Lesson 21 — Common Mistakes That Cause Rejections (And How to Avoid Them)

Most inspection rejections occur due to avoidable errors. Understanding these mistakes — and how to prevent them — keeps your inspections approved, reduces rework, and shows professionalism to NMFS and its clients.

1. Missing Required Photos

This is the single most common rejection reason.

Examples:

  • No front door photo

  • Missing left/right side photos

  • No address verification

  • No photo supporting occupancy decision

  • No photo of a mentioned hazard or damage

How to avoid it:
Follow the required photo sets for each inspection type and review before submitting.

2. Blurry or Poor-Quality Photos

Causes:

  • Low light

  • Moving too quickly

  • Finger or glare covering lens

  • Dirty or smudged camera lens

How to avoid it:
Stop, steady the phone, clean the lens, and retake unclear shots.

3. Notes Do Not Match Photos

Examples:

  • Notes say “no vehicles” but photo shows a car

  • Notes say “damage present” but no damage photo included

  • Notes say “vacant” but photos show strong occupancy indicators

How to avoid it:
Double-check alignment between notes and images before submission.

4. Not Attempting Contact Properly

Common errors:

  • No front door photo to prove contact attempt

  • Notes too vague (“Knocked, no answer”)

  • Did not wait long enough

  • Forgot to place “Confidential” envelope when required

How to avoid it:
Follow Lesson 16 procedures exactly.

5. Walking Around the Property (NOT Allowed) If Occupied

This is a liability issue and will cause rejections.

Do not:

  • Go to side doors

  • Go behind the property

  • Open gates

  • Cross fences

  • Look in windows

How to avoid it:
Front of property only, unless the view of left/right sides is available from the public-access area.

6. Failure to Document Hazards

If you see a hazard, you must:

  • Take clear photos

  • Describe the hazard

  • Explain why it prevented access (if applicable)

How to avoid it:
Photograph everything that looks unusual, unsafe, or damaged.

7. Missing Required Meter Photos (Vacant Properties)

Common errors:

  • No close-up of meter reading

  • No wide shot showing meter location

  • Photo too blurry to read

  • Not documenting missing meters correctly

How to avoid it:
Always take two photos:

  1. Wide shot (shows meter location)

  2. Close-up (clear reading)

8. Door Hanger (Envelope) Placement Errors

Errors include:

  • Placing envelope somewhere other than front door

  • Forgetting to write “Confidential”

  • Taking close-up only with no context

  • Not taking a photo at all

How to avoid it:
Follow the updated Lesson 16 rules.

9. Incomplete Notes

Examples:

  • “Occupied” with no explanation

  • “Vacant” with no supporting details

  • “Damage present” without description

  • “No access” with no reason documented

How to avoid it:
Follow the note-writing standards in Lesson 19.

10. Not Reading Work Order Instructions

Many inspections contain special requirements.

Common mistakes:

  • Missing a specially requested photo

  • Ignoring a client-specific instruction

  • Forgetting to answer a required question in the app

How to avoid it:
Always read full work order notes before beginning the inspection.

11. Submitting Without Reviewing

Rushing leads to:

  • Missing photos

  • Wrong property

  • Wrong notes copied over

  • GPS not enabled

How to avoid it:
Review everything in InspectorADE before submitting:

  • Photos

  • Notes

  • Required fields

  • Contact attempts

  • GPS metadata

12. Arriving After Dark

Inspections done after dark produce:

  • Poor photos

  • Rejections

  • Inability to verify occupancy properly

How to avoid it:
Complete inspections during daylight hours whenever possible.

13. GPS Metadata Disabled

GPS must be on for:

  • All photos

  • All inspections

  • All property visits

How to avoid it:
Ensure your phone location services are turned on before taking photos.

14. Submitting the Wrong Property

Happens when:

  • Inspectors rely on memory

  • Streets look similar

  • House numbers are missing or unclear

How to avoid it:
Always confirm address with:

  • Street numbers

  • Neighboring houses

  • Google Maps

  • MLS-style verification when needed

Summary

Avoiding these mistakes ensures:

  • Faster approvals

  • Less rework

  • Higher quality scores

  • Stronger relationship with NMFS

  • Consistent assignments

Previous Lesson
Back to Course
Next Lesson