Documentation Standard
The Roof Shepherd Documentation Standard
Every field engagement produces a structured, plain-language record. Consistent method. Organized output. A homeowner can read it without help from a contractor or adjuster.
Updated June 18, 2026
The Method
Observation → Documentation → Delivery
Observation
Conditions are noted by zone: roof surface by section, soft metal surfaces, gutters, fascia, siding elevations, and interior indicators. Only what is visible is recorded. No speculation or assumption about what is underneath.
Photo Evidence
Photos are taken at the condition location, labeled by zone and surface type, and organized with condition notes. Every image is anchored to a specific location and condition — not a loose folder of undescribed images.
Plain-Language Record
The final record uses plain English. No contractor jargon. No insurance terminology. Technical condition descriptions are followed by a plain-language explanation of what they mean for the homeowner’s next decision.
What Gets Documented
Condition categories in a standard field record
| Category | What is documented | Why it matters |
|---|---|---|
| Roof surface | Shingle condition, granule loss, cracking, impact bruising, exposed substrate, ridge condition | Primary indicator of material lifespan and storm-related degradation |
| Penetrations | Pipe boots, vent caps, flashing, chimney step flashing, skylights | Most common leak source — documented separately from shingle surface condition |
| Soft metals | Gutters, drip edge, vent caps, AC unit tops, metal trim | High-sensitivity hail indicators with consistent, measurable impact patterns |
| Fascia & soffit | Rot, impact damage, separation, paint condition | Fascia rot is a water management and structural concern adjacent to the roofline |
| Siding & paint | Impact marks, spalling, bubbling, wind-related separation by elevation | Exterior surface documentation supports full-property storm records |
| Interior indicators | Ceiling stains, moisture mapping, attic ventilation observations | Corroborates exterior documentation when moisture intrusion is active |
Common Questions
Common questions about the documentation standard
What does a field record from The Roof Shepherd look like?
A field record is a structured document containing: property address and inspection date, surface-by-surface observations (roof zone, soft metals, gutters, fascia, interior indicators), photos anchored to each observation by location, plain-language condition descriptions, and a summary of findings. Nothing is omitted because it doesn't fit a contractor's scope.
Can a field record be used in a contractor negotiation?
Yes. An independent condition record produced before any contractor engagement establishes a documented baseline that a contractor's scope must account for. If a contractor proposes work that exceeds or contradicts documented visible conditions, you have a written record to reference. The documentation is yours and can be shared at your discretion.
Can a field record be used in an insurance dispute?
Yes. An independent condition record produced before contractor involvement and before claim filing cannot be questioned as influenced by either party's financial interest. It establishes what was visible at a documented point in time. That is the most useful evidence in a scope or depreciation dispute.
How is The Roof Shepherd's documentation different from a home inspection?
A general home inspection covers the entire property across dozens of systems at a surface level. The Roof Shepherd focuses specifically on roof systems, exterior surfaces, and storm-related conditions — at greater depth, with more specific photo documentation, and with storm damage pattern recognition that generalist inspectors are not trained for.
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