Specific Photo Requirements

Photos Manual

Memo 1152 The Importance of Photo Documentation and M&M Demand Issues

Property Condition Photos:

On every initial visit to a property, it is important to document the property condition as much as possible and to provide property condition photos of the exterior of the property and of each room on the interior of the property.

Not only should we provide before and after photos and bid photos, but condition photos as well, to document the condition of the property on each initial visit.

One example/reason for this is: If we go to a property on the initial visit and there is no mold in the bathroom and then on a subsequent visit a few months later we find mold through out the bathroom, that initial condition photo could support that the mold was not there initially and because the house was closed up, there was moisture build up which caused mold. However, without that initial condition photo of the bathroom, we have no proof that the mold wasn't present on the initial visit and we could hold the contractor liable for not reporting the mold or reporting on the condition of the property.

Strong supporting photo documentation includes not only providing clear before, during and after photos of work performed, but also photos that fully depict the condition of each room in a property.

CONDITION PHOTOS

The following CONDITION photos are required:

  • Exterior photos showing each side of the house.
  • Exterior photos showing all areas of the yard (front, rear, sides)
  • Interior photos of each room in the property (attic, basement, bathroom/s, kitchen, bedrooms, living room, dining room, etc.)

The following location photos are required for EVERY order:

  • Photo of the Front of the House
  • Photo of the Address Numbers
  • Photo of the Inspection Sign In Sheet (Click link to the sign in sheet).
  • Condition photos of each room in the property.

SECURING PHOTOS

The following SECURING photos are required:

LOCKS:

  • Before photo of the old lock.
  • During photo showing the old/original lock/s removed (hole where lock was removed). After photo showing the new lock/s installed.
  • Photo of the White Securing Sticker affixed to the front door.

Before and after photos of the Lock Change must be taken from the Exterior side of the door. The photo cannot be taken from the interior side of the door, or one from the interior and one from the exterior. These photos do not support a lock change and will not be accepted.

Make sure the photos are clear and the work completed is visible. Take the photos close enough to see the lock and the surrounding door area.

It is required to always provide both the before, during and after photos of the locks, padlocks, slide bolt, bracing, slider lock, etc. Just providing after photos is not acceptable.

PADLOCKS:

  • Before photo of the spot where the padlock will be installed.
  • During photo showing the padlock in the process of being installed.
  • After photo showing the padlock installed.

SLIDE BOLT / SLIDER LOCK

  • Before photo of the spot where the slide bolt / slider lock will be installed.
  • During photo showing the slide bolt / slider lock in the process of being installed.
  • After photo showing the slide bolt / slider lock installed.

LOCKBOX

  • Before photo of the spot where the lock box will be installed.
  • During photo showing the key in the lock box.
  • After photo showing the lock box installed.

WINTERIZATION PHOTOS

The following WINTERIZATION photos are required:

  • Photo showing the hot water tank being drained and tagged.
  • Photo showing the boiler being drained and tagged (Steam/Radiant System). This photo must show water flowing from the boiler.
  • Before, during and after photos showing antifreeze being added to all traps (Toilet, Sink, Tub, etc) and photos must show the traps taped off and tagged. Photos must show the toilet cleared of water prior to adding antifreeze.
  • Before and after photos to support the water meter removed and the water line into the house capped.
  • Photo showing Propylene Glycol adding the heating Loops (Radiant System only).
  • Before and after photos showing the RPZ Valve installed. (Radiant System only).
  • Photo showing the Orange Winterization tags affixed to everything winterized.
  • Photo showing Toilet Wrap on all toilets.
  • The orange winterization tag must include the date that the winterization was performed.
  • Photos showing the lines being blown. Photos must show the compressor, air- line and nozzle. If the compressor is on your truck, take a photo of the nozzle in the trap and a photo of the compressor on your truck.
  • Photos showing the property being pressure tested. Must show pressure gage at 35lbs.
  • Before, during and after photos of the water shut off at the curb.
  • Before and after photos of the toilet cleaned (as applies).
  • During photo showing the toilet being flushed of water (as applies).
  • During photo of the system being inspected for damages.
  • During photo of the property being pressure tested.
  • During photo showing the well being drained, if well is present.

DEBRIS / HEALTH HAZARDPHOTOS

The following DEBRIS photos are required:

  • Before photos showing the spots where all of the debris/hazards are located.
  • After photos of the spots the debris/hazards were removed from.
  • During photos showing the debris in the process of being removed/loaded on the truck.
  • It is not acceptable to provide a before photo of the spot and an after photo of the debris in the truck.
  • It is also not acceptable to just provide a photo just showing the debris and/or hazards loaded on a truck.

PERSONAL’S PHOTOS

The following PERSONAL’S photos are required:

  • Before photos showing the spots where all of the personal’s are located.
  • After photos of the spots the personal’s were removed from.
  • During photos showing the personal’ s in the process of being removed/loaded on the truck.
  • After photo showing the personal’s in the storage facility.
  • Copy of the Storage Receipt.

BOARDING PHOTOS

The following BOARDING photos are required:

  • Before photo showing the broken window/opening.
  • During photo showing the broken glass removed from the window/opening.
  • After photo showing the window/opening boarded.

Both the before and after photos of the boarding must be taken from the exterior side of the house and should show the area surrounding the window/opening. This best supports the work being completed.

GRASS CUT PHOTOS

The following GRASS CUT photos are required:

  • Before and after photos of the front yard cut (from the same position, height and angle)
  • Before and after photos of the rear yard cut (from the same position, height and angle)
  • During photos showing the grass in the process of being cut.

After photos must show all grass clippings removed.

DO NOT point the camera at the ground when taking grass cut photos. These photos do not sufficiently support the grass cut and will not be accepted. We must be able to see the grass and surrounding area.

Bid Photos:

Photos are required to support all bids submitted.

This applies to all manner of bids. Photos must support that the work is needed and why the work is needed.

Damage Photos:

Photos are required to support all damages reported.

Roof Damage - photos of the damaged section of the roof and interior photos of the ceiling/walls, beneath the damaged section, are required.

Miscellaneous Photos:

Occupied – Photo of the house.

Posted by HUD – Photo of the house. Photo of the HUD sign.

Transfer Utilities – Photo of the house. Photo of a light on.

Property is for Sale – Photo of the realty sign.

Extermination – Photos of the exterminator’s truck and during photos showing the exterminator completing work. Copy of the exterminators receipt.

De-winterization – Photo showing the water running in a sink and of the water flushing in the toilet. Photos showing traps free of antifreeze.

Thawing – Photos showing the tool (heaters, etc) set up and running. If toilet is frozen – photo of the frozen water, photo showing the toilet clear of frozen water.

Sump Pump Photos:

  • Before photo of the old pump.
  • During photo showing the old pump removed and laying next to the crock.
  • During photo showing the new pump lying next to the crock (and possible the box that it came in).
  • After photo showing the new sump pump installed.
  • Copy of the receipt for the purchase of the sump pump.

Once work has been completed on a property, the order is updated and photos submitted to Safeguard, the information must be retained for future use. It may be necessary to reference properties where work was completed weeks, months or even a year or more ago. Therefore, saving the update, invoice, photos and other documentation for each order completed for both maintenance and grass orders is required.

It is NEVER recommended that any photos be permanently deleted.

Please remember to take photos to support all work completed, bids, damages and property condition photos.

There is no such thing as too many photos. Additional photos may be needed, depending on the situation.

It is your responsibility to document everything at a property, from work complete, to bids, to damages.

Our client relies on the accuracy of your photos, so they must support everything.

If you have any questions, please advise.