Inspection Training Guide & Checklist
William E. Casey Insurer Services, Inc.
Thank you for your interest in becoming an independent insurance inspector for William E. Casey Insurer Services, Inc. As an insurance inspector, your role is crucial in providing accurate and thorough inspections. This guide outlines essential procedures and expectations to ensure your success. Please review this document carefully and reach out to our office with any questions.
Payment Details
Payroll Submission: Payroll is processed bi-weekly on Wednesdays by 10 AM. Inspections completed within the pay period will be included in your paycheck, which will be directly deposited into your checking account by the following Friday.
Invoice Tracking: Our office tracks all completed jobs and will email you a copy of your invoice after being processed.
Key Contacts
Office: 508-791-3312 | www.caseyinsurerservices.com
Keith McEachern: (President) 508-783-0239 | keith@caseyinsurerservices.com
Austin Giese (Director of Operations): 508-847-3930 | austin@caseyinsurerservices.com
Gina Silvia (Operations Manager): 774-420-4323 | gina@caseyinsurerservices.com
Nicole Messier (Field Manager): 508-320-1554 | nicole@caseyinsurerservices.com
Scheduling Inspections
When scheduling appointments, carefully review the inspection request. While order forms may vary slightly by company, they generally contain the same key details:
Insured's Name
Contact Person (if different from insured)
Phone Numbers & Email Addresses
Inspection Location
Insurance Agency (the company the insured obtained the policy from and is most familiar with)
Underwriting Company (the company we do business with and is requesting the inspection)
Insurance Carrier (not always listed)
Request & Due Date
Property Type & Special Notes Provided by Our Office (square footage, inspection form type, additional details)
Mapping out a Route
It’s best to map out a route in advance with days and times for each location, prior to calling the insured to schedule. Please give the insured at least 3–4 days notice of the inspection. This will give the insured time to make arrangements and it gives you time for follow up calls, if the insured does not answer. Do not call or schedule inspections on a Sunday, unless specifically requested by the insured. It is also worth mentioning that you should not schedule appointments on major holidays such as New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas, etc.
Call Script for Scheduling
Introduction:
"Hi, may I speak with [Contact’s Name]?"
"Hello [Contact’s Name], my name is [Your Name], and I conduct inspections for the underwriters at [Agency Name]."
"They have requested an inspection for your property at [Property Address] for your [Homeowners, Package Policy, Builders Risk, General Liability] policy."
"The inspection includes a walkthrough with photos and should take about 20-25 minutes. I will need interior access."
(For multifamily dwellings: you will need access to the basement, common areas, and at least one unit. If you are inspecting a business, you only need access to that unit.)
"I’d like to schedule the inspection on [Day] at [Time]. If someone could be available to allow access, that would be great"
If the insured is unable to provide access on the day and time you suggested, ask them what their availability is and try to reschedule another route that is accommodating to their schedule. If unable to accommodate within the due date, email Gina.
If the insured does not answer, leave a detailed voicemail similar to the script above. You may want to follow up with a text message for a quicker response, as many people do not listen to their voicemail messages. A text message should be secondary to a phone call/voicemail.
When sending a text message to the insured, be sure to include all the detailed information listed above, such as their agency, the underwriting company, location to be inspected, etc.
If Property is Vacant:
Ask if a lockbox is available. If so, note the lockbox code in the contact section of the report.
Ensure the key is returned, doors are locked, and lights are off after the inspection.
If property is tenant occupied: it is okay to make arrangements to meet with a tenant, as long as the person you are meeting with is over the age of 18. You are not allowed to enter a property with a minor, unless there is an adult present.
Scheduling an Inspection via Email:
If scheduling via email, use the provided company email address. Your email should be easily accessible on your cell phone and computer and checked frequently. Reference the insured’s agency and policy number in your email. Add a signature at the bottom of your email including:
[Your Name]
William E. Casey Insurer Services, Inc.
P.O. Box 114, Auburn, MA 01501
Office: 508-791-3312 | Cell: [Your Number]
Company & Policy Explanation
Casey Insurer Services is contracted by insurance underwriters to inspect properties.
Policy Holder Questions: Direct the insured to their agency for policy-related questions or concerns. We are only the inspection company and have limited information regarding their policy.
Inspection Requirement: The inspection is required for new policies and occasionally for renewals (yearly or every two/three years).
Follow-Up & Confirmation
• Ask the insured if they would like a reminder call the day before or the morning of. If they do, be sure to follow up.
• If you call the insured and their voicemail is full, try sending a text message.
• If insured is difficult, or unwilling to cooperate, do not argue or threaten cancelation, continue being professional and notify our office immediately. We will take over and notify the underwriter.
• If you encounter a wrong number, generic voicemail, or haven't heard from the insured within 24-48 hours, please contact their agent to verify the contact information. When calling the agency, take note of who you spoke with and the day you called. If you are still unable to make contact with the insured, notify our office and we will email the underwriter for assistance. Keep in mind, we require a two week turnaround for inspection requests, so it is important to make contact with the insured within the first 7 days of receiving the request. Agencies are prepared to provide you with additional contact information. When calling the agency, follow the script below:
Agency Call Script:
"Hi, this is [Your Name]. We conduct inspections for the underwriters at [Company Name]."
"I’m looking to verify contact information for one of your insured."
Document all new contact details in the report for future use.
Special Considerations for Commercial Policies
Any property beyond a single-family dwelling is considered commercial.
If you are inspecting a business and the insured owns the building under a different entity, they are considered a tenant—this will be listed in the occupancy section of the report.
Business inspections require additional details such as business type, sales, and safety measures.
Inspection Report: Key Details
• General Businesses: Fill out Business section on report (years in business, gross sales, content value, number of employees, type of business and general operations).
• Vacant/Renovation/Builders Risk: Complete Vacancy Section. If property is under renovation, recommend an ABC fire extinguisher if none is on-site. Keep in mind, properties that are under renovation may appear in fair/poor condition. This is to be expected and there is no need to list hazards unless the property is not secure or it is exposed to the elements.
• Daycare: Fill out Business section and Daycare supplement which includes transportation details, verify active license (take photo), number of children, employee background checks, playground safety, pool security.
• Restaurants/Bars: Fill out business information well as the Restaurant Supplement section on form. If serving alcohol, complete Liquor Liability Supplement section.
• If you are inspecting a building that contains a restaurant, be sure to take photos of all cooking equipment, hood & duct tags, fire suppression system, fire extinguisher tags, etc.
• Churches: Membership count, meeting frequency, transportation services, rental status, other services offered.
• Hair/Nail Salons & Tanning Salons: Fill out Business section. Note any rented chairs, additional services (waxing, massage), liability waivers, tanning product sales.
• Auto Body Shop: Fill out Business section. Note and take pictures of commercial spray paint booth, and all other protective measures.
• Auto Repair Shops: Fill out Business section. Customer waiting area, hydraulic lifts, signage, protective measures.
• Woodworking Shops: Fill out Business section. Dust collection system—take photos.
• Beach Associations: Note any of the following- Lifeguards, posted rules, docks, rentals, membership count, parking, food sales, approximate beach length.
• Vacant Land: Future plans, existing structures, utilities, development plans (residential/commercial).
• New Construction: Find out how far along the insured is with the new construction. If the land is vacant and under development, find out what type of building they are constructing, start date, completion date, estimated square footage and occupancy (# of units, commercial/residential), plans for the property upon completion. Please confirm who the general contractor is and estimated construction costs.
• Rooming Houses/Bed & Breakfast: Number of rented rooms, kitchens, bathrooms, seasonal/year-round status, gross sales, manager presence, business duration, licensing.
• Condo Associations: Inspect all interior and exterior common areas, hallways, and basements. Condo owners are responsible from the studs-in, but try to access the interior of one unit. It is important to take good photos of the exterior, roofing (if visible), and utilities. Note number of units and occupancy. (Tenant or owner occupied).
• Homeowners (Single Family): Owner or tenant occupied? (Occupied year round, or secondary/seasonal residence.) If secondary residence, note if utilities are maintained or winterized (shut down) during the off-season and if a caretaker or insured checks property regularly. Note distance to coastline in report.
• For Jencap/Quaker requests- if tenant occupied, we need estimated rental income.
Exterior Inspection Checklist
Residential and Commercial
When you first arrive to the location, take a front photo of the property. This photo should include the entire building in one shot and be the first photo you take.
Walk around the entire exterior and be sure to check the roof, if visible from the street. (You may need to walk back a little bit to get a good angle and zoom in). It is important to check the entire roof, as one half may have been updated, but the other half is older. Inspectors are not required to climb ladders to access a roof. If the roof is accessible from a permanent walkup staircase, you may access the roof carefully and take pictures. The inspector’s safety is paramount, so please use your judgment. Photos should be taken of all sides of the exterior, including the roof. Also take pictures of any utilities (electrical meter, gas meter, AC compressor, whole house generator, propane tank, outside oil tank, etc), trampoline, swimming pool, hot tub, shed /barn, detached garage, playground equipment, etc.
Identify and take photos of all hazards:
Missing or deteriorating roof shingles
Damaged gutters, peeling paint, or rotting wood
Broken windows, excessive debris, unregistered vehicles
Loose/missing handrails or broken steps
Grills on covered porches. (grills must be a minimum of 10 feet from the exterior of the building while in use)
Swimming Pools: Above ground swimming pools must have a removable ladder. If there is a deck, the deck must have a lockable gate. For in-ground swimming pools, the yard or pool must be enclosed with a fence and locked gate.
If unsure of a potential hazard, take a photo and document it in the report. See Hazard Section for more information.
Click here for additional exterior training
Interior Inspection Checklist
• Residential Properties: Take pictures of all rooms. We must have good photos of kitchens, bathrooms, living room/dining room, bedrooms, etc. Take pictures of any wood stoves, gas stoves, pellet stoves, or fireplaces. Take clear well lit photos of heating systems, hot water tanks, plumbing, and electrical panels. (Please see Utility Section for more details). Take pictures of smoke/carbon monoxide detectors, and any other protective measures. (See Protective Measures for more information). Take pictures of any potential hazards. (See Hazards Section for more information)
• Commercial Property: Take interior photos of the building/unit, this may include multiple units and common areas. Take photos of all protective measures and utilities and any potential hazards. Take photos of all utilities in basement and units.
Click here for additional interior training.
Equipement Needed:
When out in the field, you will want to keep a contact voltage tester and flashlight with you. Basements and other areas you are inspecting may be dark, and extra light will be needed to ensure your safety and that quality photos are taken. Voltage testers should be used to verify if questionable electrical wiring is active, such as Knob & Tube, exposed/damaged wiring, older fuse panels, etc. Take a photo with the voltage tester indicating whether or not the wiring in question is active and note the results in the report.
At times, you may be required to measure the square footage of a commercial unit. A square footage laser measuring tool is the best way to get a quick and accurate reading.
You can purchase these tools from any hardware store or on Amazon.
Square Footage Laser Measuring Tool
Completed Inspection:
• Once you’ve completed the walkthrough inspection and report, and your photos have been uploaded to Dropbox, please email gina@caseyinsurerservices.com. The email should include the insured's name and policy number. If you completed more than one job in the same day, it is recommended that you send a list of all completed jobs in one email. Our office may follow up with you via phone or email if there are follow up questions regarding the report(s) submitted.
Second Requests/Follow up:
• If we do not receive an update or completed report for an assigned job within two weeks, our office will send you a second request email, looking for an update. It is imperative that you respond in a timely manner. The amount of work you receive will be based on turn around time for completed inspections. All updates should be emailed to gina@caseyinsurerservices.com
Dropbox Information:
• You will be given access to our company dropbox account within an individual login and password. This is where you will receive inspection requests and upload your completed photos. We will also give you access to previously completed inspection reports for reference. (We occasionally get repeat locations, and will note this on the request) It is important that you download the app to your phone and are able to access Dropbox on all your devices such as a computer/tablet.
Receiving Requests: All inspection requests will be uploaded to your “Job Requests” Dropbox folder. Print out requests and delete old ones once scheduled/completed.
Uploading Inspection Photos:
Create a new folder by inspection date (e.g., "Mon 2.21.25") and then create another folder within that folder under the insured’s name (e.g., "Thomas Smith").
Upload photos immediately after inspection is completed to avoid data loss.
Repeat this process for all jobs completed that day.
It is recommended that you keep photos on your phone for at least one week before deleting, in case of Dropbox issues.
Submitting Reports:
• All inspection forms will be accessed using our website: https://www.caseyinsurerservices.com/admin
• After logging in, you will then select the Reports button and click on the appropriate form. We will note which form to use on the inspection request.
• Once a report is submitted, it can not be edited by the inspector. If any updates or changes need to be made to the report after being submitted, please email Austin@caseyinsurerservices.com with the information and he will edit the report. All reports are reviewed by our office prior to submitting to the underwriter. Photos should not be added to the report by the inspector, that portion is completed by the office when reviewing the report.