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 July 26, 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.
A Worked Entry
What one documented finding actually looks like
The categories above describe what gets recorded. This is a single entry written to that standard, so you can judge the method rather than take our word for it. The property is not identified: this is a composite written for illustration, using the same structure and the same language a real record uses.
| Field | Entry |
|---|---|
| Location on roof | South slope, third course above the eave, 4 ft east of the plumbing stack |
| Observation | Circular impact bruise, approximately 1 in diameter, granule displacement with mat exposed. Substrate soft to touch. |
| Photographs | Wide establishing shot, mid-range with slope reference, close-up with scale marker, timestamped |
| Corroborating record | NOAA NCEI Storm Events, hail reported within 10 miles of the property, largest stone 1.75 in |
| What this does NOT establish | That this bruise came from that date. That the roof requires replacement. That a carrier will accept it. |
The row that matters most is the last one. A record that quietly implies causation it cannot prove is worth less than one that states its own limits, because the moment an adjuster finds a single overreach the whole document loses standing.
Observation is what is physically present and would be recorded identically by anyone standing on that slope. Corroboration is an independent public record that a hail-producing storm occurred nearby. Those are two different facts, and joining them into one sentence is the most common way a roof report becomes an argument instead of a record.
The Roof Shepherd documents conditions and provides written records. We do not adjust claims, interpret policy language, or negotiate with carriers. Whether damage is covered is a determination only your insurer can make.
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. A 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. A 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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