Photo Evidence for Retrofit Assessors

In this article we take a look at what is required for photo evidence specifically for retrofit assessments (for ecmk). 

Note: Photo evidence requirements can change so always check the most up to date guidance with your accreditation scheme.

The EPR/EPC photo requirements will be the same as doing an EPC however there will also be other photo evidence you'll need to collect for the extra surveys such as the Condition Report and Ventilation sections.

Sufficient and clear evidence must be provided which will enable the energy report / EPC to be recreated by an auditor without the need to access the RdSAP input data file.

• All evidence should be date stamped and geo-tagged

Above: Photos must be date stamped and geotagged.

Here's a reminder of the photo evidence required for ERC's/EPR's:

The following photographs must be provided unless the feature is not present in the property, or there is a valid reason (acceptable to ecmk) why they cannot be taken. In such cases, the reason must be clearly recorded in your site notes.

General Property Evidence

• All elevations relevant to the property’s detachment. Photographs should show the full extent of the dwelling, top to bottom. A picture with the front door open is recommended, as it confirms access was gained on the assessment day.

Construction and Insulation

• Wall construction: evidence of wall type, thickness measurements, and any retrofit insulation (e.g. cavity fill drill holes, borescope checks).

• Roof construction: photographs covering all roof types present.

• Loft access: evidence of access, or lack of access, where possible.

• Loft insulation: photos showing insulation depth and coverage, identifying which part of the building each image relates to.

• Roof rooms: evidence confirming selection of a roof room, including proof of fixed access that allows safe entry facing forwards.

Openings and Features

• Windows, doors, chimneys, draught proofing, and other relevant openings.

Heating and Hot Water

• Primary heating system(s): photos of the boiler and any key features (e.g. condensate pipe, model label if using PCDF).

• Secondary heating system(s): supporting evidence.

• Heating controls: all thermostatic and/or timed controls relevant to the heating system(s).

• Hot water cylinder: insulation type and thickness.

• Cylinder thermostat: photograph where possible. If assumed, document this in site notes.

• Electricity meter: evidence of single or dual tariff. If not accessible, site notes must explain tariff selection. Only use "unknown" if:

  • the meter is inaccessible,

  • there is no documentary evidence (e.g. utility bill), and

  • no fixed dual-tariff appliances are present.
    If there are storage heaters or twin hot water cylinders and the meter cannot be accessed, "unknown" may be entered to allow the software to default.

• Heating fuel: evidence of the fuel type used (e.g. LPG cylinders/tank, oil tank, mains gas meter, solid fuel store, or utility bill).

Other Features

• Conservatory: photographs showing glazing, exposed perimeter, and whether the space is separated or included in the assessment.

• Low energy lighting: photographic evidence of low-energy lamps (a sample selection is sufficient; not every fitting needs to be photographed).

• Renewable/low-carbon technologies: evidence for any installed systems such as solar PV, solar thermal, WWHRS, FGHRS, or wind turbines.

• Any other key features or limitations that could affect the SAP rating, or support claims made in the report, especially where later queries or complaints may arise.

Image Quality Requirements

Above: Blurry photo is not acceptable evidence

The evidence provided for the condition report should be clear, adequate, and sufficient for the coordinator to be able to do proper planning for the property that’s been retrofitted.

For photos, you should include all habitable and wet rooms condition (photos for every room in 2 opposite corners where possible), roof and loft, all external elevation plus close-ups of any problematic areas.

Other helpful photo evidence that will help explain your condition report may include:

• Clear photos of the loft space from all angles
• Photos of the walls and DPC
• Condition of windows and Doors
• Condition of the internal walls.
• Condition of the floor structure
• Photos of any damp, condensation or mould growth

Close ups of any defects should be recorded clearly. 

Above: Broken window - close up of a defect

Ventilation is one of the most important assessments from the retrofit assessments and very accurate information and clear evidence must be provided to enable the coordinator to do proper ventilation
calculations for the property.

Undercuts

Undercuts must be recorded for every room both wet and habitable rooms, evidence provided must be with the door closed and measurement of the gap underneath, evidence must be provided even if the gap is insufficient, failure to provide the evidence may lead to failure of an audit.

Background Ventilation

Background ventilation like Core vents or Trickle vents must be recorded for every room if present (wet or habitable) and clear evidence is provided for each room.

Extract Ventilation

All extract ventilation must be recorded for every wet room, clear evidence must be provided.

There are a number of tools available to take photographic evidence for Retrofit Assessments and like EPC's they must be:

• Time and Date Stamped - to confirm when they are taken
• Geotagged - to confirm the location they are taken

This can be done with an app such as Solocator or Timemark however it can also be added directly within PAS Hub or software from other accreditation schemes.

Above: How to add a photo in PAS Hub

When a photograph is taken within PAS Hub, the date and time it was taken will be added, along with the GPS Coordinates - which is great for evidence and audit requirements.

Taking photos using alternative software is not an issue however, you should be aware of the requirements related to the PAS2035 Design Best Practice Guide (produced by ECMK and Trustmark).

Photographic evidence should be:

• Directly linked to the inputs made in the assessment or design.
• Accessible to auditors via the PAS Hub interface or Trustmark Data Warehouse.
• Clearly labelled and categorised under the correct evidence type (e.g. ventilation, insulation, heating system, etc.).

Above: Clear description on the photo

• Upload all photos individually into the relevant evidence sections in PAS Hub or take with the PAS Hub app (or other accreditation software).
• Ensure all evidence is property-specific, clearly labelled, and traceable to the assessment inputs (add the photos in the relevant sections).
• Ensure all photos are date and time stamped with geolocation, and meta data in tact.
• Ensure you capture as much relevant evidence as necessary. 
• Check your pictures before submitting your assessment (or preferably before leaving site), do they shown the detail
  you are trying to convey? 

Review your photographs before submission (ideally before leaving site). Ask yourself: Do they clearly show the detail I need to evidence?