the standard schedule

Do not use the phrase "guaranteed to eliminate." Use "expected to significantly reduce" or equivalent.
Length: Under 500 words.

What the output looks like: A structured plan covering tenant prep, property manager coordination, treatment sequencing, and an honest timeline. It correctly differentiates the timeline between the heavy-pressure units and the moderate ones. The note about retreatment triggers is useful; property managers will ask.

Grade: Requires accurate unit count and activity assessment. With those, it produces a professional document.

Prompt 7: Pest-Free Certification Letter

When to use it: A commercial tenant or buyer needs a letter confirming that a property has been inspected and found free of active pest activity at the time of inspection.

The prompt:

Write a pest inspection certification letter for Ridgeline Pest Control. The inspection was conducted at [ADDRESS] on [DATE] by [TECH NAME], licensed in [STATE], license number [LICENSE #].

Findings: No evidence of active pest infestation was observed at the time of inspection. Areas inspected include [LIST AREAS].

Include standard language that:
- Confirms the inspection was conducted on the stated date
- Notes that the inspection reflects conditions at the time of the visit only
- States this is not a guarantee of future pest-free status
- Includes the technician's license number

This letter is for [PURPOSE: tenant lease renewal / commercial real estate transaction / food service license renewal].
Letterhead placeholder: use [COMPANY LETTERHEAD] at the top.
Length: Under 200 words. Professional letter format.

What the output looks like: A clean, concise letter with the liability disclaimer included. The “conditions at time of inspection” language is something AI gets right when prompted but omits when not, and omitting it is a real liability risk.

Grade: Ready to use. Do not skip the license number. Commercial clients and lenders require it.

Common Prompt Mistakes in Inspection Reports and Treatment Plans

Leaving out the pest species. A report about “pest activity” is not a useful document. German cockroach reports read differently from American cockroach reports, both in biology and in treatment recommendation. Name the species every time.

Not describing activity level. AI needs to know if you’re dealing with a light harborage or a heavy infestation to calibrate the language appropriately. “Moderate activity in crawl space” gives it something to work with. “Some evidence” does not.

Letting AI make up pricing. If you include treatment options without prices, AI will invent numbers. Either include your actual pricing or use clear placeholders like $[PRICE] so the placeholder is obvious in the draft and won’t accidentally get sent to a customer.

Skipping the liability constraints. AI defaults to confident, guaranteed-sounding language. Inspection reports and treatment plans carry real liability exposure. Every prompt in this list includes a constraint like “do not promise complete elimination” or “note this reflects conditions at time of inspection.” Those constraints are not optional extras. They’re the difference between a professional document and one that creates problems.

Using the report as-is without a technician review. AI doesn’t know what your tech actually saw. It generates plausible text based on your inputs. If the inputs are wrong or incomplete, the report is wrong. Have the technician who did the inspection read and approve every report before it goes to the customer.

Customizing These Prompts for Your Operation

The variables that change most between companies:

• Treatment product names: Advion vs. Maxforce Magnum vs. Alpine gel matters for accuracy. Name what you actually use.
• State licensing requirements: WDO report formats, required disclosures, and inspection scope vary by state. Add state-specific requirements to any real estate or commercial prompt.
• Commercial account record formats: some property managers and restaurant groups have specific formats they require for their files. Ask the client before running the prompt and include format requirements in your input.
• Warranty and guarantee language: if your company offers a re-treatment guarantee within a specific timeframe, include that exact language. If you don’t, explicitly tell the AI not to include it.

One thing that consistently improves output across all report types: tell the AI who will read the document. A homeowner report, a property manager summary, and a real estate transaction document require different levels of technical language. The prompts above include that context, but you can adjust it for your specific audience on any given job.