What Happens After You Hit ‘Send’? Meet the Typist Behind Your Inventory Reports

Interviewed by Chris Callear, Director of Membership

Ever wondered what happens after you finish an inspection and send your inventory report off for typing? Who’s on the other end, turning your audio and notes into a polished report? I thought it was time we gave some recognition to the unsung heroes of our industry — the typists.

Reena has been working in the industry for 3 years and is one of the best I’ve come across. I wanted to shine a light on her work and get her perspective on the industry, what makes a good report, and where things are heading.

Interview Questions for Reena

We’ll keep it light-touch, but meaningful:

Hi Reena – can you tell us a little bit about yourself and how you got into inventory typing?

Of course! I’ve been working as an inventory report typist for over five years. My background has always involved structured, detail-focused work, which naturally led me to explore opportunities in property reporting.

I began as a freelancer, and as my experience and client base grew, I built a small team to help deliver high-quality reports more efficiently. Working with a various client early on gave me valuable insight into what makes a report clear, accurate, and reliable.

A major turning point in my career was the opportunity to work with you and Blue Sky Inventories. Your trust and guidance have played a key role in my growth. Being part of a company that values precision and high standards has helped me build confidence in my work, and I genuinely appreciate being part of a team where quality is always a top priority.

What does a typical day look like for you?

On a typical day, I spend most of my time listening to dictations and typing detailed inventory reports. I make sure to double-check all the information and photos to ensure everything is accurate and clear. I also communicate with clients when I need to clarify details or gather additional information.

It’s a job that keeps me focused and organised, and I really enjoy the satisfaction of getting everything done correctly and on time.

You work with reports from different clerks and regions — what makes a report easy or difficult to type?

I work with reports from individual clerks and companies across the UK. A report is easy to type when the audio is clear, free from background noise, and uses consistent UK property terminology.

Clear, detailed photos are also very important — I often rely on photos alone to complete reports when the dictation isn’t clear or available. A straightforward, consistent format, like the one you use, makes the transcription process much smoother and more efficient.

Conversely, poor audio quality, background noise, and inconsistent formatting can make typing difficult. Reports sent as PDFs from copy-paste jobs are particularly challenging because they require retyping the entire content from scratch, which is time-consuming and increases the risk of errors.

Overall, clear audio, consistent formatting, and high-quality photos are essential for producing accurate and efficient reports.

What are some of the biggest challenges you face in your work?

One of the biggest challenges I face is poor-quality audio, which slows down typing and increases the risk of errors. Background noise and unclear dictation often mean I have to replay sections multiple times to ensure accuracy.

I also provide feedback and training to new clerks. While helping them improve their dictation and formatting is rewarding, it can be demanding and requires patience, consistency, and clear communication to maintain high standards.

Inconsistent report formatting is another hurdle, especially when I receive copy-pasted PDFs that require retyping everything from scratch. This adds extra time and effort to the process.

Missing or incomplete information is also a common issue, as I often need to follow up with clerks or clients to clarify details. While this can extend turnaround times, it’s essential for delivering high-quality reports.

To manage these challenges, I stay organised, maintain clear communication, and rely on my experience and attention to detail. Despite the difficulties, what drives me is the satisfaction of knowing I’m delivering accurate, professional reports that clients can rely on.

Do you ever get reports from outside the UK? Are there any interesting differences?

I work exclusively with UK clients and clerks, so I don’t receive reports from outside the UK. This focus allows me to specialise in the specific standards and formats used here. While I haven’t worked with reports from other regions, I understand that different countries likely have their own methods and styles, which could make the transcription process quite different.

How do you feel about AI and automation in your field? Exciting, scary… or a bit of both?

I’m aware that AI and automation are becoming increasingly important in our field. I’m curious and optimistic about how these technologies can support and enhance our work, especially by improving accuracy and efficiency without compromising quality. When I have doubts or questions, I sometimes consult AI tools and find helpful solutions that make my tasks easier.

Overall, I see AI as a valuable assistant that, when used thoughtfully, can complement human skills rather than replace them.

If you could give inventory clerks one piece of advice to make your job easier, what would it be?

I’d suggest speaking slowly and clearly when dictating. This really helps me capture every detail accurately and reduces the need to replay audio multiple times. Additionally, providing clear and detailed photos helps fill in any gaps in the dictation, ensuring the final report is thorough and precise. By following these simple steps, clerks can significantly help me deliver high-quality reports more efficiently.

Where do you think the industry is heading? Any trends you’ve noticed or changes you’d like to see?

The inventory reporting industry is becoming increasingly competitive, with more clients and clerks focused on refining their formats and expanding their client base.

Looking ahead, I’d like to see stronger collaboration and clearer communication between clerks, typists, and clients. Streamlining workflows and reducing errors through better teamwork would not only improve efficiency but also raise the overall quality of reports.

By embracing these improvements, the industry can continue to build trust and deliver exceptional value to clients—ensuring long-term growth and success.

Published on 21/06/2025