Lesson 26 — Handling Unusual or Special-Instruction Work Orders

Not all inspections follow the standard pattern. Some work orders include unique instructions, special tasks, or uncommon requirements. This lesson explains how to recognize, understand, and correctly complete these special-instruction inspections without making assumptions or missing mandatory steps.

1. Always Read the Special Instructions Carefully

Special-instruction work orders will include notes such as:

  • “Take additional photos of…”

  • “Verify a specific issue…”

  • “Check the rear of the structure from a safe, public vantage point only.”

  • “Confirm presence of city code notice.”

  • “Observe and report only; do not make contact.”

  • “Use envelope notice even if not a contact-required inspection.”

The instructions are part of the assignment and you must follow them exactly.

2. Types of Special Instructions You May Encounter

A. Verification Tasks

These may include:

  • Confirming a specific repair was done

  • Checking if a posted notice is still present

  • Verifying if grass was cut since last inspection

  • Confirming debris has been removed

B. Focused-Photo Assignments

Examples:

  • “Photograph roof damage from visible angles”

  • “Photograph side-facing HVAC unit”

  • “Document fence line condition”

  • “Provide photos of neighboring structures” (rare but possible)

C. Safety-Specific Notes

Some orders highlight:

  • Loose dogs reported

  • Prior safety issues

  • Squatter concerns

  • Reports of vandalism

You must exercise extreme caution and follow NMFS safety protocols.

D. Time-Sensitive Instructions

Such as:

  • “Verify within 48 hours”

  • “Client requires photos before business day ends”

Always prioritize deadlines marked as urgent.

3. Do NOT Go Beyond What Is Written

Even in special-instruction orders, the following rules NEVER change:

  • No going behind fences

  • No opening gates

  • No walking around the property

  • No entering structures without explicit authorization

  • No interacting beyond professional introduction

If the instructions seem unusual or unclear, follow the safest interpretation and take detailed photos and notes.

4. Always Document Why You Could Not Complete a Special Task

Sometimes you will not be able to perform a special instruction safely.

Examples:

  • “Unable to view rear roof due to closed backyard fence. Photo provided from street angle.”

  • “Unable to verify notice due to aggressive dog at front porch. Documented with photos.”

  • “Vegetation prevented clear view of meter. Photo included showing obstruction.”

Never force access or create risk.

5. Example Scenarios

Scenario A — “Verify roof damage from visible angles.”

Correct response:

  • Take photos from street, sidewalk, or driveway

  • Do NOT enter fenced areas

  • Provide zoomed and wide-angle shots

  • Document any blocked views

Scenario B — “Check for city code notice on door.”

Correct response:

  • Approach front door only

  • Photograph notice

  • If unsafe, take photos from a distance and explain why

Scenario C — “Confirm HVAC unit on right side of home.”

Correct response:

  • If visible from public access area, photograph it

  • If behind a fence, note: “HVAC unit not visible from public vantage point.”

Scenario D — “Verify debris removed from backyard.”

Correct response:

  • If backyard is enclosed, you cannot enter — photograph fence and explain

  • Provide front/side vantage views if possible

6. Notes for Special-Instruction Orders Must Be Very Detailed

 

Your notes should:

  • Restate the instruction

  • Explain what you observed

  • Explain what you could not complete (if applicable)

  • Confirm safety limitations when relevant

Example:

“Work order requested verification of rear siding damage. Rear area inaccessible due to fenced yard. Photos taken from sidewalk showing partial rear elevation. No safe public vantage point available.”

This protects you and NMFS from client pushback.

7. Photos Must Directly Support the Special Instruction

If the order says:

  • “Photograph posted notice”
    Then the photo must clearly show:

  • The notice

  • Its location

  • The door or structure for context

If the order says:

  • “Verify if tree limb was removed”
    Then show:

  • Area where limb was

  • Updated condition

  • Supporting wide shot

Your photos must answer the client’s question without guesswork.

8. When to Contact NMFS

Reach out if:

  • Instructions appear unsafe

  • Instructions appear to require trespassing

  • You encounter hostile individuals

  • You believe instructions contradict NMFS safety standards

  • A hazard prevents completing the required task

NMFS will clarify what the client truly needs — never force unsafe compliance.

Summary

Special-instruction work orders require:

  • Careful reading

  • Strict adherence to instructions

  • Safe, limited access only

  • Clear supporting photos

  • Detailed notes

  • Professional judgment

You never take risks, enter unauthorized areas, or assume what the client “probably meant.”
You document what you can safely do and clearly explain what you cannot.

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