Dictate Your Inspection Notes On-Site with OtterPilot

Go to otter.ai on your phone or computer. Click Sign up free. Use your email or Google account.

What you should see: A dashboard showing "My Conversations" — currently empty.

Search "Otter.ai" in the App Store (iPhone) or Google Play Store (Android). Download and install. Sign in with the same account you just created.

What you should see: The app opens to "My Conversations" — same view as the web dashboard.

Before using this on a live inspection, spend 10 minutes practicing your dictation style. Open the Otter app and tap the large red Record button at the bottom.

Walk through your own home and narrate observations like you would at an inspection:

• "Roof section. Three-tab asphalt shingles. Appears to be approximately 15 years old. Granule loss visible in the valleys. Two lifted tabs on the north slope near the ridge."
• "Moving to the attic. Access hatch in the master bedroom closet. Hatch cover is missing the insulation backing — that's a maintenance item."

Tap the record button again to stop. Read back the transcript — it appears on screen as you speak.

What you should see: Your spoken words appear as text, mostly accurately. Common inspection terms (like "granule loss," "attic," "flashing") transcribe well.

Troubleshooting: If accuracy is low, speak slightly slower and clearly enunciate the start of each system name. Avoid speaking while walking through loud areas (near AC units, appliances).

You need a consistent format so the transcript is easy to convert into a report later. Use this structure:

Start each system section by saying the system name clearly:

• "ROOF SECTION." (pause, then start findings)
• "ATTIC." (pause)
• "ELECTRICAL." (pause)

State each finding in a complete observation:

• Say: "The main electrical panel is a 200-amp Square D service. I see two double-tapped breakers at circuits 14 and 22. One missing knockout on the right side. Recommend evaluation by a licensed electrician."
• Don't say: "Panel good, 200 amp, 2 double-taps, missing KO"

The extra 5 seconds per finding pays off enormously when the transcript is clean enough to paste directly into ChatGPT for conversion.

When you arrive at the property:

1. Open the Otter app
2. Tap Record — the button turns red and recording begins
3. Start your inspection as normal, narrating observations as you go
4. Keep the phone in your breast pocket, tool bag, or shirt pocket — the microphone picks up your voice even when the phone is not in your hand
5. When you finish, tap the button to stop recording

What you should see: A complete transcript of your inspection, organized in the order you walked through the property.

After the inspection is complete:

1. Open the transcript in the Otter app or web dashboard
2. Otter auto-generates a Summary at the top — a brief overview of the main topics discussed. This is useful for double-checking you covered all systems.
3. Tap Share → Copy text to copy the full transcript
4. Open ChatGPT (see the Level 3 Report Writing guide)
5. Paste the transcript with this prompt:

Convert this home inspection voice transcript into professional report sections. Organize by system: Roof, Attic, Electrical, Plumbing, HVAC, Interior, Exterior. For each finding, include: what was observed, severity (Safety Issue / Maintenance / Monitor), and recommended action. Transcript: [paste]

What you should see: A complete set of report paragraphs, organized by system, ready to paste into Spectora or HomeGauge.