Lesson 29 — Identifying & Documenting Property Damages (Exterior-Only Inspections)

As an NMFS inspector, you are often the first person to identify new damages at a property. Your ability to accurately spot, photograph, and document exterior damages is critical. This lesson teaches what to look for, how to classify what you see, and how to properly record it.

1. What Counts as “Exterior Damage”

Exterior damage includes any visible issue involving:

  • Structure

  • Roof

  • Windows

  • Doors

  • Siding

  • Foundation

  • Porch, deck, steps

  • Fence

  • Yard hazards

  • Detached buildings (if visible from public access)

If you can see it from the front, driveway, or public vantage point → it must be documented.

2. Most Common Types of Exterior Damage

A. Roof Damage

  • Missing shingles

  • Lifted or curled shingles

  • Holes or punctures

  • Sagging areas

  • Tree limbs resting on roof

B. Window & Door Damage

  • Broken glass

  • Boarded windows

  • Damaged frames

  • Doors off hinges

  • Windows stuck open

C. Siding or Exterior Wall Damage

  • Cracks

  • Holes

  • Missing pieces

  • Detached panels

  • Burn or scorch marks

D. Structural & Foundation Issues

  • Cracks in foundation

  • Leaning porch

  • Collapsing steps

  • Buckling exterior walls

E. Yard & Hazard Conditions

  • Downed trees

  • Large fallen branches

  • Fence collapse

  • Sinkholes

  • Open wells or pits

  • Hazardous debris (metal, glass, trash piles)

If it looks unsafe or unusual, document it.

3. How to Photograph Damages Properly

Damage documentation requires two types of photos:

A. Wide Shot (Context Photo)

Shows:

  • Full structure

  • Where the damage is located

  • Relation to the rest of the house

B. Close-Up Shot (Detail Photo)

Shows:

  • Clear view of the actual damage

  • Specific broken area

  • Exact nature of the issue

Both photos are required for every damage type.

4. Write Notes That Match What You See

Your notes should:

  • Name the damage

  • Describe it clearly

  • Identify the exact location

  • Match your photos

Examples:

Good Note:

“Large limb down on right side of yard. Limb resting against siding. No visible damage to structure. Wide and close-up photos included.”

Poor Note:

“Tree down.”

Good Note:

“Broken window on left side of structure. Glass shattered. No board present.”

Poor Note:

“Window broken.”

Details matter.

5. Document Safety Hazards During Damage Reporting

 

Some damage creates immediate hazards.

Examples:

  • Exposed electrical wiring

  • Open holes

  • Collapsed porches

  • Sharp debris

  • Aggressive animals linked to damaged fencing

When hazards are present:

  • Do NOT get close

  • Document from a distance

  • Note the risk clearly

NMFS wants you safe — distance photography is acceptable.

6. When Damage Is Visible but Incomplete

Sometimes you cannot fully see the damage because:

  • It’s behind a fence

  • It’s partially obscured

  • Vegetation is blocking it

  • Property design limits visibility

In these cases:

  1. Take all available angles from public vantage points.

  2. Document what you can see.

  3. Explain in notes what prevented clearer photos.

Example:

“Rear siding damage visible but partially blocked by fenced backyard. Photo taken from left-side public vantage point. Unable to access fenced area.”

This prevents rejection for “insufficient documentation.”

7. Damages That Require Extra Attention

The following damage types should be highlighted immediately:

  • Fire or scorch marks

  • Forced entry evidence

  • Broken doors

  • Foundation shifts

  • Severe roof issues

  • Flooding or major water issues

  • Storm damage

  • City condemnation notices

These are high-priority findings for the mortgage company.

8. Damages That Do NOT Require Reporting

 

Do not report:

  • Minor cosmetic wear

  • Faded paint

  • Slight discoloration

  • Normal aging

  • Minor cracks in driveway (standard wear)

Only report actual damage, not cosmetic imperfections.

9. Never Assume the Cause of Damage

Do NOT write:

  • “Storm damage”

  • “Vandalism”

  • “Tenant caused”

  • “Burglary damage”

Unless the work order requests a cause, or unless it is clearly posted (e.g., police tape, fire marshal notice), stick to:

“Damage observed: [describe damage]. Cause unknown.”

This protects you and NMFS.

10. Common Damage Documentation Mistakes

Avoid:

  • Only taking close-up photos

  • Forgetting the wide-context photo

  • Writing vague notes

  • Reporting cosmetic issues as “damage”

  • Failing to document hazards

  • Getting too close to unsafe structures

Consistency is key.

Summary

To document exterior damage correctly:

  1. Identify visible damage from public vantage points

  2. Take wide and close-up photos

  3. Provide clear, factual notes

  4. Avoid assumptions

  5. Prioritize safety always

  6. Only report true damage — not normal wear

Correct damage documentation ensures accuracy and protects both NMFS and the client.

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