Documentation
What a Field Record Looks Like
Documentation is most useful when it is organized, plain-language, and homeowner-readable without translation. Here is how The Roof Shepherd structures field records and why each element matters.
Updated July 26, 2026
Record Structure
How a field record is organized
Header Information
The header records who inspected the roof, when, and under what conditions. It captures the property address, date and time of observation, weather conditions, inspector name and contact, and documentation purpose (pre-purchase, post-storm, routine condition, or repair verification). Establishes the baseline and chain of custody.
Zone-by-Zone Documentation
The report walks the roof one area at a time. Conditions are organized by surface zone: roof sections (slope, direction, zone label), exterior elevations (north, south, east, west), specific components (gutters, fascia, penetrations), and interior indicators (attic, ceiling stains). Photos labeled to match zone notes.
Plain-Language Summary
The report ends in plain English. After the zone detail, a plain-language summary of significant findings states what was observed, what it may indicate, and what conditions are worth monitoring or acting on, without speculating beyond visible evidence.
Example Conditions
How conditions are described in a field record
Roof surface, NW slope
Observed: Granule displacement, circular bruising pattern, approximately 40% of exposed tab surface affected
Plain language: Pattern consistent with hail impact. Granule loss exposes underlying asphalt mat to UV degradation. Recommend professional evaluation of replacement timeline.
Pipe boot, east penetration
Observed: Neoprene collar cracked, separation visible at pipe interface, no active water visible at time of inspection
Plain language: Cracked pipe boot is a confirmed leak pathway. This penetration should be prioritized for repair regardless of roof surface condition.
Gutters, north elevation
Observed: Consistent circular dents, approximately 1.25" diameter, at 6 to 8 inch intervals along north-facing gutter face
Plain language: Impact pattern consistent with hail 1.25" in diameter. Soft metal impact documents event size for record purposes.
Ceiling, master bedroom
Observed: Brown ring stain, approximately 18" diameter, dry at time of inspection, no active moisture detected
Plain language: Stain appears post-storm based on homeowner report. Dry condition suggests water intrusion may be intermittent. Roof penetration above this ceiling zone should be inspected.
Fascia, SW corner
Observed: Paint separation, surface spalling, soft spot under paint at corner board
Plain language: Moisture infiltration behind fascia paint. Rot under the paint surface is possible. Fascia board replacement and investigation of drainage or overhang issue recommended.
Attic ventilation
Observed: Single ridge vent present, no visible soffit vents on north and east elevations
Plain language: Incomplete ventilation system. Inadequate air intake through soffits reduces ridge vent effectiveness. Attic heat accumulation risk, may affect shingle warranty compliance.
Why Organization Matters
What disorganized documentation costs
Organized documentation
Zone-labeled photos that match written condition notes. Conditions organized by surface type. Plain-language summary the homeowner can act on. Shareable with any contractor, adjuster, or attorney. Timestamped and attributable to a specific event or date.
Disorganized documentation
An unlabeled folder of 200 phone photos. No condition notes. No zone reference. No sequence. Unable to demonstrate when a condition appeared or what it was before and after a storm. Essentially unusable in a dispute or insurance context.
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Documentation Questions
Frequently Asked Questions
What does a field record from The Roof Shepherd include?
A standard field record includes: date and location of observation, weather conditions at time of documentation, photo inventory organized by zone (roof section, elevation, interior), plain-language condition notes per surface type, and a summary of significant findings. The homeowner receives a complete, readable record without contractor jargon.
Who owns the field record?
The homeowner. The Roof Shepherd creates and delivers the record to the homeowner as a property document. It is not held back for contractor or insurance use. The homeowner can share it with any contractor, adjuster, or attorney independently.
Can I use a field record from The Roof Shepherd as part of an insurance claim?
Field records document visible conditions as of the date of observation. A homeowner can share a field record with their insurer as supporting documentation. The Roof Shepherd does not represent the homeowner in an insurance process, interpret coverage, or guarantee any claim outcome. The field record is factual documentation, not an insurance document.
How is The Roof Shepherd’s documentation different from a contractor’s inspection report?
A contractor’s inspection report is typically a sales document proposing a scope of work and pricing. It has no obligation to report conditions that do not affect the contractor’s proposed work. A Roof Shepherd field record is a written record of all visible conditions, photographed so you can verify it yourself, rather than a record shaped around a proposal to sell work.
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