SOP Templates > Home Builder > Sales > Photo Documentation Standards for Sales

Photo Documentation Standards for Sales for Home Builder

This checklist outlines the standards for capturing and managing photo documentation for a home builder specializing in custom homes. The purpose is to ensure comprehensive and consistent photo sets that accurately represent site conditions, neighboring structures, access points, elevations, utility markers, and design constraints. These photos are crucial for the estimating, design, and project management teams to make informed decisions. The workflow includes naming conventions, storage requirements, angles to capture, and communication expectations to ensure no gaps in documentation.

Prepare camera and equipment

Step 1: Check camera functionality

Turn on the camera and verify that it is working properly. Check for any error messages and ensure the lens is clean and free of smudges.

Step 2: Charge batteries

Ensure all camera batteries are fully charged. Carry spare batteries to avoid interruptions during the photo session.

Step 3: Prepare storage media

Ensure that memory cards have enough space for the photo session. Format the card if necessary to prevent data corruption.

Capture site overview photos

Step 1: Position at site entrance

Stand at the main entrance of the site and take a wide-angle shot that captures the entire site. Ensure the photo is level and includes any notable features.

Step 2: Capture site perimeter

Walk around the perimeter of the site, taking photos at regular intervals to document the boundaries and any adjacent properties.

Step 3: Include natural features

Photograph any significant natural features such as trees, water bodies, or elevation changes that may impact construction.

Document existing conditions

Step 1: Photograph existing structures

Take detailed photos of any existing structures on the site, including all sides and any notable features or damage.

Step 2: Capture vegetation and landscape

Document the existing vegetation and landscape features, focusing on areas that may require clearing or preservation.

Step 3: Note any site-specific conditions

Photograph any site-specific conditions such as uneven terrain, drainage issues, or access limitations.

Photograph neighboring structures

Step 1: Capture adjacent buildings

Take photos of all neighboring buildings, focusing on their proximity to the site and any shared boundaries.

Step 2: Include property lines

Photograph the property lines and any fencing or markers that delineate the boundaries between properties.

Step 3: Document potential view obstructions

Identify and photograph any structures or features that may obstruct views from the new construction.

Identify and photograph access points

Step 1: Photograph main access road

Take photos of the main road leading to the site, including any signage or landmarks that aid in navigation.

Step 2: Capture driveway and entrance

Document the driveway and entrance to the site, noting any width restrictions or surface conditions.

Step 3: Include pedestrian paths

Photograph any pedestrian paths or walkways that provide access to the site, ensuring they are clearly marked and safe.

Document site elevations

Step 1: Photograph elevation changes

Take photos from various points on the site to capture any significant elevation changes or slopes.

Step 2: Include topographical features

Document any topographical features such as hills, valleys, or ridges that may impact construction.

Step 3: Capture drainage patterns

Photograph any existing drainage patterns or water flow paths to inform future drainage planning.

Identify and photograph utility markers

Step 1: Capture utility poles and lines

Photograph any utility poles, lines, or transformers on or near the site, noting their locations.

Step 2: Document underground utility markers

Identify and photograph any markers indicating underground utilities, such as gas, water, or sewer lines.

Step 3: Include utility access points

Photograph any access points for utilities, such as manholes or service boxes, ensuring they are clearly visible.

Capture design constraints

Step 1: Photograph zoning signs

Capture any zoning signs or notices posted on the site that indicate restrictions or requirements.

Step 2: Document easements

Identify and photograph any easements on the property, noting their locations and dimensions.

Step 3: Include environmental considerations

Photograph any environmental features or protected areas that may impact design, such as wetlands or wildlife habitats.

Apply naming conventions

Step 1: Use project identifiers

Include the project name or number in each photo file name to associate it with the correct project.

Step 2: Incorporate date and time

Add the date and time the photo was taken to the file name to provide context and track changes over time.

Step 3: Describe photo content

Include a brief description of the photo content in the file name, such as 'site_overview' or 'utility_marker'.

Store photos in designated location

Step 1: Upload to shared drive

Upload all photos to a shared drive or cloud storage platform accessible to the sales, estimating, design, and project management teams.

Step 2: Organize by project and category

Create folders for each project and organize photos by category, such as 'site_overview', 'existing_conditions', or 'access_points'.

Step 3: Ensure backup and security

Implement regular backups and security measures to protect photo data from loss or unauthorized access.

👈 Use this SOP template inside Subtrak

Edit with AI. Customize in seconds. Store and share all your SOPs and checklists in one place.

Get a Demo