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MEMO
#1037: Photo Policy - 08/07/03
Our clients and the industry investors require that we provide condition photos of the interior and exterior of each property. This photographic documentation needs to include a snapshot of the property condition at the time our client became responsible for maintaining the property.
These photos are used to verify work completed, bids, distinguishing mortgagor/mortgagee neglect, damages, and in estimating when damages occurred.
Since our clients (the M&Ms, HUD, and the other investors) can't visit each property to check whether our property condition and bids reports are accurate, they can't be expected to approve bids for work to be performed or completed work without evidence supporting bids and/or documenting that work was performed correctly and accurately.
Our clients provide us with the business opportunity to provide services on their properties. It is our responsibility and obligation to prove that our reports and statements are honest and accurate. You would not expect anything less if an unknown party were performing work on your property.
In addition, our clients need photographs to support their claims for reimbursement when filing the claim for preservation work performed while servicing the loan. Again, it is Safeguard's and its contractors' responsibility to provide photo documentation demonstrating that all reported work was necessary and was completed properly.
Our clients and the investors are expending huge amounts of funds for requested services. It's not reasonable to expect them to just take our word or demand that they pay us without complete documentation proving that our bids are accurate and work was in fact performed.
Safeguard will continue to deny payment and hold the contractor responsible for any work performed without the proper before-and-after photo documentation.
Photo Requirements:
Safeguard requires that you provide exterior photos of all sides of the property, including the roof, and interior photos of each room within the property to show the complete condition of the property, in addition to photos of any observed damages, photos supporting bids, if necessary, and before-and-after photos for work completed.
Photos must be captioned to advise our clients of the purpose of each photo. Condition photos should be captioned as such and should include comments as to the view shown (i.e., interior condition photo of kitchen; front exterior condition photo; roof condition photo; etc.).
In case of a dispute, the photo documentation provided will be reviewed to verify the contractor's position concerning the work performed and invoiced.
Being in the business we're in, without the above documentation, we cannot expect our client to pay us for unknown services performed.
If you have any questions regarding the photo policy, please contact your regional coordinator or:
vendor.management@safeguardproperties.com
Robert Klein
Safeguard Properties
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