Many inspections require you to make contact with occupants or attempt contact when occupants are not present. This lesson explains how to properly perform contact attempts, document them, and use door hangers when required. These steps are critical, because improper contact documentation is one of the top reasons inspections are rejected by clients.
1. When Contact Attempts Are Required
Contact attempts are typically required for:
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Occupancy checks
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Default Service Inspections
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Loss draft inspections
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Vacant/occupied verification
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Any inspection where client needs confirmation of who is living at the property
If the work order lists a contact requirement, you must follow it exactly.
2. Performing Contact Attempts
When performing a contact attempt, NMFS requires front-door attempts only.
Do not walk around the property, approach side or rear doors, or enter gates.
This protects both you and the occupants.
A. Knock and Wait
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Knock firmly on the front door only.
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Wait a reasonable amount of time (30–60 seconds).
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Listen for movement, voices, or activity inside.
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Do not look through windows or attempt to make visual contact inside the home.
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Do not walk to other entry points, gated areas, or around the structure.
If no one answers after a proper wait time, proceed with documenting the attempt.
3. Documenting the Contact Attempt
Your report must clearly show you followed the required procedure. Document:
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Date and time of the attempt
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Who answered the door (if anyone)
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Exact statements made by the occupant
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Whether they allowed access (only for insurance loss inspections)
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Any unusual notes (hostile behavior, confusion, refusal)
When no one answers:
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Note: “No answer at door after knocking and waiting 45 seconds. No noises heard. No movement observed.”
Avoid vague entries like “Knocked, no answer.”
4. Using Door Hangers
When door hangers are required, NMFS uses a paper notice placed inside a plain white envelope instead of traditional “hang tags.”
A. Preparing the Door Hanger
A door hanger may be:
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A printed notice generated from the inspection work order, or
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A form printed from the Resources tab.
Place this notice inside a plain white, long envelope with:
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No windows (on the envelope)
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The word “Confidential” handwritten on the front (client will look at these photos, make sure you write legibly)
(This prevents revealing any borrower information and maintains privacy.)
B. Placing the Envelope
Acceptable placement locations:
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Front door
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Screen door
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Securely tucked between the door and door frame
Do not place envelopes:
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In mailboxes (federal offense)
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On vehicles
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Anywhere unsafe or inappropriate
NMFS does not allow:
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Hanging from gates
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Hanging on fences
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Walking around the property to place notices elsewhere
All notices must be placed at the front door only.
C. Take a Clear Photo of the Envelope Placement
The photo must show:
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The envelope with “Confidential” written on it
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Exactly where it was placed
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Part of the doorway or frame for context and proof
Avoid:
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Close-up shots with no context
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Blurry or shadowed images
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Photos that do not show the actual placement location
5. Multiple Contact Attempts
Some work orders may require:
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2 attempts
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3 attempts
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Morning + afternoon attempts
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Attempts on different days
Always check the work order notes.
If the order requires multiple attempts in one day, space them out appropriately (not 2 minutes apart).
Make sure you inform the vendor manager that you made two attempts with proof (photos) because we will double the fee or add a trip charge.
6. Occupant Interaction
If someone answers the door:
Be professional and respectful:
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Introduce yourself as an inspector.
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State the purpose of your visit.
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Never argue or debate.
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If they refuse access, document exactly what they said.
Examples:
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“Occupant stated he does not want anyone entering the home.”
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“Occupant stated the borrower moved out 2 months ago.”
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“Occupant confirmed property is occupied by family.”
Do not add opinions or assumptions.
7. Contact Attempt Photos
When appropriate, include:
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Front door photo (required)
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Street view
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Vehicles present
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Any occupancy indicators
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Door hanger placement
These photos help NMFS and the client validate your attempt.
8. When Contact Attempts Are Not Safe
If you observe:
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Hostile individuals
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Loose aggressive dogs
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Suspicious activity
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Squatter camps
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Criminal behavior
Do not attempt contact.
Leave immediately and document the situation in detail.
Your safety comes first.