> For the complete documentation index, see [llms.txt](https://learn.withessential.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://learn.withessential.com/field-operations/inspection-reports/marking-fail-and-recording-a-deficiency-while-filling-a-report.md). # Marking Fail and recording a deficiency while filling a report Compliance questions are the ones that judge whether an item is compliant. They show two buttons, usually Pass and Fail (some use Yes and No), plus an N/A button when the question allows it. When you choose the failing answer, a deficiency section opens directly beneath that question so you can capture the problem right where you found it. The deficiency has two separate note boxes, and the distinction matters. External Notes are customer-facing: this is the description that goes out on the report the customer sees, so keep it clear and professional. Internal Notes stay with your team and are not shown to the customer, so use them for context, follow-up details, or anything you wouldn't send out. Each note box has a Suggest notes link that can draft wording for you and offers common reasons you and your team have used recently. If your report is set up to allow it, you can also attach photos and files to the deficiency to document the issue visually. Some reports include extra deficiency fields above the notes, which you fill in the same way as any other question. Everything you enter here is saved with the report when you submit it, and it feeds the deficiency record your office works afterward. A report can also be set up to require parts of the deficiency itself. When it is, a red asterisk marks the required part — External Notes, Internal Notes, or Photos — and the report can't be submitted until every recorded deficiency has that part filled in. If your reports should work this way, ask Essential to turn it on for the report template. > **Where to find it:** On a compliance question while filling an inspection report. These are the Pass/Fail (or Yes/No) questions that decide whether something is compliant, shown with a green positive button and a red negative button. ## Related guides * [Answer a question on many inspection assets at once](/field-operations/inspection-reports/answer-a-question-on-many-inspection-assets-at-once.md) * [Can I move an inspection report to another customer or property?](/field-operations/inspection-reports/can-i-move-an-inspection-report-to-another-customer-or-property.md) --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://learn.withessential.com/field-operations/inspection-reports/marking-fail-and-recording-a-deficiency-while-filling-a-report.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.