Repair Request Example: What a Strong Inspection Response Actually Looks Like

Search "repair request letter example" and you'll find formal letters full of legal preamble — "pursuant to paragraph 7 of the aforementioned agreement…" Real repair negotiations don't work that way. The request rides on your state's amendment form (your agent supplies it), and what you write is the list. Here's what a list that gets signed looks like.

The anatomy of a request that works

A strong request is short, grouped, specific, and referenced. Sellers say yes to requests that feel professional and finite. Four rules from 19 years at the table:

1. Group by system, not by report page. One numbered entry per system, lettered sub-items beneath. Twelve scattered line items feel like twelve arguments; three grouped systems feel like one conversation.
2. Plain verbs, no lawyer voice. "Repair leaking shut-off valve beneath kitchen sink" — not "Seller shall remediate the plumbing deficiency identified in section 4.2."
3. Reference the report inline. "Ref to IR p.14" lets the seller's agent verify each item in seconds. Verifiable requests read as honest.
4. Never write "buyer demands." The phrase that opens doors is "Seller to repair…" — direct, standard, non-adversarial.

The example

Seller to repair the following deficiencies (please see full inspection report attached):

1. Structural: a. Have foundation evaluated by licensed structural engineer; complete recommended repairs. Ref to IR p.9. Allow buyer to meet the company representative at the property.
2. Plumbing: a. Repair active drain leak at hall bathroom lavatory. Ref to IR p.14. b. Replace corroded shut-off valve beneath kitchen sink. Ref to IR p.15.
3. Electrical: a. Correct double-tapped breaker at main service panel. Ref to IR p.22. b. Install GFCI protection at exterior and garage receptacles. Ref to IR p.23.

The following items seller agrees to repair or give appropriate credit to the buyer:

1. HVAC: a. Service HVAC system; replace deteriorated ductwork insulation in attic. Ref to IR p.27.

Repairs to be completed by qualified, licensed individuals/businesses. Sellers to provide receipts of completed repairs 2 days before closing. Buyer reserves the right to inspect the repairs.

Why each part earns its place

• The opening line frames everything as one attached, verifiable document — no retyping the report.
• The two-tier structure (must-repair vs. repair-or-credit) gives the seller a built-in way to say yes: they can complete tier one and write a check for tier two. Requests that offer a path to yes get to yes.
• "Allow buyer to meet the company representative" — for structural/foundation items, this one sentence keeps you in the loop on the diagnosis, not just the invoice.
• The closing footer is the most-skipped, most-valuable paragraph: licensed professionals (not the seller's cousin), receipts before closing (proof, with time to react), right to re-inspect (verification). Every protection in one breath.

What to leave out

No emotion ("we were really disturbed to see…"), no cosmetics, no padding. Every weak item you include gives the seller an easy thing to reject — and rejection momentum is real. If the report found 38 items and your request lists 6, you're not leaving value behind; you're concentrating it where the money is.

FAQ

Do I send this as an actual letter? No — your agent attaches the list to your state's repair amendment form. The form carries the legal weight; your list carries the substance.

Should I include cost estimates in the request? Usually not in the document itself — but you should absolutely know them. Numbers guide which items make the list and what credit to accept.

How many items is too many? There's no magic number, but every item should defend its seat. Safety and major systems, always; aging-but-working, if the market lets you; cosmetics, never.

Want your list drafted from your actual report? Upload it to AmendReady — free instant preview of your severity breakdown and condition score, then unlock a fully drafted, page-referenced repair request in exactly this format, ready for you and your agent to review.

AI-generated analysis — not legal advice, an inspection, or contractor bids. You and your agent decide what to submit. AmendReady · a product of The Callicarpa Agency · Built by Leeza Morris, Texas Real Estate Broker