A useful proposal separates the inspection findings, the corrections linked to those findings and any requested improvements. It should identify the affected installation and leave uncertainties visible. Where a proposed alteration needs permission from the relevant scheme or another property owner, resolve that issue before treating the technical recommendation as authority to proceed.
After authorised work, retain the report, invoice and relevant certificate together. If you decline an optional improvement, the record should not imply that it was a failed requirement. Equally, an unresolved defect should not disappear into a general description such as 'security upgrade deferred'. Clear wording helps the owner, installer and eventual buyer understand what was actually completed.