Compliance is the backbone of professional property preservation. Servicers face regulatory scrutiny from CFPB, state regulators, and investor audits. Vendors face chargebacks, vendor scorecard impacts, and potential termination for non-compliance. This checklist covers the key compliance areas that both servicers and vendors should track across every property in their portfolio.
Initial Secure and Property Registration
- Complete initial secure within investor-required timeframe (typically 3-5 business days from referral)
- Register vacant property with municipality if required by local ordinance
- Post required notices per state and local law
- Install investor-specified lock types and document all lock codes
- Complete required initial photos: all four exterior elevations, street view, all interior rooms, all utilities, all damage
Ongoing Maintenance Compliance
- Maintain grass below investor-specified height (varies by investor, typically 6-8 inches max)
- Complete recurring inspections at investor-required intervals
- Winterize by investor deadline (typically November 1 in northern states, varies by region)
- De-winterize by investor deadline (typically April 1, varies by region)
- Remove all debris, personal property, and health hazards per investor timelines
- Maintain property in compliance with all local codes and ordinances
Documentation Standards
- All photos GPS-tagged and time-stamped
- Before and after photos for every work order item
- Photos capture the specific condition or work performed, not generic property views
- Completion reports submitted within investor-required timeframes
- Cost documentation includes itemized pricing matching approved allowable amounts
- Exception and over-allowable requests documented with photos and justification before work begins
Common Audit Findings
The most common compliance failures found during servicer and investor audits are documentation gaps — missing photos, late submissions, and incomplete completion reports. The second most common category is timeline failures — initial secures, winterization, or grass cuts completed outside the required window. Technology-driven documentation processes with automated quality checks dramatically reduce both categories of failure.
Ethreon's structured field operations are built around compliance and documentation quality. Every assignment follows standardized workflows with GPS-verified photos and completion reporting. Contact us to learn how we maintain compliance across our coverage territory.
Contact EthreonRelated Services
Ethreon delivers these services with full documentation and compliance reporting:
Frequently Asked Questions
1What should be on a property preservation compliance checklist?
Essential items include initial secure completion within required timeframes, vacant property registration, required photo documentation (GPS-tagged and timestamped), recurring maintenance schedules, winterization by investor deadlines, and itemized cost documentation matching approved allowable amounts.
2How often should preserved properties be inspected for compliance?
Inspection frequency is set by the investor or servicer and typically ranges from every 14 to 30 days. Some high-risk properties or properties in active foreclosure may require weekly inspections.
3What are HUD and VA compliance requirements for property preservation?
HUD and VA have specific timelines for initial securing, recurring maintenance, and winterization, along with photo documentation standards and allowable pricing schedules. Requirements differ between the two programs and are updated periodically.
4What documentation is required for property preservation compliance?
All photos must be GPS-tagged and timestamped. Every work order needs before and after photos, completion reports submitted within required timeframes, and cost documentation with itemized pricing matching approved allowable amounts.
5What are the most common property preservation compliance violations?
The most common audit findings are documentation gaps (missing photos, late submissions, incomplete reports) and timeline failures (initial secures, winterization, or grass cuts completed outside the required window).