Diagnostic results and inspection data from an energy audit will take final form as a written report created by the energy advisor and the service organization. These reports are integral to the overall plan for improved energy performance.

When an energy audit has been completed, the very important next step is to collect the results, organize the data into a clear and coherent format, and present the findings in a written or digital report. To create an effective and accurate report, there's a little bit of word smithing, a good amount of data wrangling and a healthy dose of sales language.

Some important considerations for report writing:

WHO IS THE REPORT FOR?

Always remember this for energy audit report writing: Know your audience and speak to them at their level.

It's the same in many other businesses, whether it be real estate, HVAC, renovations or new home construction - you need to speak to your clientele so that they clearly understand the main points you're trying to make.

A good energy audit report is going to speak to a variety of audiences, depending on who commissioned the report in the first place. Those clients may range from:

• Homeowners
• Contractors
• Developers
• Policy Makers (Government)

LANGUAGE OF THE REPORT

The ambient theme for an energy audit report is sales; you are asking the client to see what you have discovered and you want them to take steps to make the improvements you've recommended. There may be an 'executive summary' section at the beginning of the report that affords the opportunity to clearly state the overall message for selling your services and recommendations.

The language that you will use throughout must be clear and understandable.

• Try to avoid being overly technical or verbose with jargon that only energy experts use.
• Remember to use words like "comfort" and "affordable", words that the average homeowner can relate to.
• Explain acronyms and abbreviations when you use them - ACH = Air Changes per Hour, for example.

Create sections in your report that may speak to different audiences, if need be. You may have a good relationship with contractors that eventually take part in realizing the recommendations you've made. Talk to those people about the information that is most valuable to their work.

Equally, if you are talking to people who make policy at a government level, gear your report findings to address that audience at a higher level. Talk about annual or lifetime energy usage, about environmental benefits or about economic impacts of your report recommendations.

TECHNICAL INFORMATION

It's a given that your report will include technical information - all that testing and investigation is going to generate some valuable data. Collate those technical findings into ONE section of the report and separate it from the more sales oriented parts. Your technical information will speak effectively to the people who are going to implement your recommendations - trades people, HVAC experts, window and door installers and general contractors.

Wherever you can, express your data with a graphic representation or technical drawing. Translate graphs and math into tactile elements that construction and renovation workers can easily understand. Do your homework on materials, systems and assemblies that could create the most optimal conditions for performance.

RECOMMENDATIONS

The energy audit establishes a baseline performance for the building, and your recommendations section will suggest ways to improve that performance. This part of your report should break down the issues discovered by your testing, stating the problems clearly and relating them back to the data.
You can then lay out your recommended strategies for solving problems, increasing comfort and reducing energy use in the long run.

Suggestions for structuring recommendations:

• Stay factual with your data interpretation. Report what you found clearly and in a language your client understands.
  
• Avoid stating absolutes. Situations that may lead to problems must be expressed as "may lead to problems", not "will definitely lead to problems".
  
• Where there are serious issues - i.e. structural degradation - recommend expert involvement before any other work takes place. You are obligated to point these problems out to your client in writing, stating that corrective work must happen.
  
• Include a client walk-through as part of your report summary to provide a visual and oral explanation for your written recommendations. Go through your report, section by section, pointing out areas where work is required / recommended. Be thorough.
  
• Be clear with the client on what, how and why improvements are required. Make sure you are clear about whether or not you're providing an estimated cost of work. Clearly explain why your recommended work should happen, what kind of contractor might be involved and how the work may affect / disrupt their lives.
• DO NOT guess at anything. If you don't know the answer to a client question, it's okay to say, "I don't know...but I will find out".
  

CALL TO ACTION

Wrapping up your report must include a clear statement of what happens next. Answer the question: What is the client supposed to do with the information that you've just presented? Create options for action and provide clear pathways so that your client knows exactly what to do.

• Ending the report? The Service Organization that an Energy Advisor works for will likely have well-structured exit strategy for reporting. This might include links to contractors or financial institutions who could expedite the retrofit work. Explain these options clearly to the client.
• Include contact information throughout the report and clearly establish communication protocol with the client. It should be easy for them to get in touch with you or your Service Org. Tell them exactly when milestone events are going to happen on a shared calendar.
• Caveats and Disclaimers? The report you've created will be full of data and diagnoses that a client will consider seriously for their building. There may be recommendations you've made that will affect major systems. Any professional services rendered MUST include written disclaimers that explain how errors may happen, or that unforeseen problems may arise, etc.. Consult with legal counsel at your Service Organization to properly word this type of statement.