When completing inspections in the Mortgage Field Services Industry one of our most important tasks is to provide an accurate report on the occupancy status of the property.  Reporting occupancy incorrectly can have several consequences, because if we report a property occupied when it is not there can be multiple conditions that do not get addressed.

When a home is determined vacant a mortgage company may step in to cut the grass, winterize the property, or many other possible actions needed to preserve the home.  If a home doesn’t get reported vacant the grass can quickly become overgrown and result in a violation, or in freezing temperatures a frozen pipe can quickly cause a lot of damage.

When determining occupancy a few pointers to be mindful of include:

• Just because there is lawn furniture, or curtains, etc present does not automatically mean the property is occupied, especially if there is no changes after several visits to a property.  Please also be mindful of things such as if the grass is being maintained, snow shoveled, or if personal items have moved.  If there is a grill on the porch but no tracks in the snow several days after the snowfall it is important to research further for example.
• It is possible to have a scenario where a homeowner could be deceased.  This should especially be considered in the case of an inspection that states it is for a reverse mortgage.  In these cases the house can be left with furniture and decorations, so be mindful of looking for signs of activity other than decorations being present.
• Good photos and comments are especially helpful in any case that is out of the ordinary, including if occupancy is questionable.  If a property is found to be vacant but we have stated we made contact during the time it was vacant we need to have clear details on who we spoke to (a neighbor or someone at the property) and photos that clearly support we performed the inspection as requested and what led us to believe it was occupied.

We understand when working in the field there are infinite unique scenarios, and occupancy can be difficult in some scenarios, but it is important that we make our best effort to determine if a property is vacant.

When completing mortgage field inspections one common mistake is to have your vehicle visible in the photos.  This can be something like a side mirror in the corner of the photo, a glare on the windshield, or even more drastic examples like the passenger seat visible if you are taking photos out of the passenger side of your vehicle.

Although some inspections might ask you not to make contact, or there can be cases where you take photos before approaching the house, it is important to remember that having your car in the photos is considered poor quality and is not accepted by any clients.  Some clients even enforce payment penalties for items that are considered poor quality, but luckily this is an issue that is easily preventable by being mindful when you are taking photos.

When completing inspections there are different postings, cards and stickers that are left at properties depending on the situation, and the difference between all of these can be confusing.  In this post I want to clarify some of the items that you will leave at properties.

Door Cards/ Door Hangers/ Call Cards

• These types of postings are referred to in many ways, but these are the types of postings that you will leave if a home is occupied.
• The instructions in your work order will usually read something similar to:
  • Use door hanger I-116 w/ 800-xxx-xxxx & place in envelope w/confidential on front. Give to occupant, or if contact isn’t made leave at front door.
  • Lv BLUE call card to contact 800-xxx-xxxx
• These postings should provide a phone number for the occupant, and the card should be asking the occupant to call their mortgage company.
• Examples:

Vacant Postings/ Vacancy Stickers

• These are the types of postings/stickers that you will leave posted on a property only if the property is vacant.
• These are postings left on a property that explains it was found vacant, it will usually include something similar to “This property has been determined to be vacant”
• The instructions on work orders will usually say something similar to:
  • If vacant post WFHM Posting
  • PHOTOS…VACANCY POSTING I-102… (IF VACANT)
• Examples:

Vacant Certification

• Vacancy certifications are never to be left at a property.
• Many of the mobile apps used will create these for you so you do not need to print and sign an actual copy of the vacant certificate, ask your clients if this is possible.
• Vacancy Certifications are simply a form you sign as the inspector stating you determined the home was vacant.
• Example:

A trend we have noticed from many clients issuing inspections is an increased focus on quality.  Having results in on time has always been a priority, but just as important is having the inspections done according to the instructions and client guidelines.

One common issue has been a lack of a proper door knock photo.  When we are asked to approach the property or attempt contact, providing photos outside of your vehicle to justify this attempt is important (such as your hand on the door or finger on the doorbell).  If a door card is being left, it is also important to show the door card so it is clear what card was left and where it was placed.

Doing things the correct way generally doesn’t take any additional time when completing inspections, but can be the difference between having the inspection completed or having to return, so taking the time to know the requirements is always advised.