Good documentation separates what was observed from what was confirmed. It protects the customer, the technician, and the repair decision -- especially when structural work, excavation, or follow-up contractors are involved.
Learn the H.U.N.T.E.R. Method →Document a structural pool leak by recording the customer history, pool type, water-loss behavior, operating conditions during inspection, defect location, dye test results, pressure test results if performed, photos, videos, areas not inspected, limitations, repair recommendation, and a verification plan. The report must clearly separate what was observed from what was confirmed -- those are not the same statement.
Structural leak documentation is more critical than documentation on a simple fitting or plumbing leak. A structural finding may lead to crack repair, waterproofing, excavation, deck removal, drain work, or inspection by a contractor who will not be present when the original diagnosis was made.
If the report uses vague or overclaiming language, it can lead to wrong repairs, customer disputes, or liability. If the report is too thin, it fails to communicate what was actually found and tested.
A strong report is specific, honest about limitations, and gives the next person -- contractor, homeowner, or insurance adjuster -- a clear picture of exactly what was inspected and what was confirmed.
Every item below is a field in a complete structural inspection report:
The customer's account is part of the permanent record. Document:
Before testing, record baseline conditions:
The report should state the reasoning, not just the result. Tie the inspection focus to the evidence:
This narrative shows that the inspection was methodical and logical, not random.
This is where most weak reports fail. The language must be exact -- no more, no less than what was confirmed.
See the wording table in the next section for specific examples.
Every inspection has things that could not be tested. Name them:
State what repair is recommended and how to verify it was successful. Do not leave the verification step open-ended.
The difference between a defensible report and a liability is the precision of the language used to describe findings.
| Situation | Correct Wording | Avoid |
|---|---|---|
| Dye pulled into a crack | ✓ Use "Dye testing showed active water movement into the crack at the deep-end floor-to-wall transition." |
✗ Avoid "The crack is leaking." |
| Dye did not pull | ✓ Use "Dye testing did not show active water movement at the crack at the time of inspection." |
✗ Avoid "The crack is not leaking." (too absolute) |
| Line held pressure | ✓ Use "Return line held [X] PSI for [Y] minutes during the test period." |
✗ Avoid "All plumbing is good." |
| Line failed pressure test | ✓ Use "Return line dropped from [X] PSI to [Y] PSI over [Z] minutes." |
✗ Avoid "Pipe is broken." |
| Area not inspected | ✓ Use "Underground plumbing on the north side was not pressure tested. Conditions there are unknown." |
✗ Avoid Omitting the limitation entirely. |
| Overall pool condition | ✓ Use "Inspected areas showed [specific results]. Conditions behind the shell and in uninspected areas are not reflected in this report." |
✗ Avoid "The whole pool is structurally failed." |
Record the customer's water-loss history -- when it started, how much is lost, autofill status, and prior repairs. This becomes part of the permanent record.
Document the pool type, interior finish, equipment layout, visible structural conditions, and the plumbing configuration before testing begins.
In the report, explain why each area was tested. Tie the focus to the customer history, water-level behavior, or visible evidence.
Record all test conditions: pump status, water movement, autofill status, valve positions, dye test performance, pressure test data including PSI and duration.
State confirmed findings using precise language. Separate observed defects from confirmed leaks. Name limitations explicitly.
Include repair recommendation and post-repair verification method in the report. The verification plan is part of the documentation, not an afterthought.
Writes opinions. Notes what they saw and what they think is wrong. Leaves out test conditions, limitations, and precise wording. The report cannot be used as a defense if the diagnosis is challenged.
Writes evidence. Photos, test conditions, test results, limitations, and a repair path with verification. The report stands on its own -- even months later, even when another contractor is doing the work.
Jeff David is the founder of Leak Business Academy, LLC and Leak and Subsurface Locators, LLC. He is a licensed pool contractor in Florida and an FSPA Palm Beach board member. Jeff teaches the H.U.N.T.E.R. Method for pool and spa leak detection -- including report language, documentation standards, and how to separate what a technician observed from what testing actually confirmed. Strong documentation is a core part of professional practice, not an optional add-on.
LBA training covers the full documentation workflow -- from field notes to report language to post-repair verification. Learn to write reports that protect both the customer and your business.
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