Your inspection notes are just as important as your photos. They explain what you observed, why you made certain conclusions, and provide clarity to NMFS and the client. Strong, detailed notes prevent rejections and help verify your work.
1. Notes Must Be Clear, Direct, and Factual
Inspection notes should:
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State only what you observed
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Avoid opinions or assumptions
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Be written in complete, professional sentences
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Match your photos and data fields
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Be specific and descriptive
Avoid vague statements like:
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“Looks fine”
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“No issues”
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“Normal”
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“Couldn’t tell”
2. Describe Occupancy Indicators Clearly
When verifying occupancy, include what you saw:
Examples:
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“Two vehicles parked in driveway. Curtains open. Recently delivered package at front door.”
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“No vehicles present. Window blinds closed. Yard unmaintained. No signs of current occupancy.”
Be detailed — these notes help confirm your occupancy decision.
3. Notes for No-Answer / No-Contact Situations
For contact attempts:
Write:
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Time of knock
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Wait time
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Sounds or movement inside
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Any items observed (dog barking, TV on, footsteps, etc.)
Examples:
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“Knocked at 1:12 PM. Waited 45 seconds. No answer. No sounds heard.”
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“Knocked at 9:04 AM. Heard dog barking but no occupant came to door.”
4. Document Any Hazards or Damages
If you see damage:
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Describe location
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Describe type of damage
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Describe severity
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Include supporting photos
Examples:
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“Front gutter detached on left side, hanging 2 feet from roofline.”
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“Broken window on rear of structure. Glass on ground below.”
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“Large limb down on right side of yard, blocking walkway.”
5. Avoid Personal Opinions or Emotional Language
Never include:
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“Looks abandoned”
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“Owner probably doesn’t live here”
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“This place is a mess”
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“I think…”
Only factual observations belong in notes.
6. Be Consistent With What Your Photos Show
Your notes must always match your photos.
If your notes say:
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“No vehicles present”
But your photo shows a car — that inspection will be rejected.
If you say:
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“Front window damaged”
You must include a photo clearly showing the broken area.
7. Notes for Door Hanger Placement
When leaving an envelope notice:
Include:
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Time you placed it
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Where you placed it
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The word “Confidential” written on envelope
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Reason for leaving it (if required by order)
Example:
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“Placed envelope marked ‘Confidential’ on front door at 2:18 PM. Required due to no-contact occupancy check.”
8. Notes When Property Access Is Not Safe
If you encounter hazards:
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Pull back to a safe distance
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Describe what you observed
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Do NOT enter or approach the hazard
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Document with photos
Examples:
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“Observed two aggressive dogs loose in yard. Unable to reach front door safely.”
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“Front porch steps collapsed. Unsafe to approach. Photos provided.”
9. Notes for Meter Reads
When documenting utilities:
Include:
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Exact reading
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Whether meter is on, off, locked, tagged, or missing
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Location where meter was found
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Barriers or issues preventing clear access
Examples:
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“Electric meter reads 15438 kWh. Service active.”
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“Gas meter missing. Pipes capped. Area photographed.”
10. Writing Notes for Recurring or Follow-Up Inspections
Recurring inspections should:
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Update any property changes
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Describe new damages
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Confirm or update occupancy status
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Note improvements or deterioration
Example:
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“Grass taller than previous visit. Window still boarded. No new damages observed.”
11. Final Note Checklist
Before submitting, ask yourself:
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Did I state exactly what I saw?
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Did I avoid assumptions and opinions?
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Do my notes match my photos?
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Did I include enough detail for someone who wasn’t there to understand?
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Would this be clear to the bank or client?
If the answer is yes, your notes are complete.