Substantial Damage Estimator 

(SDE) User’s Manual and 

Workbook 

Using the SDE Software Program to Perform 

Substantial Damage Determinations 

FEMA P-784 / Software Version 1.0 / July 2010 Substantial 

SDE Damage

Estimator

The SDE software is a tool to help local

officials administer the Substantial

Damage requirements of their floodplain

management ordinances in keeping with

the minimum requirements of the NFIP.

 

 

 

 

 

Substantial Damage 

Estimator (SDE) 

User’s Manual 

Substantial 

Damage SDE Estimator

The SDE software is a tool to help local 

officials administer the Substantial 

Damage requirements of their floodplain 

management ordinances in keeping with 

the minimum requirements of the NFIP. 

For technical assistance, consult the local Regional Office of the 

Federal Emergency Management Agency (FEMA). The addresses 

and telephone numbers for the FEMA Regional Offices are 

included in Appendix A of this document. 

Disclaimer: “Windows” and “.NET” are Registered Trademarks of the Microsoft 

Corporation. Any references to “Windows” or “.NET” shall not be construed as an 

endorsement of these products by FEMA. The use of any industry-accepted costestimating guide will produce similar results to the Substantial Damage Estimator 

software. 
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Table of Contents 

ACRONYMS AND ABBREVIATIONS ......................................................................................................... iv 

DEFINITIONS ................................................................................................................................................ v 

SECTION ONE BACKGROUND......................................................................................................... 1-1
 

SECTION TWO INTRODUCTION ....................................................................................................... 2-1
 

SECTION THREE HOW TO USE THE SUBSTANTIAL DAMAGE ESTIMATOR ................................... 3-1
 

3.1 Prerequisites............................................................................................. 3-1
 

3.2 Getting Started ......................................................................................... 3-2
 

3.3 Using the Program ................................................................................... 3-5
 

3.3.1 Help Buttons ................................................................................ 3-8
 

3.3.2 Navigation Buttons ...................................................................... 3-8
 

3.4 Populating the Database......................................................................... 3-10
 

3.4.1 Properties ................................................................................... 3-10
 

3.4.2 Custom Fields ............................................................................ 3-10
 

3.4.3 Warning Signals......................................................................... 3-11
 

3.4.4 Residential Assessments ............................................................ 3-12
 

3.4.5 Non-Residential Assessments.................................................... 3-31
 

3.5 Import/Export of Data ............................................................................ 3-48
 

3.5.1 Import/Export SDE 1.0 Data...................................................... 3-49
 

3.5.2 Enterprise Import ....................................................................... 3-49
 

3.5.3 Export to Excel .......................................................................... 3-51
 

3.5.4 Longitude/Latitude Import and Export ...................................... 3-51
 

3.6 Database Functions and Assignments.................................................... 3-52
 

3.6.1 Server/Supervisor Instructions................................................... 3-52
 

3.6.2 Client/Inspector Instructions ...................................................... 3-53
 

3.7 Reports ................................................................................................... 3-53
 

3.8 Generate a GeoReferenced File ............................................................. 3-55
 

SECTION FOUR TROUBLESHOOTING AND TECHNICAL ASSISTANCE ........................................ 4-1
 

4.1 Troubleshooting the Operation of the SDE Software .............................. 4-1
 

4.2 Technical Assistance................................................................................ 4-2

 Appendices 

Appendix A FEMA Regional Office Locations 

Appendix B Samples of User-Generated Reports 

Appendix B.1 Example of One-Page Individual Building Summary 

Appendix B.2 Example of Individual Building Detailed Report 

Appendix B.3 Example of Community Report 

Appendix B.4 Example of Structure and Percent Damage Report 

Appendix C References 

Substantial Damage Estimator User’s Manual i 
Table of Contents 

Figures 

Figure 3-1. Setup.exe Location .................................................................................................... 3-2
 

Figure 3-2. Setup Wizard ............................................................................................................. 3-3
 

Figure 3-3. Selecting the Installation Folder................................................................................ 3-3
 

Figure 3-4. Confirming Installation ............................................................................................. 3-4
 

Figure 3-5. Completed Installation Screen .................................................................................. 3-4
 

Figure 3-6. The SDE Icon............................................................................................................ 3-4
 

Figure 3-7. Program Introduction Screen .................................................................................... 3-5
 

Figure 3-8. Database Information Window ................................................................................. 3-5
 

Figure 3-9. SDE Version 1.0 Main Menu Screen ........................................................................ 3-6
 

Figure 3-10. Navigation Toolbar ................................................................................................. 3-8
 

Figure 3-11. Search Function....................................................................................................... 3-9
 

Figure 3-12. Search Results Screen ............................................................................................. 3-9
 

Figure 3-13. Custom Fields Window ......................................................................................... 3-10
 

Figure 3-14. Warning Pop-up .................................................................................................... 3-11
 

Figure 3-15. Warning Signals .................................................................................................... 3-12
 

Figure 3-16. Using an Existing Property for a New Assessment .............................................. 3-13
 

Figure 3-17. Address Tab for Residential Structures ................................................................. 3-13
 

Figure 3-18. Adding a Record for Residential Structures .......................................................... 3-14
 

Figure 3-19. Address Tab – Required Data for Residential Structures ..................................... 3-15
 

Figure 3-20. Structure/Damage/NFIP Info for Residential Structures ...................................... 3-17
 

Figure 3-21. Structure/Damage/NFIP Info Tab – Required Data for Residential Structures .... 3-19
 

Figure 3-22. Cost Tab for Residential Structures ...................................................................... 3-20
 

Figure 3-23. Square Foot Calculator Tool for Residential Structures ....................................... 3-21
 

Figure 3-24. Square Foot Calculator Data Entry Screen for Residential Structures ................. 3-21
 

Figure 3-25. Residential Adjustments........................................................................................ 3-23
 

Figure 3-26. Additional and Lump-Sum Adjustments .............................................................. 3-23
 

Figure 3-27. Computed Actual Cash Value ............................................................................... 3-24
 

Figure 3-28. Examples of Homes in Excellent Condition ......................................................... 3-25
 

Figure 3-29. Examples of Homes in Good Condition ............................................................... 3-26
 

Figure 3-30. Examples of Homes in Average Condition........................................................... 3-26
 

Figure 3-31. Element Percentages Tab for Residential Structures ............................................ 3-27
 

Figure 3-32. Output Summary Tab ............................................................................................ 3-29
 

Figure 3-33. Damage Summary ................................................................................................. 3-29
 

Figure 3-34. Optional User-Entered Data.................................................................................. 3-30
 

Figure 3-35. Files & Photos Tab................................................................................................ 3-31
 

Figure 3-36. Adding a Record for Non-Residential Structures ................................................. 3-32
 

Figure 3-37. Address Tab for Non-Residential Structures ........................................................ 3-33
 

ii Substantial Damage Estimator User’s Manual 
Table of Contents 

Figure 3-38. Address Tab – Required Data for Non-Residential Structures ............................. 3-34
 

Figure 3-39. Structure/Damage/NFIP Info Tab for Non-Residential Structures ....................... 3-36
 

Figure 3-40. Structure/Damage/NFIP Info Tab – Required Data for Non-Residential 

Structures .............................................................................................................. 3-37
 

Figure 3-41. Cost Tab for Non-Residential Structures .............................................................. 3-39
 

Figure 3-42. Square Foot Calculator Tool for Non-Residential Structures ............................... 3-39
 

Figure 3-43. Square Foot Calculator Data Entry Screen for Non-Residential Structures ......... 3-40
 

Figure 3-44. Non-Residential Adjustments ............................................................................... 3-41
 

Figure 3-45. Additional and Lump-Sum Adjustments .............................................................. 3-42
 

Figure 3-46. Computed Actual Cash Value ............................................................................... 3-42
 

Figure 3-47. Element Percentages Tab for Non-Residential Structures .................................... 3-45
 

Figure 3-48. Output Summary Tab ............................................................................................ 3-46
 

Figure 3-49. Damage Summary ................................................................................................. 3-47
 

Figure 3-50. Optional User-Entered Data.................................................................................. 3-47
 

Figure 3-51. Files & Photos Tab................................................................................................ 3-48
 

Figure 3-52. Import/Export Functions ....................................................................................... 3-49
 

Figure 4-1. Error Message Indicating Lack of Write Access to the Folder ................................. 4-1
 

Figure 4-2. Folder Options Settings............................................................................................. 4-1
 

Figure 4-3. Select Properties of the Folder .................................................................................. 4-2
 

Figure 4-4. Modify Permissions for SDE ................................................................................... 4-2
 

Tables 

Table 3-1. Legend of SDE Icons ................................................................................................ 3-12
 

Table 3-2. Quality of Construction ............................................................................................ 3-18
 

Substantial Damage Estimator User’s Manual iii 
Table of Contents 

Acronyms and Abbreviations 

ACV actual cash value 

BCA Benefit-Cost Analysis 

BEA Bureau of Economic Analysis 

BFE base flood elevation 

CD compact disk 

CFR Code of Federal Regulations 

CID community identification number 

DDF depth-damage function 

DFIRM Digital Flood Insurance Rate Map 

EIFS exterior insulation finishing system 

FBFM Flood Boundary and Floodway Map 

FEMA Federal Emergency Management Agency 

FIRM Flood Insurance Rate Map 

FMV fair market value 

GB gigabytes 

GHz gigahertz 

GIS geographic information systems 

GPS Global Positioning System 

ID identification 

KML Keyhole Markup Language 

KMZ Compressed Keyhole Markup Language 

MB megabyte 

NFIP National Flood Insurance Program 

NRHP National Register of Historic Places 

SD substantial damage 

SDE Substantial Damage Estimator 

SFHA Special Flood Hazard Area 

SI substantial improvement 

SI/SD substantial improvement/substantial damage 

iv Substantial Damage Estimator User’s Manual 
 Definitions 

Definitions 

The terms below may appear in the SDE User’s Manual, Field Workbook, and/or software. 

Actual cash value (ACV): A value equal to the replacement cost for a building minus any 

depreciation. For the purposes of this tool, ACV is considered synonymous with fair market 

value (FMV). 

Adjustments: Adjustments to the cost that include additional building features (fireplaces, 

upgraded flooring, etc.) that are not part of the basic building as defined by the unit costs. These 

adjustments include the costs of physical improvements to the main building that either protect 

the building or significantly enhance its habitable functions. Relative to adjustments, “roofing” 

implies the final surface application (e.g., shingles, tiles, metal decking). 

Assessment: Different from property records within the software, an assessment refers to 

records that include field-collected data required for a substantial damage (SD) determination. 

Base flood elevation (BFE): The elevation (above sea level or other datum) of the flood that has 

a 1-percent chance of being equaled or exceeded in any given year (also called the 1-percentannual-chance or 100-year flood). 

Best available data: The most recent hydrologic, hydraulic, or mapping data that shows the 100-

year flood elevation (BFE) and floodplain boundaries (Special Flood Hazard Area [SFHA]). 

Preliminary maps and flood profiles can be used when a best available data letter from the 

Federal Emergency Management Agency (FEMA) is provided that approves the use of the data. 

Building elements: Individual elements of the building that, together, form the structure. The 

user enters the percent damage to each building element within the software to develop a percent 

damage to the overall structure. Building elements provided in the Substantial Damage Estimator 

(SDE) vary for residential and non-residential structures, and are dependent on the structure 

attributes (or building type for non-residential structures) to form the element percentages. 

Building value: The market value of a building. The value of the lot on which the building is 

constructed and any surrounding land is not part of this value. 

Community assistance visit: A visit conducted periodically by State floodplain management or 

FEMA officials to ensure that National Flood Insurance Program (NFIP)-participating 

communities are adequately administering and enforcing their adopted floodplain development 

regulations and to provide related technical assistance. 

Community: A city, village, township, county, parish, or other entity with the statutory authority 

to enact floodplain regulations and participate in the NFIP. 

Cost per square foot: For a building, this is determined using an industry-accepted costestimating guide. The cost will depend on the type, style, and quality of the building. 

Depreciation: The decrease in value of a fixed asset over time due to physical wear and tear and 

lack of maintenance. However, depreciation does not take into account functional obsolescence 

(e.g., outmoded design or construction that pre-dates current codes) or factors that are external to 

the structure (e.g., reputation of schools or distance to shopping and parks). Commercially 

available references provide tables and formulas to calculate physical depreciation. 

Substantial Damage Estimator User’s Manual v 
Definitions 

Digital Flood Insurance Rate Map (DFIRM): A Flood Insurance Rate Map (FIRM) that has 

been prepared as a digital product, which may involve converting an existing manually produced 

FIRM to digital format, or creating a product from new digital data sources using a geographic 

information systems (GIS) environment. 

Element percentages: An element percentage is applied to each building element, and is derived 

from the attributes chosen for the structure (or building type for non-residential structures). 

These percentages reflect the fraction of value each element has with respect to the total building 

cost. 

Exterior finish: Any finish to the exterior of the superstructure, including stucco, aluminum, 

vinyl or wood siding, brick veneer, shingles, plywood, hardboard, and exterior insulation 

finishing system (EIFS). 

Fair market value (FMV): This is typically referred to as the market or selling price of a 

structure. It is always based on the condition of the structure just before the damage occurred, 

and is developed by a professional appraiser. The value of the land and improvements to the land 

(such as landscaping) are not included in the FMV. 

Flood Boundary and Floodway Map (FBFM): Official map prepared by FEMA that displays 

the boundaries of the regulatory floodway. The FBFM is an older flood map version and is no 

longer produced. 

Flood Insurance Rate Map (FIRM): The insurance and floodplain management map produced 

by FEMA that identifies, based on detailed or approximate analyses, the areas subject to flooding 

during a 1-percent-annual-chance (100-year) flood event in a community. In areas studied by 

detailed analyses, the FIRM shows BFEs to reflect the elevations of the 1-percent-annual-chance 

flood. For many communities, when detailed analyses are performed, the FIRM may also show 

areas inundated by 0.2-percent-annual-chance (500-year) flood and regulatory floodway areas. 

Flood Insurance Study (FIS): An FIS is a book that contains information regarding flooding in 

a community and is developed in conjunction with the FIRM. The FIS, also known as a flood 

elevation study, frequently contains a narrative of the flood history of a community and discusses 

the engineering methods used to develop the FIRMs. The study also contains flood profiles for 

studied flooding sources and can be used to determine BFEs for some areas. 

Geographic adjustment: Adjustments to the cost from an industry-accepted residential or nonresidential cost-estimating guide to recognize regional differences in construction costs. 

Historic building: A building that has been designated in the National Register of Historic 

Places (NRHP) and/or on a State register as a historic building, or has been determined to be 

eligible to be listed on the NRHP or a State register. Local entities should contact their State 

Historic Preservation Office when properties that might be eligible for historic building 

designation are not already listed on either the NRHP or their State’s register. 

Increased Cost of Compliance: An additional claim payment made to a flood insurance policy 

holder to help cover the cost of bringing a substantially damaged or repetitively damaged 

building into compliance with the NFIP construction standards for new buildings. The claim 

must be a direct result of a flood loss. 

KMZ file: KMZ files are Zip files containing KML (Keyhole Markup Language) files. These 

files are used in two-dimensional and three-dimensional mapping programs. 

vi Substantial Damage Estimator User’s Manual 
 Definitions 

Manufactured housing: A structure that is transportable in one or more sections, built on a 

permanent chassis, and designed for use with or without a permanent foundation when attached 

to utilities. The term includes mobile homes and doublewide manufactured homes. 

Quality: A measure of the design, materials, finish, workmanship, and detailing used in the 

original construction of the building. Quality levels (excellent, good, average, budget, low) are 

used to help establish the cost of a particular building. 

Reconstruction: Building or repairing a new structure on the old foundation or slab of a 

structure that was destroyed, damaged, purposefully demolished, or razed. The term also applies 

when an existing structure is moved to a new site. 

Replacement value: The cost to construct a building similar to the existing building that is 

located at the same site, constructed of like materials, built with comparable quality of 

construction, and has the same building use. 

Special Flood Hazard Area (SFHA): A FEMA-identified high-risk flood area where flood 

insurance is mandatory for properties. An area having special flood, mudflow, or flood-related 

erosion hazards, and shown on an FHBM or FIRM as Zone A, AO, A1–A30, AH, AR, AR/A, 

AR/AE, AR/AH, AR/AO, AR/A1–A30, V1-V30, VE, or V. 

Square footage: The area of a building, which can be defined as the total living space, excluding 

basement or garage areas. 

Structure attributes: Defined for the purpose of data entry in the SDE software, the structure 

attributes are key elements of the structure selected by users and processed in the tool. For 

residential properties, these include the foundation; superstructure; roof covering; exterior finish; 

heating, ventilation, and air-conditioning (HVAC) system; and number of stories. For nonresidential properties, structure attributes are chosen internally by the software, based on the 

building type selected by the user. 

Substantial damage (SD): Damage of any origin sustained by a structure whereby the cost of 

restoring the structure to its pre-damaged condition would equal or exceed 50 percent of the 

market value of the structure before the damage occurred. 

Substantial improvement (SI): Any reconstruction, rehabilitation, addition, or other 

improvement of a structure, the cost of which equals or exceeds 50 percent of the market value 

of the structure before the “start of construction” of the improvement. For the purposes of this 

definition, SI is considered to occur when the first alteration of any wall, ceiling, floor, or other 

structural part of the building commences, whether or not that alteration affects the external 

dimensions of the structure. This term includes structures that have incurred SD, regardless of 

the value of or actual cost of repair work performed. 

The above term does not, however, include: (1) any project for improvement of a structure to 

correct existing violations of State or local health, sanitary, or safety code specifications that 

have been identified by the local code enforcement official and that are the minimum necessary 

to ensure safe living conditions; or (2) any alteration of a structure (including historic buildings) 

listed in the NRHP or on a State register as a historic building, provided that the alteration will 

not preclude the structure’s continued designation as a historic building. 

Superstructure: The portion of the building above the foundation that provides the habitable 

area and structural capacity, including masonry-block or wood-frame walls, floor joists, and 

Substantial Damage Estimator User’s Manual vii 
Definitions 

main roofing structure. Note that while this is the definition for superstructure, when estimating 

percent damage for a non-residential structure, the term superstructure refers strictly to the floor 

joists and main roof structure not including the roof covering. See Section 2.2.2 of the Field 

Workbook for detailed descriptions of construction elements. 

Tax assessed value: The value of a property assigned by the municipality, which can be higher 

or lower than the market value, and is used to determine the taxes paid on that property. 

viii Substantial Damage Estimator User’s Manual 
 Background 

SECTION ONE BACKGROUND 

Communities participating in the National Flood Insurance Program (NFIP) often have difficulty 

determining whether buildings are substantially damaged. This difficulty is magnified after a 

major flood or other disaster where a large number of buildings have been damaged and there is 

a need to provide timely substantial damage (SD) determinations so that reconstruction can 

begin. Buildings located in a Special Flood Hazard Area (SFHA) that are determined to be 

substantially damaged or improved, must be brought into compliance with the minimum 

requirements of the community’s NFIP-compliant floodplain management laws or ordinances. 

This requirement applies to all structures in the SFHA, but is independent of the source of 

damage to the structure; damage as a result of flooding, high winds, fire, or any other source can 

trigger the requirement. 

The Substantial Damage Estimator (SDE) was developed to assist State and local officials in 

estimating building value and costs to repair residential and non-residential buildings. The SDE 

software is based on the concept of using damage estimates for individual building elements to 

determine whether the structure as a whole is substantially damaged. Common non-residential 

structures (e.g., office buildings, strip malls, restaurants) are represented in the software. This 

computer application was created to support enforcement of the NFIP’s regulatory requirements 

and is intended to be used in conjunction with an industry-accepted construction cost-estimating 

guide. Local officials who may have limited experience in construction estimating, appraisal, or 

real estate backgrounds can make reasonable estimates of pre-damaged market values and costs 

to repair to pre-damaged conditions. 

SDE Version 1.0 software (FEMA, 2010a) allows the user to attach documentation, including 

photographs, to the structure records. This allows for a single storage location for data collected 

as part of SD determinations. SDE also allows the user to import multiple files at once using the 

program’s Enterprise Import function, includes a data export feature, provides the ability to make 

property assignments for inspectors in the field that can be uploaded through a network database, 

and allows users to create georeferenced files that can be used to map properties in the SDE 

database. This User’s Manual describes the functionality of SDE Version 1.0. 

Substantial Damage Estimator User’s Manual 1-1 
Background 

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1-2 Substantial Damage Estimator User’s Manual 
Substantial Damage Estimator User’s Manual 2-1 

 

 

 Introduction 

SECTION TWO INTRODUCTION 

When existing buildings undergo repair or improvement, it presents an opportunity for 

floodplain management programs to reduce flood damage. More than 21,000 communities 

participate in the NFIP by adopting and enforcing regulations and codes that apply to 

development in SFHAs. Local floodplain regulations and codes contain minimum NFIP 

requirements not only for new buildings, but also for existing buildings with proposed substantial 

improvement (SI) or SD. The SI/SD determination is the ratio of the cost to repair/improve a 

building to the market value of the building:1 

Cost of improvement or cost to repair to pre-damage condition  50% 

Market value of building 

Note that the numerator in the formula uses the value 

of the repairs or improvements, which is not a market 

value. The replacement value is the cost to restore an 

item or structure to its pre-damaged condition. 

Additional information regarding SD is available in 

Federal Emergency Management Agency (FEMA) P758, Substantial Improvement/Substantial Damage 

Desk Reference (FEMA, 2010b), which provides 

practical guidance and suggested procedures to 

implement the NFIP requirements for SD and SI.2 

Additionally, FEMA 213, Answers to Questions about Substantially Damaged Buildings 

(FEMA, 1991), includes information about NFIP regulations and policy governing substantially 

damaged buildings. 

Both the market value and the cost of 

repairs/improvement must be determined 

using reasonable judgment and industryaccepted methodologies that can withstand 

regulatory, administrative, and judicial 

review. It is highly recommended that the 

methodology used to determine building 

value be consistent for all structures within 

a given community. 

The SDE software is a consolidated application to help State and local officials estimate SD to 

either residential or non-residential buildings. This tool assists State and local officials in using 

FEMA-accepted approaches to estimate the value of a building and determine costs to 

repair/reconstruct a building. From this information, a percent damaged or percent improved 

value can be calculated to establish a SI/SD determination for each residence. The software is a 

valuable tool since the “...enforcement of the substantial improvement requirement as defined in 

the NFIP regulations (44 CFR § 59.1) frequently becomes a major concern for local officials 

after a community has experienced serious damages as a result of a flood or other disaster” 

(FEMA, 1991). 

The SDE software is designed to accommodate residential and non-residential buildings such as 

single-family residences, manufactured housing, schools, office buildings, police stations, 

hospitals, courthouses, department stores, grocery stores, convenience stores, and strip malls. 

SDE does not address buildings designated by State or Federal entities as historic buildings. 

Although communities that participate in the NFIP are not required to use the SDE software to 

meet their responsibility to determine SD, the use of SDE is highly encouraged. Local officials 

who want to use an alternative methodology are encouraged to check with the Mitigation 

1 If the building has been damaged, the pre-damaged market value is considered for this computation. 2 For copies of FEMA Publications, call 1-800-480-2520 or download the publications directly from the FEMA Library online at 

http://www.fema.gov/library/index.jsp. 
Introduction 

Director of their FEMA Regional Office (see Appendix A) to confirm that the alternative 

methodology is acceptable before initiating SD inspections or determinations. Alternative 

methodologies must meet NFIP minimum requirements, provide reasonable estimates of predamaged building values and repair costs, and provide fair and equitable determinations on a 

community-wide basis while also evaluating building-specific damages. 

Use of other FEMA software or software components to determine SD may not be appropriate. 

Specifically, use of the depth-damage functions (DDFs) from the FEMA Benefit-Cost Analysis 

(BCA) tools is not appropriate because the DDFs were designed to be specific to a particular 

hazard, do not consider other sources of damages (fire, wind, earthquake, etc.), and may 

underestimate the total building damages. The BCA DDFs are designed to predict future 

damages based on regional or national average figures, do not consider site-specific factors such 

as flood durations, and do not calculate damages that are unique to the building under 

consideration. As stated elsewhere in this User’s Manual, depth of flooding is not a sole, 

determining factor for SD determinations. SDE is a tool to assist State and local officials with 

SD determinations, but ultimately, the official makes the determination. This User’s Manual is a 

companion document for the Federal Emergency Management Agency (FEMA) training video, 

SDE and Your Community (FEMA, 2010c). 

2-2 Substantial Damage Estimator User’s Manual 
How to Use the Substantial Damage Estimator 

SECTION THREE HOW TO USE THE SUBSTANTIAL DAMAGE ESTIMATOR 

This section explains the prerequisites and system requirements to successfully install and run 

the SDE software and provides detailed instructions for installing the SDE software for 

Windows XP, Windows Vista, and Windows 7. 

In this section, terms that indicate elements of the screen captures are formatted as follows: 

elements that are clicked are in bold (e.g., “Next,” “OK” “Submit”); menus, fields, and sections 

are in green; and tabs are in blue. 

3.1 PREREQUISITES 

You need to have full local administrative rights on the computer on which you will install the 

software, or have someone assisting you who has adequate rights to perform the installation. 

The following are the minimum system requirements to run the SDE software successfully: 

 32-bit processor 

– 1 gigahertz (GHz) or faster processor recommended 

 Framework 

–	 .NET (“dot NET”) Framework 2.0 

–	 If .NET Framework 2.0 is not already installed, the SDE installation program will 

attempt to install the Framework. 

 Operating system 

–	 Windows XP with Service Pack 2 or later 

–	 Windows Vista (32-bit or 64-bit) 

– Windows 7 

 Memory 

– 1 gigabyte (GB) minimum; 2 GB or more recommended 

 Hard disk 

–	 Approximately 60 megabytes (MB) of available hard-disk space is recommended for 

installation. If SDE is installed on a network drive, it should be set up in Standalone 

mode. 

 Display 

– Super VGA (1,024x768 pixels) or higher resolution video adapter and monitor 

 Recommended companion software 

–	 Adobe Reader version 9.3 or higher 

–	 Other Adobe Reader versions or other programs may work to display the PDF files, 

but the recommended version of Adobe Reader should be used for the help links in the 

software to work as intended. 

Substantial Damage Estimator User’s Manual 3-1 
How to Use the Substantial Damage Estimator 

3.2 GETTING STARTED 

The SDE installation CD, as well as the Zip file available on the FEMA Web site, both include 

all the files required to run SDE Version 1.0. SDE Version 1.0 was developed using 

Microsoft .NET 2.0 Framework and should not interfere with other existing applications already 

loaded on the computer. 

 Note: When installing the software, any existing SDE versions should 

be removed from the computer using the Windows Add/Remove 

Programs function. 

1. Select one of the two sources for the SDE software—the FEMA CD or the FEMA Web site. 

a. If you have a FEMA SDE CD with the software on it, insert the CD into the computer. 

The setup program should start automatically. Go to step (e) below. 

b. If the setup does not start automatically, go to My Computer and select the CD drive. 

Double-click on setup.exe as shown in Figure 3-1. 

c. If you downloaded a Zip compressed file from the FEMA Web site, unzip the folder. The 

installation steps will vary depending on your computer setup and the unzip utility 

installed on the computer. 

In many cases, you can unzip the folder by right-clicking and selecting the option 

Extract All..., from the list of options or by double-clicking the folder and selecting the 

option Extract all files from the list of choices displayed, or you may have an unzip 

utility installed that activates automatically when you click on the folder. 

d. Double-click on setup.exe (Figure 3-1) to install the SDE software. 

 Note: You must have local administrative rights on your computer to 

install the software successfully, or you must have an authorized user 

install it for you. 

Figure 3-1. Setup.exe Location 

3-2 Substantial Damage Estimator User’s Manual 
Figure 3-2. 

Setup Wizard 

How to Use the Substantial Damage Estimator 

e. Click Next to continue (Figure 3-2). 

The Folder field will be populated with the default location for software installation 

based on your operating system. The path for Windows XP is shown in Figure 3-3. 

 Note: You must have write privileges for the folder in which the SDE 

program is installed for the software to run properly. 

 Note to Windows Vista and Windows 7 users: Replace the default 

installation path with C:\Users\<user name>\Substantial Damage 

Estimator 1.0, where <user name> is your user name on the computer. 

2.	 Make sure Everyone is selected (Figure 3-3). Selecting Everyone allows anyone who uses 

the computer to run the SDE software; selecting Just me allows only the user currently 

logged on to run the SDE software. Click Next to continue (Figure 3-3). 

Figure 3-3. Selecting the Installation Folder 

Substantial Damage Estimator User’s Manual 3-3 
Figure 3-6. The SDE Icon 

How to Use the Substantial Damage Estimator 

a. Click Next to continue (Figure 3-4). 

Figure 3-4. Confirming Installation 

b. Once the installation is complete, click Close (Figure 3-5). 

Figure 3-5. Completed Installation Screen 

c.	 The installation process will place an SDE icon similar to the one in Figure 3-6 on your 

desktop. Double-click the icon to run the SDE software. 

3-4 Substantial Damage Estimator User’s Manual 
3.3 

How to Use the Substantial Damage Estimator 

USING THE PROGRAM 

The SDE Version 1.0 introduction screen (Figure 3-7), which includes a brief description of the 

software’s purpose, will appear momentarily when the program is opened. 

Figure 3-7. Program Introduction Screen 

The first time the program is run on a computer, the Database Information window (Figure 3-8) 

will appear, prompting the user to select the database type. See Section 3.6 for more information 

on Client and Server machines. The SDE Version 1.0 main menu screen (Figure 3-9) will open 

next. The main menu allows the user to access the program’s features. 

Figure 3-8. Database Information Window 

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How to Use the Substantial Damage Estimator 

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



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Figure 3-9. SDE Version 1.0 Main Menu Screen 

The following main menu navigation options are shown in Figure 3-9: 

Main Toolbar – This standard toolbar can be accessed at any point within the SDE software, 

providing the user with constant access to both basic and more specific functions (the 

descriptions of which follows in this chapter): 

 File 

– New Residential Assessment 

– New Non-Residential Assessment 

– Recent Assessments 

– Save 

– Main Menu 

– Exit 

 Tools 

– Latitude/Longitude Validation 

– Import 

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How to Use the Substantial Damage Estimator 

– Export 

– Summary Report for Current Assessment 

– Detailed Report for Current Assessment 

– Latitude/Longitude Import 

 Custom Fields 

– Add/Edit/Delete Custom Fields
 

 Database Functions 

– Update Database Name 

– Enterprise Import 

– Add Property 

 Assignments (contents subject to user type, i.e., Client, Server, or Standalone) 

 Help 

– User’s Manual 

 Add Residential Assessment – This function allows the user to begin a residential 

assessment on either a new or existing property. For more information, see Section 3.4.4. 

 Add Non-Residential Assessment – This function allows the user to begin a non-residential 

assessment on either a new or existing property. For more information, see Section 3.4.5. 

 Add New Property – This function can be used to create a new property in the database. 

Properties in SDE can be used at any point for new assessments, and each property can have 

multiple assessments. For more information, see Section 3.4.1. 

 Search – The search function on the main menu screen provides the user with a tool to 

access existing properties and assessments in the SDE database. The user can select the 

structure type, input a string to search for, or select a specific field to narrow the search 

results. For more information, see Section 3.3.2. 

 Import/Export – The Import functions allow the user to import SDE records as individual 

properties and/or assessments (using the Import function) or in groups (using the Enterprise 

Import function). The Export function allows the user to export assessments to a chosen 

location, and the Export to Excel function creates an Excel file containing all data within the 

database. For more information, see Section 3.5. 

 Reports – A number of different reports can be generated using this function. From the drop 

down menu, the user can select the type of report to be generated. For more information, see 

Section 3.7. 

Substantial Damage Estimator User’s Manual 3-7 
Figure 3-10. Navigation Toolbar 

How to Use the Substantial Damage Estimator 

 Help Documentation – Help documentation references this User’s Manual and Workbook, 

and applicable references to aid the user in the assessment process and use of the SDE 

software. For more information, see Section 3.3.1. 

 Generate a GeoReferenced File – This function creates a compressed Keyhole Markup 

Language (KMZ) file that can be used with geographic and spatial mapping programs. For 

more information, see Section 3.8. 

3.3.1 Help Buttons 

Users can access this User’s Manual through the software or view or print it from the User’s 

Manual PDF file contained on the SDE installation CD. Accessing the User’s Manual through 

the software can be done in several ways. The user may go directly to the Help menu on the 

main toolbar at the top of the screen to open the User’s Manual. The user may also select one of 

the blue question marks near entry fields throughout the tool. These are typically shown in the 

residential and non-residential assessment tabs, and direct users to the section of the manual 

regarding the subject. When the User’s Manual or Field Workbook is accessed through SDE, the 

software only allows the user to have one help window open at a time. 

 Note: The Search function only locates a page in the User’s Manual 

where the word appears. The other sections listed under the Search 

function tab include additional information on the subject word. 

3.3.2 Navigation Buttons 

The software is set up to open individual windows for functions, and the user can open multiple 

windows from the main menu screen and manipulate them separately using the minimize, 

maximize, and close buttons at the top right corner of each window. Using the Navigation 

Toolbar at the bottom of the tool, the user may navigate to opened windows or ongoing 

assessments directly (Figure 3-10). 

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How to Use the Substantial Damage Estimator 

The Search function on the main menu allows the user to search for and filter records using 

multiple options (Figure 3-11). A search can be performed by structure type, (i.e., residential, 

non-residential, or both). The search can be narrowed further by entering a term in the Search 

for field and then selecting a field from the drop-down menu in the Select field pull-down, if 

desired. 

Figure 3-11. Search Function 

In the Search Results screen (Figure 3-12), the user may double-click on an existing record to 

access it. Properties will be displayed as white rows, while assessments will be displayed as grey 

lines in collapsible groups under their respective property. 

From this screen, the user may select either an assessment on a property or the property itself. If 

a property that has already had an assessment performed is selected, the user cannot edit the 

property information but may select New Assessment at the bottom of the subsequent screen. If 

an assessment is selected, the user may edit any part of the assessment. The user may also choose 

to navigate through results by selecting either the filter or pin icons next to each column header. 

The filter button allows users to control which entries are shown in the search results screen, and 

the pin button allows the user to lock a particular field while scrolling in order to navigate 

through entries while viewing that particular locked field. 

Figure 3-12. Search Results Screen 

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How to Use the Substantial Damage Estimator 

3.4 POPULATING THE DATABASE 

The SDE software holds a database of properties on the hard drive of the computer. This 

database stores properties (both residential and non-residential) and assessments on those 

properties. The user can choose to create or import property records, for which assessments can 

be created at any time, or to simply create or import full assessments. If assessments are created 

without using existing properties in the database, the user must enter some basic property data on 

the Address Information tab. 

3.4.1 Properties 

SDE allows users to create property records that can be selected for assessments later. To do this, 

select Add New Property from the main menu. A screen will appear with fields for the property 

data, and when they have been sufficiently completed, the user may save the property. Properties 

can also be imported in large quantities using the Enterprise Import function. 

3.4.2 Custom Fields 

In addition to the fields provided in the Residential and Non-residential Address Information 

tabs, the user has the ability to create a maximum of three custom fields. This can be done 

through the Custom Fields menu. When the user selects Add/Edit/Delete Custom Field, the 

tool displays a window (Modify Custom Field) in which the user may modify custom fields 

(Figure 3-13). From this window, the user may delete an existing custom field, create custom 

fields, or modify custom fields. The user may select to automatically display custom fields 

and/or make them unique to each property. 

Figure 3-13. Custom Fields Window 

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3.4.3 Warning Signals 

When the user adds a new record, the software requires specific data fields to be completed 

before the user can save the record. If the user attempts to save the record before the required 

data are entered, an error message, as shown in Figure 3-14, will appear, indicating that required 

fields (which are marked with a red pushpin) have been left blank. Red, yellow, and green 

pushpins appear next to the fields that have not been completed satisfactorily, as shown in Figure 

3-15. While fields with red pushpins must be completed to save the record, fields with yellow 

pushpins indicate data fields that must be filled out to prepare a complete and valid record, and 

green pushpins indicate data fields that have not been completed satisfactorily, but do not 

indicate that the record is incomplete or invalid. 

Table 3-1 provides a definition of each SDE icon. The error identification screen clearly 

identifies the fields that must be corrected before the assessment can be saved, those that must be 

corrected before the assessment can be valid, and those that are suggested information to provide 

a comprehensive report. 

Figure 3-14. Warning Pop-up 

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How to Use the Substantial Damage Estimator 

Figure 3-15. Warning Signals 

Table 3-1. Legend of SDE Icons 

Icon Significance 

The green icon appears next to invalid or empty fields that are 

suggested but not required in order to save a valid assessment 

The yellow icon appears next to invalid or empty fields that are 

required to complete a valid assessment (but are not required 

before saving) 

The red icon appears next to invalid or empty fields that are 

required before saving an open assessment 

Help icons can be found next to certain fields, and upon 

selection direct the user to the appropriate section of the User’s 

Manual 

3.4.4 Residential Assessments 

If the user chooses Add Residential Assessment from the main menu (Figure 3-9), and the user 

has already entered properties into the tool (see Section 3.5 on Enterprise Imports and the SDE 

Field Workbook on pre-disaster inventories), a window asking whether the assessment is based 

on a pre-existing property will appear, with the option to create a new property for the new 

assessment (Figure 3-16). After making a selection (or if no properties are already in the 

database), the application opens a screen with six tabs, as shown in Figure 3-17. The first four 

tabs have input fields in which the user must provide data in order to determine the percent 

damage. The tabs are arranged in the order that the user should input the data. If the option to 

perform an assessment based on an existing property is selected, and if an assessment has already 

been performed on the existing property, then an additional tab will appear under the new 

assessment screen that displays the results of the previous assessment on the property. 

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How to Use the Substantial Damage Estimator 

Figure 3-16. Using an Existing Property for a New Assessment 

Figure 3-17. Address Tab for Residential Structures 

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How to Use the Substantial Damage Estimator 

The fifth tab (Output Summary) provides the results of the SD determination, and the sixth tab 

(Files & Photos) is an interface to allow the user to attach documents and photographs to the 

record. Figure 3-18 shows the types of data and information, by tab, entered into or displayed by 

the tool to create a record for a property. 

Figure 3-18. Adding a Record for Residential Structures 

3.4.4.1 Address 

The first tab is the Address tab, where the user enters owner, resident, and address information. 

It is important to get accurate location data and contact information for the owner (and resident if 

it is a rental property) for this tab in case any follow-up is necessary. Figure 3-19 shows the 

Address tab and presents sample data. Each section of the tab is numbered and explained below. 

 The Subdivision section contains data fields for the subdivision name, community parcel and 

lot numbers, and the elevation of the first floor along with its reference datum. Parcel and lot 

number information is generally available from community tax assessment records. The 

elevation data may be available from community floodplain management or building code 

enforcement offices. 

 Under the Building Address section, the user can enter the property address of the site as 

well as contact information for the resident. A pull-down menu for the Street Suffix is 

provided to ensure a uniform format can be used for all street types (e.g., avenue, boulevard). 

If the residence is a rental property, then the resident’s information and the structure address 

should be entered into the Building Address section. 

 In the Community section, the NFIP community identification number (CID) and 

community name are entered. SDE users should have copies of FIRMs or DFIRMs for the 

affected area before going into the field. The NFIP information is available on the FIRMs. 

There is also a field for latitude and longitude coordinates, which can be acquired onsite 

using a handheld Global Positioning System (GPS) device. Accurate latitude/longitude 

coordinates are essential for geographic information systems (GIS) mapping, and are 

required on FEMA mitigation grant applications. 

 If the residence is a rental property, the owner’s name and mailing address should be 

provided in the Mailing Address section. If the owner is the occupant and his/her mailing 

address is the building address, the user may check the box at the top of the Mailing Address 

section to automatically populate the Mailing Address section with data from the Building 

Address section. 

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Figure 3-19. Address Tab – Required Data for Residential Structures 

The NFIP Community ID is the only field on the Address tab that must be completed 

before saving. This field will be marked with a red pushpin if not completed and the user 

attempts to save the file (Figure 3-19). Fields necessary to prepare a complete record (marked 

with a yellow pushpin following a save attempt if they are empty) include: the elevation of 

the lowest floor and the latitude and longitude coordinates. Although required data for a 

complete record, accurate latitude/longitude coordinates are not required to save the record. 

If the latitude/longitude validation function (accessed through the Tools menu) is turned on, 

latitude and longitude will be checked internally by the tool upon input to determine if the 

data entered are within the State where the structure is located. Data that are not necessary 

(but that can be valuable in helping to identify property location) include basic address 

information, subdivision name, property parcel, lot number, and NFIP community name. 

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How to Use the Substantial Damage Estimator 

 Carry over data from the previous record button: The “carry over” feature was included in 

the software to facilitate and reduce the amount of data entry by using data from the previous 

record when applicable. This is done by pulling select information from the previous 

assessment performed. This can be useful if, for example, a series of structures on a street are 

being assessed; the user can use this function to carry over information that would be the 

same for each structure. The user may do this by selecting the button at the bottom of the 

Address tab. The data carried over are from the last record entered without regard to where 

the current record counter is located in the inventory. Obviously, it is very important that any 

property-specific information be edited for the current property to avoid duplication of 

records or future uncertainty about a record’s contents. 

The data carried over from the previous record are: 

– Subdivision 

– NFIP CID number 

– Street 

– City 

– State 

– Zip code 

– County 

3.4.4.2 Structure / Damage / NFIP Info 

The second tab is titled Structure/Damage/NFIP Info. On this tab, the user provides some basic 

information about the structure type and the structure’s attributes, when and how it was 

damaged, inspector information, and NFIP FIRM data for the site. Figure 3-20 shows the 

Structure/Damage/NFIP Info tab; the numbered sections depicted on Figure 3-20 are explained 

below. 

 Data in the Structure Attributes section characterize the type, style, and attributes of 

construction. The attributes and building characteristics discussed in the Field Workbook are 

included here. The Foundation attribute allows the user to choose from one of six 

foundation types including continuous wall with slab, piles, crawlspace, piers and posts, slabon-grade, and basement, unless the structure is a manufactured house. The Superstructure 

attribute provides four choices: stud-framed, masonry, insulating concrete form, and common 

brick. The Roof Covering attribute allows the user to choose either shingles (asphalt, wood, 

or fiberglass), clay tile, slate, or standing seam (metal). The Exterior Finish attribute allows 

the user to select siding or stucco, brick veneer, exterior insulation finishing system (EIFS), 

or none as the exterior finish of the structure. The user also has the ability to input whether 

the structure has any type of central heating or cooling and the number of stories. Once the 

user has chosen the structure’s attributes, the information is used to determine the relative 

value for each of the structure’s elements as shown on the Element Percentages tab (see 

Section 3.4.4.4). The structure attributes are required in order to save the assessment. 

3-16 Substantial Damage Estimator User’s Manual 
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Figure 3-20. Structure/Damage/NFIP Info for Residential Structures 

Data in the Structure Information section characterize the age and quality of construction. 

This information is used to determine the cost of the building, especially when using 

replacement values. To determine the quality of construction refer to Table 3-2, which 

provides details about each of the quality of construction categories. Quality is selected from 

a drop-down menu that contains the categories identified in Table 3-2. The Year of 

Construction is entered in this section and must be provided in the full, four-digit format. 

This section also includes the field Residence Information, which can be used by the 

inspector to enter any additional information or commentary specific to the property being 

assessed. This information is displayed in the Detailed Report generated by the tool, but not 

the Summary Report. 

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Table 3-2. Quality of Construction 

Quality of 

Construction 

Method of 

Production 

Interior Finishes Exterior Finishes 

Architectural 

Interior Elements 

Mass Custom Mass Custom 

Low X Plain, inexpensive, 

no attention to detail 

Plain, inexpensive, 

no attention to detail 

X 

Budget1 X Plain Limited 

ornamentation on 

front elevation 

X 

Average1 X Average finish Some ornamentation 

on front elevation 

X 

Good1 X X Well finished, 

paneling, wallpaper 

Ornamentation and 

adjustments 

throughout 

X X 

Excellent X Unique, high quality Well detailed and 

refined with custom 

ornamentation 

X 

1 Quality of construction types used in most homes in subdivisions 

 Damage Information to be entered into the tool includes the date and cause of damage. If 

flood was the cause of damage, characteristics of the flood at the site should also be noted 

here, including the duration of flooding and estimated flood elevation and depth. 

 In the Inspector Information section, users should identify the inspector, inspector’s contact 

number, and the inspection date. Users must enter the date of inspection in this section to 

save the assessment. 

 Within the NFIP Information section, the user should record FIRM panel data, the FIRM 

zone, the base flood elevation (BFE), and whether or not the property is within the regulatory 

floodway. 

The NFIP Community ID is automatically copied from the Address tab. The inventory 

reports available to the user through the Reports portion of the SDE main menu rely on the 

identification number as a criteria for sorting the data, so it is imperative that this number be 

entered correctly on the Address tab. 

The Regulatory Floodway field contains a pull-down menu with the options of Yes, No, or 

Possible. This refers to the FEMA-designated floodway from either a FIRM or a Flood 

Boundary and Floodway Map (FBFM). Clicking Yes indicates that the property lies within a 

FEMA-designated floodway, while No indicates that the community does not have a FEMAdesignated floodway, or the property is not within a floodway. The selection for Possible 

location within the floodway is available because it may be difficult to determine whether a 

building is within the floodway while data are still being collected in the field. Floodway 

designations should always be verified against the appropriate FEMA map. 

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 The Community Information section contains a memo (or notes) field in which the user can 

enter community-specific information to explain an unusual situation about the current 

building or the flood event. This may include information such as “Flood was estimated to be 

between a 50-year and 100-year event according to the community’s Flood Insurance Study.” 

It could also include information on the type of mitigation performed within the community 

in the past or with the building in question. 

As with the Address tab, some data on the Structure/Damage/NFIP Info tab must be provided 

to save the record. Other data are necessary to prepare a valid record, but are not required in 

order to save it. Figure 3-21 shows the data fields marked with red and yellow pushpins. As the 

red pushpin indicates, the data fields labeled Date of Inspection and Type must be populated to 

save the record. To prepare a valid, complete record, the fields marked with yellow pushpins 

(most of the other fields on this tab) must be populated. 

Figure 3-21. Structure/Damage/NFIP Info Tab – Required Data for Residential Structures 

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How to Use the Substantial Damage Estimator 

3.4.4.3 Cost 

The third tab is titled Cost and is shown in Figure 3-22. On this tab, the user enters a cost per 

square foot (unit cost) for the building, unit or lump-sum costs for adjustments when applicable, 

and an estimated depreciation percentage (or the program will automatically calculate a 

depreciation percentage based on year of construction) to determine the replacement value and 

actual cash value (ACV) of the structure. For the purposes of this tool, ACV is considered to be 

the market value of the structure. Information regarding building unit costs and adjustments, as 

well as appropriate descriptions, can be found in industry-accepted residential cost-estimating 

guides among other sources, such as locally or regionally developed cost data. 

Figure 3-22. Cost Tab for Residential Structures 

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 In the Square Footage section, the user clicks on the Calculate Square Foot button to enter 

building dimensions, determine the area of the structure, and populate the Total Square 

Footage data field. The only ways to enter the square footage of a building are through the 

square footage tool or Enterprise Import. After clicking the Calculate Square Foot button, a 

window appears in which the user must choose from four types of building shapes (Figure 

3-23). When a building shape is selected, another window is opened in which the user enters 

the estimated dimensions and number of stories of the building (Figure 3-24). Once the 

dimensions are entered, the user should click the Save button to calculate the total square 

footage. Additional shapes may be added to the total square footage of the structure. The user 

should then click the Save the Total Square Footage and Close Form button to return to 

the Cost tab with the Total Square Footage field populated. 

Figure 3-23. Square Foot Calculator Tool for Residential Structures 

Figure 3-24. Square Foot Calculator Data Entry Screen for Residential Structures 

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The Total Square Footage value is based on living space for the floors above ground and is 

calculated by multiplying the length times the width times the number of stories above 

ground (length and width are in units of feet). For split-level homes, the number of stories 

can be entered as 1.5 and the square footage is adjusted accordingly. Users must enter Total 

Square Footage value on the Cost tab using the calculator, which requires length and width 

dimensions. The only alternative to using the calculator for entering square footage is to 

import it using the Enterprise Import function. 

Basement and garage floor space are not always included in the square footage calculation 

because they may not be considered habitable areas. However, most cost-estimating guides 

will consider a garage to be an additional adjustment and it should be entered within the tool 

as such. A basement is the foundation of a structure, and therefore is already being 

considered within the cost. For additional upgrades to the basement floor space, the added 

value may be accounted for in the adjustment field. 

The Cost per Sq. Ft. value is the unit cost (without any adjustments) for the type, quality, 

and style of house identified by the user on the Structure/Damage/NFIP Info tab and is 

obtained from an industry-accepted residential cost-estimating guide or locally or regionally 

developed cost data. Geographic Adjustment is also obtained from a cost-estimating guide 

and adjusts the cost for geographical variations for labor and material costs around the 

country. It may also be used to adjust the cost based on dates (i.e., year) if appropriate. 

The quality of a residence’s construction will influence its cost. Since quality can vary within 

a given type of residence, cost-estimating methods (i.e., determining unit costs on a squarefoot basis) consider different levels of quality for each type of residence. Examining both 

materials and workmanship is fundamental when determining the overall quality of 

construction. While the quality of materials and workmanship of individual building 

elements may vary, the overall quality tends to be consistent for the entire residence. 

To assist the user in determining the level of quality, basic descriptions are provided in 

industry-accepted residential cost-estimating guides for each type of residence at each quality 

level. These descriptions are not intended to be detailed for a particular residence, but are 

intentionally general to emphasize the most prominent characteristics of all residences within 

a given type and quality. 

Regardless of the quality and type, the size of the residence will influence its cost per square 

foot. A small residence may have a higher unit cost than a larger one of the same quality. To 

account for the differences in cost for varying sizes, residence cost tables provide costs for a 

range of sizes at a given quality. Each cost table has parameters that are unique for that 

particular type of residence. 

 In the Cost Adjustments section, some adjustments, such as fireplaces and porches, are in 

addition to those included in the Cost. Other adjustments, such as roofing or floor covering, 

are included when the quality of the item exceeds what is normally found in a residence of 

the quality selected in the Structure Information section of the Structure/Damage/NFIP 

Info tab. The items listed under the Cost Adjustments section shown in Figure 3-25 should 

involve quantities and unit costs for adjustments in excess of the standard features for the 

selected type of residence. 

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Figure 3-25. Residential Adjustments 

Most of the adjustments listed on the Cost tab are based on square footage of the element 

(i.e., porches/breezeways). Other adjustment categories involve lump-sum values for items 

such as Fireplaces. The application provides the user with the necessary input fields for each 

adjustment. An industry-accepted residential cost-estimating guide should be referenced to 

determine unit costs for adjustments. 

It is important that the user understand adjustments and carefully consider whether 

adjustments should be included in the cost evaluation. If the inspector is using a very basic 

cost estimate that does not include the listed adjustments in the unit cost, then the 

adjustments should be added to the overall building cost. However, if the inspector is using a 

cost per square foot that is more consistent with the actual building being evaluated, then the 

cost of the adjustments are likely included in this cost and should, therefore, not be included 

in addition to the cost derived from the square-foot cost. Including the adjustments in this 

building value will result in pricing those items twice and inaccurately inflating the value of 

the structure. 

 In the Additional Adjustments section (Figure 3-26), adjustments not listed in the Cost 

Adjustments section can be entered into the fields provided. An industry-accepted 

residential cost-estimating guide should be referenced to determine unit or lump-sum costs 

for additional adjustments. 

Figure 3-26. Additional and Lump-Sum Adjustments 

 Under the Computed Actual Cash Value section (Figure 3-27), the Total Adjustments 

calculations field provides the total cost of the adjustments that were selected in the previous 

sections of the Cost tab. The Total Replacement Cost is based on the Total Square 

Footage of the building and represents the sum of the Cost and the Total Adjustments. The 

Substantial Damage Estimator User’s Manual 3-23 
How to Use the Substantial Damage Estimator 

SDE software separates the building into various construction elements and assigns a 

percentage value to each (see Section 3.4.4.4). Local officials can use this software to 

determine the percent damage of each element. 

The industry-accepted residential cost-estimating guide, professional appraisal, locally 

developed and vetted cost data, or other acceptable cost data reference used as the basis for 

the determinations made within the software should be entered in the Cost Data Reference 

and Cost Data Date fields in this section (Figure 3-27). Some estimating guides involve 

either quarterly or annual cost updates. Therefore, the publication date is vital when 

specifying the document used as source material. 

Figure 3-27. Computed Actual Cash Value 

Depreciation (Figure 3-27) is factored into the Computed Actual Cash Value of the building. 

The lifespan of a structure is dependent on a variety of factors, including the quality of the 

original construction, building materials used, and maintenance performed on the structure 

throughout its life. While a higher quality of construction and building materials can lengthen the 

structure’s life span, the current condition primarily determines the depreciation of a structure. 

Some building materials, such as roofing and siding, have a shorter lifespan than other 

components of the structure, such as the foundations or supporting beams. For example, the 

typical lifespan of a house is 50 years (with zero maintenance), but the typical lifespan of an 

asphalt shingle roof is only 20 years. 

Determining the exact depreciation of a structure can be difficult. However, general guidelines 

can be followed. The rate of depreciation used in the software is based on guidance from the U.S. 

Department of Housing and Urban Development, which estimates that houses depreciate at a rate 

of 1.14 percent per year from the date of construction (“The User Cost of Homeownership,” U.S. 

Housing Market Conditions Summary, http://www.huduser.org/periodicals/USHMC/ 

summer2000/summary-2.html). The depreciation continues until the house is no longer 

habitable. However, few structures receive no maintenance during their lifespan, which is why 

there are numerous buildings across the country that are over 100 years old. Therefore, 

depreciation is often not a straight-line calculation. The total depreciation of a structure should 

be reviewed and adjusted to match its current condition by using the date of a major renovation 

or the general condition of the structure. 

Every so often, homes need a major renovation in order to maintain the desired condition of the 

structure. If a structure undergoes a renovation or restoration, the building’s age can be 

considered much lower than the age based on original construction. In this case, the date of 

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completion for a major renovation project should be used to calculate the structure’s age for 

depreciation instead of the date of its original construction. For example, if a structure originally 

built in 1900 was completely restored in 2000, the depreciation calculation should be based on an 

age of 9 years, not 109 years (if the assessment takes place in 2009). 

Another consideration of how quickly a structure depreciates is the condition in which it is 

maintained. If homeowners keep up with basic maintenance, the house can stay in great shape. 

Under these circumstances, straight-line depreciation may not be appropriate. The rate of 

depreciation will be a combination of condition and structure age since the last major renovation. 

Structure condition should not be confused with Quality of Construction, which is used to 

represent the level and quality of workmanship and construction used when the structure was 

built. Condition, rather, should reflect the status of the structure just before damage occurred. If 

the structure was not taken care of and maintenance was not performed, the condition will be 

worse, but if the structure was well maintained, the condition should be better. This field is not 

located within the tool as a drop down menu—rather, if structure condition is going to be used to 

determine the depreciation, the condition should be written in the Residential Information field 

under the Structure Information tab. The following are typical condition descriptions and 

characteristics and how they correspond to depreciation percentages (the year ranges provided 

refer to age since last major renovation): 

	 Excellent Condition (new): These homes are kept in brand new condition (Figure 3-28); 

typically homes only remain in this condition for a few years since owners do not 

constantly replace components (exterior walls, roofing) required to keep the home in this 

condition. Homes in this condition are generally only 3 percent depreciated. 

Figure 3-28. Examples of Homes in Excellent Condition 

	 Good Condition: These homes are well maintained without overt signs of wear and no 

obvious maintenance needed, but the structural components have clearly aged (Figure 

3-29). The depreciation of homes in good condition varies based on the age of the 

structure, but top out at approximately 20 percent, as follows. 

0 to 5 years = 3 percent 15 to 20 years = 14 percent 

5 to 10 years = 7 percent 20 to 25 years = 17 percent 

10 to 15 years = 11 percent 25+ years = 20 percent 

Substantial Damage Estimator User’s Manual 3-25 
How to Use the Substantial Damage Estimator 

Figure 3-29. Examples of Homes in Good Condition 

	 Average Condition: These homes are maintained to a certain degree, but some repairs are 

visibly needed (Figure 3-30). The structure components are still functional and 

maintaining the structure’s life expectancy; however, some may require replacing in a 

few years. Structures in average condition typically are not depreciated more than 

30 percent. 

0 to 5 years = 5 percent 20 to 25 years = 23 percent 

5 to 10 years = 9 percent 25+ years = 27 percent 

10 to 15 years = 13 percent 30+ years: 30 percent 

15 to 20 years = 18 percent 

Figure 3-30. Examples of Homes in Average Condition 

The SDE tool offers the options of either using the straight-line method (1.14 percent per year) 

or entering user values for determining depreciation. The drop-down box for the field 

Depreciation Determination allows the user to select Based on Year of Construction to have 

the tool automatically calculate the depreciation based on the 1.14-percent per-year value 

described above, or Other to allow the user to manually enter a depreciation rate. If Other is 

chosen, the user is required to provide justification explaining the depreciation rate entered. If the 

pre-damaged condition of the structure is used to determine the depreciation rate, the condition 

and supporting information should be listed in the justification. 

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How to Use the Substantial Damage Estimator 

Once the depreciation value is determined, the application will automatically adjust the Total 

Replacement Cost to determine the Computed Actual Cash Value. The Computed Actual 

Cash Value may be used as a reasonable approximation of market value in determining SD 

(FEMA, 1991). The Computed Actual Cash Value is used as the denominator in the ratio for 

the SD determination on the Output Summary tab (see Section 3.4.4.5). 

3.4.4.4 Element Percentages 

The Element Percentages tab (Figure 3-31) uses 12 building element categories to assist in 

determining an amount of Total Estimated Damages. This value is the numerator (refer to 

Section 2) of the ratio used to determine whether a structure is substantially damaged, the results 

for which are shown on the Output Summary tab. 

For estimating purposes, a building is divided into 12 general construction categories (e.g., 

plumbing, foundations, appliances, etc.). The software allows the element percentage for each of 

the 12 construction categories to be customized based on the attributes of the subject building. 

Once the user has completed the information on the Structure/Damage/NFIP Info tab, the 

Element % for each category is calculated and is populated on the Element Percentages tab. 

The Item Cost (column 4 of Figure 3-31) is the result of the Element % multiplied by the Total 

Replacement Cost from the Cost tab. The monetary Damage Values for each item are 

determined by multiplying the Item Cost by the user-entered % Damaged values. The sum of 

the individual damage values is equal to the Total Estimated Damages value. 

Figure 3-31. Element Percentages Tab for Residential Structures 

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How to Use the Substantial Damage Estimator 

In the data contained in Figure 3-31, the Element % for Foundation is 11.9 percent. This 

percentage is fixed in the table based on the attributes selected in the Structure/Damage/NFIP 

Info tab (i.e., it cannot be changed by the user). The building’s Total Replacement Cost is 

$312,783.00, and was carried over onto this tab from the Cost tab. Therefore, the Item Cost for 

the Foundation construction element is 11.9 percent of $312,783.00, or $37,221.18. 

The input data required from the field inspection include the % Damaged of each element listed. 

These data are determined by the inspector in the field and should be defensible values. The 

values should be entered as whole numbers between 0 and 100. If a value less than 1 is entered, 

for example 0.6, it reflects a fraction of a percent, in this case 0.6 percent or 0.006. The % 

Damaged values are the only values that must be supplied by the user on this tab. 

3.4.4.5 Output Summary 

The Output Summary tab (Figure 3-32) summarizes the computations for building value and 

damages as well as the calculated damage percentage. It also includes option boxes that allow the 

user to select which damage estimate and building value to use in making the SD determination. 

The numbered sections in Figure 3-32 are described below. 

 The Percent Damaged section of the Output Summary tab (Figure 3-32) contains Value of 

Building and Cost of Repairs/Improvements fields. Both of these can be calculated using 

three different methods. These methods include Computed ACV, Adjusted Tax Assessed 

Value, and Professional Market Appraisal for the building value, and Computed Damages, 

Contractor’s Estimate, and Community’s Estimate for the repair/improvement costs. The two 

option group boxes permit the user to select the most appropriate sources of data for use in 

the SD determination. The standard selections, computed within the SDE software, are the 

Computed ACV and Computed Damages. The calculated Percent Damaged for the selected 

methods is shown near the middle of the upper portion of the tab. 

Community officials can use any combination of methods (one from each of the two 

categories). Optional data are entered in the bottom portion of this tab in the section 

identified as Optional User Entered Data. However, officials are strongly urged to be 

consistent in their determinations by using a selected method on a community-wide basis to 

ensure that SD determinations are prepared and evaluated in a consistent and equitable 

manner. 

 The Damage Summary section (Figure 3-33) carries over the Replacement Cost, 

Computed Damages, Depreciation %, and Computed Actual Cash Value from previous 

tabs. If available, the user may enter an estimated value for a Percent of Existing 

Improvements and Repairs Pre-Disaster. This value should reflect the percent of the 

structure that has been renovated, repaired, or improved. The purpose of this field is to record 

pre-existing work to the structure, so that the cumulative determination for the structure can 

be calculated outside of the tool as needed. 

3-28 Substantial Damage Estimator User’s Manual 
How to Use the Substantial Damage Estimator 







Figure 3-32. Output Summary Tab 

Figure 3-33. Damage Summary 

Substantial Damage Estimator User’s Manual 3-29 
How to Use the Substantial Damage Estimator 

 When Optional User-Entered Data (Figure 3-34) are being considered, the accuracy of the 

user-entered data must be evaluated. This is especially true when the software indicates that 

the building is between 40 percent and 60 percent damaged. The closer the level of 

repair/improvement costs are to 50 percent of the value of the building, the greater the 

precision needs to be in determining SD. Situations in which the property owner requests an 

administrative or judicial review or appeal most likely will occur when the building is 

declared substantially damaged and the percentage falls between 50 percent and 60 percent. 

Figure 3-34. Optional User-Entered Data 

An adjusted, tax-assessed value or a professional appraisal may be used in lieu of the Computed 

ACV determined by the SDE software. If the assessed value is based on the value of the land and 

building, the value of the land should be subtracted. 

If the assessed value is based solely on the building, an adjustment may be required to increase 

the value, since these values tend to be less than Computed ACV or Market Value. This 

adjustment may be made by using a Factor Adjustment in the data field provided, and should 

be based on the normal adjustment procedures used in the county or community where the 

building is located. The factor likely will be higher than 1.0 and should be entered as a whole 

number. For example, to increase the assessed building value by 10 percent, input a value of 1.1. 

Officials can also use a contractor’s estimate or the community’s estimate of repair costs instead 

of the SDE-computed damages. Contractor estimates should be very specific, all-inclusive of the 

work required to put the building back to its pre-damaged state, and reflect reasonable material 

and labor costs for the area. Donated or discounted materials and labor must be evaluated at fair 

market value (FMV) for the area, because the SD determination process requires use of the true 

cost of repairs. Communities can provide their own repair estimates if the estimates are complete 

and reflect the general cost of materials and labor for the area. A community providing its own 

repair estimate must be willing to support its estimates. The SDE Field Workbook contains a list 

of recommended construction elements to be included in either contractor or community 

estimates of repair costs. 

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When all the information has been entered for this structure, the user can click on the Print 

Summary Report for this structure or Print Detailed Report for this structure buttons at 

the bottom of the tab to view and print the summary or detailed report for the structure. 

3.4.4.6 Files and Photos 

The primary function of the Files & 

Photos tab (Figure 3-35) is to upload and 

store photographs and files (e.g., maps, 

drawings) associated with the subject 

structure that will provide backup 

information for the estimate. Following 

the on-screen instructions, the user should 

select the button labeled Select Photo/File 

and choose the file to be added. Once one 

or more files have been added, select Set 

as Default under the file that is desired to 

be displayed in the summary report and 

community report for that assessment. It is 

important to remember that large file sizes 

can slow down the computer’s ability to 

run the software. For this reason, it is 

recommended that files uploaded do not 

exceed a maximum size of 3MB per file. 

See Section 5.4 of the Field Workbook for 

guidance on field preparations for 

photographs. 

3.4.5 Non-Residential Assessments 

When the user chooses Add NonResidential Assessment from the main 

menu, the application will open a screen with six tabs. As in the residential structure portion of 

the tool, the first four tabs (Address, Structure/Damage/NFIP Info, Cost, and Element 

Percentages) have input fields in which the user must provide data in order to determine the 

percent damage. The tabs are arranged in the order that the user should input the data. The fifth 

tab (Output Summary) provides the results of the SD determination, and the sixth tab (Files & 

Photos) is an interface to allow the user to attach documents and pictures to the record. Figure 

3-36 shows the types of information, by tab, entered into or displayed by the tool to create a 

record for a property. 

Figure 3-35. Files & Photos Tab 

Substantial Damage Estimator User’s Manual 3-31 
How to Use the Substantial Damage Estimator 

Figure 3-36. Adding a Record for Non-Residential Structures 

3.4.5.1 Address 

The first tab is the Address tab, where the user enters property owner, occupant, and address 

information. It is important to get accurate location data and contact information for the occupant 

or the property owner (which in many cases is not the occupant of the non-residential structure), 

in case any follow-up is necessary. Figure 3-37 shows the address tab and presents sample data. 

The sections of the tab are numbered and explained below. 

 The Subdivision section contains data fields for the subdivision name, community parcel and 

lot numbers, and the elevation of the first floor along with its reference datum. Parcel and lot 

number information is generally available from community tax assessment records. The 

elevation data may be available from community floodplain management or building code 

enforcement offices. 

 Under the Building Address section, the user can enter the property address of the site as 

well as contact information for the occupant. A pull-down menu for the street suffix is 

provided to ensure a uniform format can be used for all street types (e.g., Avenue, 

Boulevard). If the structure is a rental property, then the occupant’s information and the 

structure address should be entered into the Building Address section. 

 In the Community section, the NFIP CID and community name are entered. SDE users 

should have copies of FIRMs or DFIRMs for the affected area before going into the field. 

The NFIP information is available from the FIRMs. There is also a field for latitude and 

longitude coordinates, which can be acquired onsite using a handheld GPS device. Accurate 

latitude/longitude coordinates are essential for GIS mapping, and are required on FEMA 

mitigation grant applications. 

 If the non-residential structure is not owner occupied, then the owner’s name and mailing 

address should be provided in the Mailing Address section. If the owner is the occupant and 

his/her mailing address is the building address, the user may check the box at the top of the 

Mailing Address section to automatically populate the section with data from the Building 

Address section. 

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Figure 3-37. Address Tab for Non-Residential Structures 

The fields that are suggested to be completed on the Address tab are all within the Building 

Address and Mailing Address sections and include the Street Number, Street Name, 

Street Suffix, City, State, Zip Code, and County. All of these fields will be marked with a 

green pushpin if they are not completed and the user attempts to save the file; the user may 

still save the file, but it is highly recommended this information be entered (see Figure 3-38). 

Fields that are necessary to prepare a complete record will be marked with a yellow pushpin 

if they are empty following a save attempt; they include Elev. of Lowest Floor, Latitude, 

Substantial Damage Estimator User’s Manual 3-33 
How to Use the Substantial Damage Estimator 

Figure 3-38. Address Tab – Required Data for Non-Residential Structures 

and Longitude. The NFIP Community ID is the only field on this page that is required to save 

and will be marked with a red pushpin if incomplete or insufficient. Data that are not necessary, 

but can be valuable in helping to identify property location include Subdivision, Parcel #, Lot 

Number, Datum, and NFIP Community Name. 

Carry over data from the previous record button: The “carry over” feature was included in the 

application to facilitate and reduce the amount of data entry by using data from the previous 

record when applicable. This is done by pulling select information from the previous assessment 

performed. This can be useful if, for example, a series of structures on a street are being 

assessed; the user can use this function to carry over information that would be the same for each 

structure. The user may do this by selecting the button at the bottom of the Address tab. The data 

carried over are from the last record entered without regard to where the current record counter is 

located in the inventory. Obviously, it is very important that any property-specific information be 

edited for the current property to avoid duplication of records or future uncertainty about a 

record’s contents. 

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How to Use the Substantial Damage Estimator 

The data carried over from the previous record are as follows: 

 Subdivision 

 NFIP CID number 

 Street 

 City 

 State 

 Zip Code 

 County 

3.4.5.2 Structure/Damage/NFIP Info 

The second tab is Structure/Damage/NFIP Info. On this tab, the user provides some basic 

information about the structure type and the structure’s attributes, when and how it was 

damaged, inspector information, and NFIP FIRM data for the site. Figure 3-39 shows the 

Structure/Damage/NFIP Info tab; the numbered sections are explained below. 

 Data in the Structure Information section characterize the age and quality of construction 

as well as structure characteristics that should be used to determine the Total Replacement 

Cost value on the Cost tab. The Number of Stories, Structure Use, and existence of a 

Sprinkler System and/or Conveyance affects the element percentage array for the subject 

building used to compute the Total Estimated Damages on the Element Percentages tab. 

The Year of Construction is entered in this section and must be provided in the full, fourdigit format. 

For non-residential structures there are five levels of construction quality. The following are 

the levels of building quality available for non-residential construction: 

1. Low 4. Good 

2. Budget 5. Excellent 

3. Average 

The structure should be evaluated for the quality of building materials used and the level of 

care used in construction of the building. Buildings typically fall into the average level of 

construction, as non-residential structures are typically engineered and a more strict process 

is used during their construction than for many residential structures. The evaluator will more 

than likely be deciding whether the building is of Budget, Average, or Good quality. Older 

buildings that were not engineered may fall into the Low category, and buildings of Excellent 

quality should be obvious based on the fine details, craftsmanship, and quality of hardware, 

finishes, and fixtures within the building. Similar to the Quality level used in determining 

residential unit cost, the non-residential construction Quality does not impact the percentage 

breakdown arrays, but provides the user with a better understanding of the value of the 

building and whether the base unit cost should be increased or decreased to reflect the quality 

of the structure. 

Substantial Damage Estimator User’s Manual 3-35 
How to Use the Substantial Damage Estimator 



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





Figure 3-39. Structure/Damage/NFIP Info Tab for Non-Residential Structures 

 Damage Information to be entered into the tool includes the date and cause of damage. If 

flood was the cause of damage, characteristics of the flood at the site should also be noted 

here, including the duration of flooding and estimated flood elevation and depth. 

 In the Inspector Information section, users should identify the inspector, the inspector’s 

contact number, and the inspection date. Users must enter the date of inspection in this 

section to save the assessment. 

 Within the NFIP Information section, the user should record FIRM panel data, the FIRM 

Zone, the BFE, and whether or not the property is within the regulatory floodway. 

The NFIP Community ID is automatically copied from the Address tab. The inventory 

reports available to the user through the Reports portion of the SDE main menu rely on the 

identification number as a criteria for sorting the data, so it is imperative that this number be 

entered correctly on the Address tab. 

The Regulatory Floodway field contains a pull-down menu with the options of Yes, No, or 

Possible. This refers to the FEMA-designated floodway from either a FIRM or an FBFM. 

Clicking Yes indicates that the property lies within a FEMA-designated floodway, while No 

indicates that the community does not have a FEMA-designated floodway, or the property is 

3-36 Substantial Damage Estimator User’s Manual 
How to Use the Substantial Damage Estimator 

not within a floodway. The selection for Possible location within the floodway is available 

because it may be difficult to determine whether a building is within the floodway while data 

are still being collected in the field. Floodway designations should always be verified against 

the appropriate FEMA map. 

 The Community Information section contains a memo (or notes) field in which the user can 

enter community-specific information to explain an unusual situation about the current 

building or the flood event. This may include information such as “Flood was estimated to be 

between a 50-year and 100-year event according to the community’s Flood Insurance Study.” 

It could also include information on type of mitigation performed in the past within the 

community or with the building in question. 

As with the Address tab, some data on the Structure/Damage/NFIP Info tab must be 

provided to save the record. Other data are necessary to prepare a valid record, but are not 

required to save it. Figure 3-40 shows the data fields marked with red and yellow pushpins. 

Figure 3-40. Structure/Damage/NFIP Info Tab – Required 

Data for Non-Residential Structures 

As the red pushpin indicates, the data fields labeled Date of Inspection, Number of Stories, and 

Structure Use must be populated to save the record. To prepare a valid, complete record, the 

fields marked with yellow pushpins (most of the other fields on this tab) must be populated with 

data. 

Substantial Damage Estimator User’s Manual 3-37 
How to Use the Substantial Damage Estimator 

3.4.5.3 Cost 

The third tab is titled Cost and is shown in Figure 3-41. On this tab, the user enters a cost per 

square foot for the building, unit or lump-sum costs for adjustments when applicable, and selects 

to use the straight-line depreciation method (based on year of construction) or enters an 

estimated depreciation percentage in order to determine the replacement value and ACV of the 

structure. For the purposes of this tool, ACV is considered to be the market value of the 

structure. Information regarding building unit and adjustment costs, as well as appropriate 

descriptions, can be found in industry-accepted cost-estimating guides or may be available as 

locally developed data. 

 In the Square Footage section, the user clicks on the Calculate Square Foot button to enter 

building dimensions, determine the area of the structure, and populate the Total Square 

Footage data field. The only ways to enter the square footage of a building are through the 

square footage tool or Enterprise Import. After clicking on the Calculate Square Foot 

button, a window appears in which the user must choose from four types of building shapes 

(Figure 3-42). When a building shape is selected, another window is opened in which the 

user enters the estimated dimensions and number of stories of the building (Figure 3-43). 

Once the dimensions are entered, the user should click the Save button to calculate the total 

square footage. Additional shapes may be added to the total square footage of the structure. 

The user should then click the Save the Total Square Footage and Close Form button to 

return to the Cost tab with the Total Square Footage field populated. 

The Total Square Footage is based on usable space for the floors above ground and is 

calculated by multiplying the length times the width times the number of stories above 

ground (length and width are in units of feet). Users cannot enter Total Square Footage 

without using the calculator to determine the area. 

Basement floor space is not always included in the square footage calculation because it may 

not be considered a habitable area. A basement is the foundation of a structure, and therefore 

is already being considered within the cost. For additional upgrades to the basement floor 

space, the added value may be accounted for in the adjustment field. 

The Cost per Sq. Ft. is the unit cost for the type, quality, and style of building identified by 

the user on the Structure/Damage/NFIP Info tab and is obtained from an industry-accepted 

cost-estimating guide. However, developing an accurate cost estimate for a non-residential 

structure requires a thorough review of a cost-estimating guide. Typically, non-residential 

cost-estimating guides produce more detailed estimates and require a more experienced user 

than a residential cost-estimating guide. These guides include costs for various types of 

buildings. It is important that the user evaluate the cost-estimating guide’s categorization of 

the building instead of trying to directly apply the Structure Use used in SDE for the 

assessment. Structure Use serves as one of the primary selection criteria for the percentage 

arrays and building classifications in the program. While this SDE methodology is similar to 

some estimating guides, it does not hold true for all guides, and the user should select a cost 

for the structure based upon the methodology in the guide they are using. If the cost per 

square foot value entered into the tool is less than $10 per square foot, a warning box will be 

generated to remind the user that this value should be accurate; FEMA strongly encourages 

the use of accurate replacement cost values rather than placeholder values. 

3-38 Substantial Damage Estimator User’s Manual 
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

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Figure 3-41. Cost Tab for Non-Residential Structures 

Figure 3-42. Square Foot Calculator Tool for Non-Residential Structures 

Substantial Damage Estimator User’s Manual 3-39 
How to Use the Substantial Damage Estimator 

Figure 3-43. Square Foot Calculator Data Entry Screen for Non-Residential Structures 

Geographic Adjustment is also obtained from a cost-estimating guide and adjusts the Cost 

for date (i.e., year) and geographical variations for labor and material costs around the 

country. Many of the same publishers for residential guides also produce cost-estimating 

guides for non-residential purposes. It is important that 

the user evaluate the multiplying factors using the 

information provided in the cost-estimating guide for 

non-residential structures, and not try to use similar 

guidance provided for residential construction. 

The quality of a building’s construction will influence 

its cost. Since quality can vary within a given type of 

building, cost-estimating methods (i.e., determining unit 

costs on a square-foot basis) consider different levels of quality for each type of building. 

Examining both materials and workmanship is fundamental when determining the overall 

quality of construction. While the quality of materials and workmanship of individual 

building elements may vary, the overall quality tends to be consistent for the entire building. 

Both the Value of Building and the 

Cost of Repairs/Improvements must 

be determined using reasonable 

judgment and industry-accepted 

methodologies that can withstand 

regulatory, administrative, and 

judicial review. 

To assist the user in determining the level of quality, basic descriptions are provided in 

industry-accepted cost-estimating guides for each type of building at each quality level. 

These descriptions are not intended to be detailed for a particular building, but are 

intentionally general to emphasize the most prominent characteristics of all buildings with a 

given type and quality. 

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Regardless of the quality and type, the size of the building will influence its cost per square 

foot. A small building may have a higher unit cost than a larger one of the same quality. To 

account for the differences in cost for varying sizes, building cost tables should provide costs 

for a range of sizes at a given quality. Each cost table has parameters that are unique for that 

particular type of structure. 

 In the Cost Adjustments section, some adjustments, such as skylights, are in addition to 

those included in the Cost. Other adjustments, such as roofing or floor covering, are included 

when the quality of the item exceeds what is normally found in a structure of the quality 

selected in the Quality field of the Structure/Damage/NFIP Info tab. The items listed under 

the Cost Adjustments section shown in Figure 3-44 should involve quantities and unit costs 

for adjustments in excess of the standard features for the selected type of building. 

Figure 3-44. Non-Residential Adjustments 

Half of the adjustments listed on the Cost tab are based on square footage of the element 

(i.e., roofing). Other adjustment categories involve lump-sum values for items such as builtin equipment. The application provides the user with the necessary input fields for each 

adjustment. An industry-accepted construction cost-estimating guide should be referenced to 

determine unit costs for adjustments. 

It is important that the user understand adjustments and carefully consider whether they 

should be included in the cost evaluation. If the inspector is using a very basic cost estimate 

that does not include the listed adjustments in the unit cost, then the adjustments should be 

added to the overall building cost. However, if the inspector is using a price per square foot 

that is more consistent with the actual building being evaluated, then the cost of the 

adjustments are likely included in this cost and should, therefore, not be included in addition 

to the cost derived from the square-foot cost. Including the adjustments in this building value 

will result in pricing those items twice and inaccurately inflating the value of the structure. 

 In the Additional Adjustments section, additional adjustments (Figure 3-45) not listed in the 

Cost Adjustments section can be entered into the fields provided. These fields can be used 

when the value of the element of the structure is based on either lump-sum or unit costs. 

Substantial Damage Estimator User’s Manual 3-41 
How to Use the Substantial Damage Estimator 

Figure 3-45. Additional and Lump-Sum Adjustments 

 Under the Computed Actual Cash Value section (Figure 3-46), the Total Adjustments 

calculations field provides the total cost of the adjustments that were selected in the previous 

sections of the Cost tab. The Total Replacement Cost is based on the Total Square 

Footage of the building and represents the sum of the Cost and the Total Adjustments. The 

SDE software separates the building into various construction elements and assigns a 

percentage value to each (see Section 3.4.5.4). Local officials can use this software to 

determine the percent damage of each element. 

The industry-accepted residential cost-estimating guide, professional appraisal, locally 

developed and vetted cost data, or other acceptable cost data reference used as the basis for 

the determinations made within the software should be entered in the Cost Data Reference 

and Cost Data Date fields in this section (Figure 3-46). Some estimating guides involve 

either quarterly or annual cost updates. Therefore, the publication date is vital when 

specifying the document used as source material. 

Figure 3-46. Computed Actual Cash Value 

Depreciation (Figure 3-46) is factored into the Computed Actual Cash Value of the building. 

The lifespan of a structure is dependent on a variety of factors, including the quality of the 

original construction, building materials used, and maintenance performed on the structure 

throughout its life. While a higher quality of construction and building materials can lengthen the 

structure’s life span, the current condition primarily determines the depreciation rate of a 

structure. 

Some building materials, such as roofing and exterior finish, have a shorter lifespan than other 

components of the structure, such as the foundations or supporting beams. For example, the 

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How to Use the Substantial Damage Estimator 

typical lifespan of a non-residential structure is 60–65 years (with zero maintenance), but the 

typical lifespan of a 4-ply built-up roof may be only 20 years. 

Determining the exact depreciation of a structure can be difficult. However, general guidelines 

can be followed. The rate of depreciation used in the software is based on guidance from the U.S. 

Bureau of Economic Analysis (BEA), which estimates non-residential structures depreciate 

differently depending on the structure type. For the purposes of the tool, the average rate of 

depreciation for all types given has been used as the default value; 2.08 percent per year from the 

date of construction (“BEA Rates of Depreciation, Service Lives, Declining-Balance Rates, and 

Hulton-Wykoff categories,” U.S. BEA, http://www.bea.gov/scb/account_articles/national/ 

wlth2594/tableC.htm). The depreciation continues until the structure is no longer functional. 

However, few structures receive no maintenance during their lifespan, which is why there are 

numerous buildings across the country over 100 years old. Therefore, depreciation is often not a 

straight-line calculation. The total depreciation of a structure should be reviewed and adjusted to 

match its current condition by using the date of a major renovation or the general condition of 

the structure. 

Every so often, buildings need a major renovation in order to maintain the desired condition of 

the structure. If a structure undergoes a renovation or restoration, the building’s age can be 

considered much lower than the age based on original construction. In this case, the date of 

completion for a major renovation project should be used to calculate the structure’s age for 

depreciation instead of the date of its original construction. For example, if a structure originally 

built in 1900 was completely restored in 2000, the depreciation calculation should be based on an 

age of 9 years, not 109 years (if the assessment takes place in 2009). 

Another consideration of how quickly a structure depreciates is the condition in which it is 

maintained. If property owners keep up with basic maintenance, the structure can stay in great 

shape. Under these circumstances, straight-line depreciation may not be appropriate. The rate of 

depreciation will be a combination of condition and structure age since the last major renovation. 

Structure condition should not be confused with Quality of Construction, which is used to 

represent the level and quality of workmanship and construction used when the structure was 

built. Condition, rather, should reflect the status of the structure just before damage occurred. If 

the structure was not taken care of and maintenance was not performed, the condition will be 

worse, but if the structure was well maintained, the condition should be better. This field is not 

located within the tool as a drop down menu—rather, if structure condition is going to be used to 

determine the depreciation, the condition should be written in the Structure Information field 

under the Structure Information tab. The following are typical condition descriptions and 

characteristics and how they correspond to depreciation percentages (the year ranges provided 

refer to age since last major renovation): 

	 Excellent Condition (new): These structures are kept in brand new condition; typically 

buildings only remain in this condition for a few years since owners do not constantly 

replace components (exterior walls, roofing) required to keep the structure in this 

condition. Structures in this condition are generally only 3 percent depreciated. 

	 Good Condition: These structures are well maintained without overt signs of wear and no 

obvious maintenance needed, but the structure’s components have clearly aged. The 

depreciation of structures in good condition varies based on the age of the structure, but 

top out at approximately 20 percent. 

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0 to 5 years = 3 percent 15 to 20 years = 14 percent 

5 to 10 years = 7 percent 20 to 25 years = 17 percent 

10 to 15 years = 11 percent 25+ years = 20 percent 

	 Average Condition: These structures are maintained to a certain degree, but some repairs 

are visibly needed. The structure components are still functional and maintaining the 

structure’s life expectancy; however, some may require replacing in a few years. 

Structures in average condition typically are not depreciated more than 30 percent. 

0 to 5 years = 5 percent 20 to 25 years = 23 percent 

5 to 10 years = 9 percent 25+ years = 27 percent 

10 to 15 years = 13 percent 30+ years: 30 percent 

15 to 20 years = 18 percent 

The SDE software offers option of either using the straight-line method (2.08 percent per year) 

or entering user values for determining depreciation. The drop-down box for the field 

Depreciation Determination allows the user to select Based on Year of Construction to have 

the tool automatically calculate the depreciation based on the 2.08-percent-per-year value 

described above, or Other to allow the user to manually enter a depreciation rate. If Other is 

chosen, the user is required to provide justification explaining the depreciation rate entered. If the 

pre-damaged condition of the structure is used to determine the depreciation rate, the condition 

and supporting information should be listed in the justification. 

Once the depreciation value is determined, the application will automatically adjust the Total 

Replacement Cost to determine the Computed Actual Cash Value. The Computed Actual 

Cash Value may be used as a reasonable approximation of market value in determining SD 

(FEMA, 1991). The Computed Actual Cash Value is used as the denominator in the ratio for 

the SD determination on the Output Summary tab (see Section 3.4.5.5). 

3.4.5.4 Element Percentages 

The Element Percentages tab (Figure 3-47) uses basic building element categories to assist in 

determining an amount of Total Estimated Damages. This value is the numerator (refer to 

Section 2) of the ratio used to determine whether a structure is substantially damaged, the results 

for which are shown on the Output Summary tab. 

For estimating purposes, a non-residential building is divided into seven general construction 

elements (e.g., plumbing, foundations, electrical). The software allows the element percentages 

for each of the construction elements to be customized based on the attributes of the subject 

building. Once the user has completed the information on the Structure/Damage/NFIP Info tab, 

the Element % for each element is calculated and is populated on the Element Percentages tab. 

The Item Cost (column 4 of Figure 3-47) is the result of the Element % multiplied by the Total 

Replacement Cost. The monetary Damage Values for each item are determined by multiplying 

the Item Cost by the user-entered % Damaged values. The sum of the individual damage values 

is equal to the calculated Total Estimated Damages value. 

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Figure 3-47. Element Percentages Tab for Non-Residential Structures 

The Item Cost (column 4 of Figure 3-47) is the result of the Element % multiplied by the Total 

Replacement Cost. In the data contained in Figure 3-47, the Element % for Foundations is 

11.5 percent. This percentage is fixed in the table based on the Structure Information from the 

Structure/Damage/NFIP Info tab (i.e., it cannot be changed by the user). The building’s total 

replacement cost is $730,950.00 and was carried over onto this tab from the Cost tab. Therefore, 

the Item Cost for the Foundation/Basements construction element is 11.5 percent of 

$730,950.00, or $84,059.25. 

The input data required from the field inspection includes the % Damaged of each element 

listed. These data are determined by the inspector in the field and should be defensible values. 

The values should be entered as whole numbers between 0 and 100. If a value less than 1 is 

entered, for example 0.6, it reflects a fraction of a percent, in this case 0.6 percent or 0.006. The 

% Damaged values are the only values that must be supplied by the user on this tab. 

3.4.5.5 Output Summary 

The Output Summary tab (Figure 3-48) summarizes the computations for building value and 

damages, as well as the calculated damage percentage. It also includes option boxes that allow 

the user to select which damage estimate and building value to use in making the SD 

determination. The numbered sections in Figure 3-48 are described in detail below. 

 The Percent Damaged section of the Output Summary tab (Figure 3-48) contains Value of 

Building and Cost of Repairs/Improvements fields. Both of these can be calculated using 

three different methods. These methods include Computed ACV, Adjusted Tax Assessed 

Value, and Professional Appraisal for the building value, and Computed Damages, 

Contractor’s Estimate, and Community’s Estimate for the repair/improvement costs. The two 

option group boxes permit the user to select the most appropriate sources of data for use in 

the SD determination. The standard selections, computed within the SDE software, are the 

Substantial Damage Estimator User’s Manual 3-45 
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





Figure 3-48. Output Summary Tab 

Computed ACV and Computed Damages. The calculated Percent Damaged for the selected 

methods is shown near the middle of the upper portion of the tab. 

Community officials can use any combination of methods (one from each of the two 

categories). Optional data are entered in the bottom portion of this tab in the section 

identified as Optional User-Entered Data. However, officials are strongly urged to be 

consistent in their determinations by using a selected method on a community-wide basis, to 

ensure that SD determinations are prepared and evaluated in a consistent and equitable 

manner. 

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 The Damage Summary section (Figure 3-49) carries over the Replacement Cost, 

Computed Damage, Depreciation %, and Computed Actual Cash Value from previous 

tabs. If available, the user may enter an estimated value for a Percent of Existing 

Improvements and Repairs Pre-Disaster. This value should reflect the percent of the 

structure that has been renovated, repaired, or improved. The purpose of this field is to record 

pre-existing work to the structure, so that the cumulative determination for the structure can 

be calculated outside of the tool as needed. 

Figure 3-49. Damage Summary 

 When Optional User-Entered Data (Figure 3-50) are being considered, the accuracy of the 

user-entered data must be evaluated. This is especially true when the software indicates that 

the building is between 40 percent and 60 percent damaged. The closer the level of 

repair/improvement costs are to 50 percent of the value of the building, the greater the 

precision needs to be in determining SD. Situations in which the property owner requests an 

administrative or judicial review or appeal most likely will occur when the building is 

declared substantially damaged and the percentage falls between 50 percent and 60 percent. 

Figure 3-50. Optional User-Entered Data 

An adjusted, tax-assessed value or a professional appraisal may be used in lieu of the Computed 

ACV determined by the SDE software. If the assessed value is based on the value of the land and 

building, the value of the land should be subtracted. 

If the assessed value is based solely on the building, an adjustment may be required to increase 

the value, since these values tend to be less than Computed ACV or Market Value. This 

adjustment may be made by using a Factor Adjustment in the data field provided, and should 

be based on the normal adjustment procedures used in the county or community where the 

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building is located. The factor likely will be higher than 1.0 and should be entered as a whole 

number. For example, to increase the assessed building value by 10 percent, input a value of 1.1. 

Officials can also use a contractor’s estimate or the community’s estimate of repair costs instead 

of the SDE-computed damages. Contractor estimates should be very specific, all-inclusive of the 

work required to put the building back to its pre-damaged state, and reflect reasonable material 

and labor costs for the area. Donated or discounted materials and labor must be evaluated at 

FMV for the area, because the SD determination process requires use of the true cost of repairs. 

Communities can provide their own repair estimates if the estimates are complete and reflect the 

general cost of materials and labor for the area. A community providing its own repair estimate 

must be willing to support its estimates. The SDE Field Workbook contains a list of 

recommended construction elements to be included in either contractor or community estimates 

of repair costs. 

When all the information has been entered for this structure, the user can click on the Print 

Summary Report for this structure or Print Detailed Report for this structure buttons at the 

bottom of the tab to view and print the summary or detailed report for the structure. 

3.4.5.6 Files and Photos 

The primary function of the Files & Photos tab 

(Figure 3-51) is to upload and store photographs 

and files (e.g., maps, drawings) associated with the 

subject structure that will provide backup 

information for the estimate. Following the onscreen instructions, the user should select the 

button labeled Select Photo/File and choose the 

file to be added. Once one or more files have been 

added, select Set as Default under the file that is 

desired to be displayed in the summary report and 

community report for that assessment. It is 

important to remember that large file sizes can 

slow down the computer’s ability to run the 

software. For this reason, it is recommended that 

files uploaded do not exceed a maximum size of 

3 MB per file. See Section 5.4 of the Field 

Workbook for guidance on field preparations for 

photographs. 

3.5 IMPORT/EXPORT OF DATA 

The Import SDE 1.0 Data, Export SDE 1.0 Data,
 

Enterprise Import, and Export to Excel options 

(Figure 3-52) on the SDE main menu allow the user to import or export data tables in the 

application. 

Figure 3-51. Files & Photos Tab 

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Figure 3-52. Import/Export Functions 

3.5.1 Import/Export SDE 1.0 Data 

The purpose of the Export SDE 1.0 Data and Import SDE 1.0 Data functions is to allow data 

to be exported and imported from multiple computers to create a large inventory of records from 

the current version of SDE. 

To export data, the user must click on the Export SDE 1.0 Data link on the SDE main menu. 

This will bring up a screen that lists all the records that are available on that computer. The first 

column in the table consists of check boxes that the user can check individually to select a subset 

of records. The user may also click on the Check All button if all records are to be exported. 

Once a selection is made and the user clicks the Export SDE 1.0 Data button, a window will 

pop-up allowing the user to select a location where files are to be exported. Once complete, the 

user will see a window indicating the files have been exported. The user will then be returned to 

the main menu screen. Exported data are sent to the location selected, in a folder titled “SDE 

Assessments.” 

To importing data, the user must click on the Import SDE 1.0 Data link on the SDE main menu. 

This will bring up a screen on which the user must click on the Select Directory button to open a 

window in which the user can then select the location of the files. Data that have been exported 

using the tool will be located in a folder titled “SDE Assessments.” This folder contains 

subfolders containing the individual properties and assessments, but the user should select the 

root folder “SDE Assessments” to import the data in the subfolders. Once a folder location is 

selected and the user clicks OK, the files will be listed in the table shown on the screen and the 

user can select the files to be imported by checking the box next to each desired property or 

assessment. Individual files can be selected or the entire grouping can be selected in the same 

manner as when exporting. Once complete, the user will see a window indicating that the files 

have been successfully imported. After importing separate databases from the same inventory, 

the data should be reviewed to delete duplicate records. 

3.5.2 Enterprise Import 

The Enterprise Import function is used to import multiple properties at one time. This can be a 

very useful function for large numbers of assessments, and any number of the available fields 

may be selected for importation. By creating an XLS, CSV, XML, or MDB file outside of the 

tool, the user may list fields for multiple properties. The process is easier if column headers 

describing the fields are inserted into the file. If users have access to pre-existing databases of 

property data, these databases can often be easily adapted for importing to SDE. The user may 

choose to import any of the following fields: 

 Owner’s name 

 Lot Number 

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 Parcel Number 

 Address 

 Post Geographical Direction (such as 1600 Pennsylvania Avenue, NW, 

Washington, D.C.) 

 City 

 State 

 County 

 Zip Code 

 Year of Construction 

 Longitude 

 Latitude 

 Community Name 

 NFIP Community ID 

 FIRM Panel 

 FIRM Zone 

 Date of FIRM Panel 

 BFE 

 Structure Type (Residential or Non-Residential) 

 Phone Number 

 Regulatory Floodway (Yes, No, or Possible) 

 First Floor Elevation 

 Datum 

 Total Square Footage 

A maximum of two custom fields may also be imported using this function. Before entering the 

Enterprise Import screen, the user must create the custom fields in the tool (see Section 3.4.2). 

If this has not been done, the user will be unable to import the custom fields. Once the user has 

created the file to import and populated it with the desired fields, the Enterprise Import 

function may be run. 

By selecting the Get File button, the user will be prompted to browse to and select the 

appropriate file. 

The tool will then ask the user questions specific to the type of file selected to import. For 

example, if an XLS file is used, the tool will ask the user whether the file contains column 

headers. Once these questions have been answered, a button will appear allowing the user to 

advance to the importing stage of the function. 

The user is required to map the fields located in the file to those within the tool. Each field within 

the file that the user intends to import data for must be chosen from the drop-down menu. 

If a field within the file requires parsing, the method in which it should be parsed must also be 

chosen from a drop-down. For example, if a user enters the full name for the owner in one field 

within the file to be imported, the tool requires the user to identify the parsing as “[First] [Last]” 

in either the Owner’s First Name or Owner’s Last Name fields, so that the data may be 

imported properly. 

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Once all desired fields have been mapped and, if applicable, parsed, the Attempt Import button 

may be selected to finalize the import. The tool will display a message to inform to indicate the 

success of the import, after which the tool will return to the main menu. 

 Note: The user should be especially careful when creating an Excel file 

and importing it to SDE. If headers are improperly named (e.g., two 

columns have the same header) or are mapped to the wrong field, there 

will be errors in the import process and structures may have incorrect 

information. Also, if the Structure Type information (residential or nonresidential) is to be imported, the user must specify the naming 

convention for residential versus non-residential structures in the 

Residential or Non-Residential field of the Enterprise Import screen. 

The user must be sure that the same labels for residential and nonresidential are consistent throughout the source file. If labels are 

different for different properties in the source document and do not 

match the string(s) entered into the SDE software, the Enterprise 

Import function will not be able to assign a structure type for 

properties with different strings. After importing separate databases 

from the same inventory, the data should be reviewed to delete 

duplicate records. 

3.5.3 Export to Excel 

The Export to Excel function allows the user to export all of the data located in the tool to an 

XLS file. Once the Export to Excel function has been selected, the user will see a screen 

displaying the data loaded within the tool. By selecting the Export Data button, the user can 

easily export all of the data shown to an XLS file. A message will appear displaying the location 

in which the file was saved, and then the user will be returned to the main menu. 

3.5.4 Longitude/Latitude Import and Export 

By selecting Longitude/Latitude Import from the Tools menu, the user can choose to either 

import or export latitude and longitude data. By selecting Create Spreadsheet, the user is 

directed to a screen showing all of the properties within the local database. Of the information 

shown here, only the Latitude and Longitude are changeable fields, if importing back into SDE 

is desired. Selecting the Create Excel Spreadsheet button will create a spreadsheet with latitude 

and longitude information for each property. If this information is not provided within the tool 

for any properties, the cells within the spreadsheet will be blank. 

Latitude and longitude can be brought back into the tool using the Import Spreadsheet function 

in the Longitude/Latitude Import submenu. This function will direct users to a screen where 

they can select Map to Excel Spreadsheet to choose the spreadsheet with the data to be 

imported. This will show all of the records in the spreadsheet and allow users to check each 

property that they wish to import coordinates for. Once the desired properties have been selected, 

the Import Data button will execute the command and import the desired data into the tool. 

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3.6 DATABASE FUNCTIONS AND ASSIGNMENTS 

SDE Version 1.0 is equipped with the ability to send assignments to inspectors in the field. This 

action is performed through the database functions within the tool. The first time the program is 

run after installation, the user has the option of selecting the database type as a Client, Server, or 

Standalone. The Standalone option eliminates the assignment functionality. The Client and 

Server options direct the user to either the inspector or supervisor roles, respectively. 

3.6.1 Server/Supervisor Instructions 

Set up SDE in Server mode if the user will be creating/editing inspector information and 

assigning properties to them. 

The first step for the supervisor is to set the database location (note: this shared location is not 

the entire database for this instance of SDE—it is a subset containing only the data related to the 

assignments, inspector information, and the relevant property data, which will be shared with the 

client/inspector) by clicking on the Assignments menu from the main toolbar. 

Once the Assignments menu is selected for the first time, the supervisor will be prompted to set 

the database location. A location that is accessible to both the supervisor and inspectors should 

be used. 

Once the database location is selected, the tool will create a database file in the location, and will 

inform the user as to the success of the operation. If successful, the supervisor will be able to 

begin creating inspectors. At a later time, the supervisor may choose to change the location of the 

database file through the Assignments menu by selecting Set Database Location. 

Inspectors may be created under the Assignments menu, through the Client Functions 

submenu. By selecting Add New Client, the supervisor will be prompted to enter a Client 

Name, Phone Number, and Password. Inspectors will have to identify the appropriate name 

and enter this password to login and retrieve assignments. Inspector information may be updated 

through the Client Functions submenu at any time. 

After at least one inspector has been created, the supervisor may begin assigning properties for 

assessment. By selecting the New Assignments submenu under Assignments, the supervisor can 

choose to make assignments from existing properties, new properties, or as “batch” assignments 

for multiple assignments of existing properties. The new and existing property assignment 

functions allow the supervisor to make one assignment at a time, while the batch assignment 

function allows the supervisor to make multiple assignments to multiple inspectors. 

Once assignments have been made, they may be reviewed by selecting the Search Assignments 

function under the Assignments menu. This will display all assignments made in the database by 

listing the inspector’s name and the owner and address information for each assignment. Double 

clicking on an assignment in this screen brings the user to a screen displaying the assignment 

details, showing the Assignment Status, Property Data, and NFIP Information. These fields 

may be edited. 

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3.6.2 Client/Inspector Instructions 

Set up SDE in Client mode if the user is an inspector. 

1.	 To receive assignments, the user will first have to map to the database location. Do this by 

selecting Set/Reset Server Database Location under the Database Functions menu. Once 

the database location has been successfully established, the inspector can synchronize with 

the database to retrieve assignments (this is the same subset of data created by the 

server/supervisor instance above). If the supervisor has created an inspector profile for the 

inspector and has made at least one assignment, the inspector may begin the synchronization. 

2.	 The inspector should then select Synchronize Inspectors from the Inspector Functions 

submenu under Assignments. A window will appear displaying the location of the database 

that was previously selected. The inspector should verify that the location is correct before 

selecting the Perform Synchronization button. 

3.	 Upon notification of successful synchronization, the inspector may then log in through the 

Log In function under the Inspector Functions submenu. 

4.	 Once the inspector has successfully logged in, he/she must select the Synchronize 

Assignments function, under the Assignments menu. The tool will display a message 

informing the inspector as to the success of this operation. 

5.	 The Search Assignments under the Assignments menu should now display any assignments 

that the supervisor has given to the inspector. By double-clicking on an assignment, the 

inspector can view the assignment details, and may edit them accordingly. The inspector may 

then select either the Save and Close button to exit back to the main menu or the Open 

Current Assessment button to begin entering the assessment data on the assigned property. 

6.	 The inspector can run Synchronize Assignments at any time to update the assignment 

database with assessment status changes, which can then be viewed by the supervisor. 

7.	 If the supervisor adds new assignments or changes assignments for the inspector, the 

Synchronize Assignments function can be executed again to retrieve the new list of 

assignments. 

Although this assignment function provides users in the field the ability to actively receive and 

complete assignments provided by the supervisor, this functionality is limited to assigning 

properties for assessment only. The inspector cannot transmit the assessment back to the 

supervisor through the network database; however, the Import SDE 1.0 Data feature may be used 

to accomplish this. 

3.7 REPORTS 

The software contains 12 reports that are accessed through the main menu screen (Figure 3-9, 

item 7) and the Output Summary tab: 

	 A Community Report for all residential structures 

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 A Community Report for all non-residential structures 

 A Community Report for substantially damaged residential structures 

 A Community Report for substantially damaged non-residential structures 

 A Structure and Percent Damage Report for all residential structures 

 A Structure and Percent Damage Report for all non-residential structures 

 A Structure and Percent Damage Report for substantially damaged residential structures 

 A Structure and Percent Damage Report for substantially damaged non-residential 

structures 

 A Summary Report for all residential structures 

 A Summary Report for all non-residential structures 

 A Summary Report for the current assessment (available through the Tools menu when 

the assessment is open) 

 A Detailed Report for the current assessment (available through the Tools menu when the 

assessment is open) 

Samples of computer-generated reports are presented in Appendix B. 

For the community inventory reports, users can request only those structures that are 

substantially damaged for Reports 3 and 4. A report for an individual building can be printed 

using the Print Summary Report button at the bottom of the Output Summary tab. Detailed 

and summary reports for the current assessment can also be accessed through the Tools menu at 

the top of the program screen. All of the other reports are available through the main menu in the 

Reports subsection by using the drop-down list provided. 

The Community Report and the Structure and Percent Damage Report offer an option to either 

view (left button) or print (right button) the report. Users cannot alter the pre-set sort categories 

for the two reports. The reports contain all of the buildings within the inventory and are sorted in 

the following order: 

 Numerically by NFIP CID 

 Alphabetically by street name 

The Community Report provides the following data: 

 NFIP CID and name 

 Owner first and last names, building address, State, and zip code 

 Basis for value of building (computed ACV, adjusted tax assessed value, or professional 

appraisal) 

 Basis for cost of repairs (computed damages, contractor’s estimate, or community 

estimate) 

 Computed ACV and damages of the structure 

 Type of structure 

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 Percent damaged 

 Assessment date 

 Default attachment, if applicable 

The Structure and Percent Damage Report provides the following data: 

 NFIP CID and community name 

 Owner first and last name 

 Building address 

 Building city and State 

 County 

 Percent damaged 

 Assessment date 

 Default attachment, if applicable 

3.8 GENERATE A GEOREFERENCED FILE 

A Keyhole Markup Language (KML) file is an XML-based file that can be used for geographic 

annotation by a geospatial image viewer. A KMZ file is a KML file(s) zipped up and labeled 

*.KMZ. 

The tool is equipped with the ability to generate a KMZ file and formats placemarks according to 

degree of damage of a structure using KMZ’s style capabilities. Placemarks for residential 

properties appear at their respective latitude and longitude as either not substantially damaged 

(less than 50 percent damaged) or substantially damaged (50 percent or more damaged). Nonresidential properties display as one of three types: not substantially damaged (0–40 percent 

damaged), possibly substantially damaged (40–60 percent damaged), or substantially damaged 

(greater than 60 percent damaged). Placemarks are color-coded: green for not substantially 

damaged, yellow for possibly substantially damaged, and red for substantially damaged. Photos 

of the structures are included in the KMZ file. Limited attributes, such as the address of the 

structure, are shown in the Earth browser or 2-D visualization tool. 

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3-56 Substantial Damage Estimator User’s Manual 
Troubleshooting and Technical Assistance 

SECTION FOUR TROUBLESHOOTING AND TECHNICAL ASSISTANCE 

4.1 TROUBLESHOOTING THE OPERATION OF THE SDE SOFTWARE 

This section will help users diagnose and correct a common problem encountered when running 

the SDE software after installation. 

The error message below (Figure 4-1) indicates that the user does not have write privileges to the 

folder in which the SDE program was installed. To correct the problem, either grant the user 

adequate rights to the folder, or uninstall SDE and reinstall it in a folder to which the user has 

full access. 

Figure 4-1. Error Message Indicating Lack of Write Access to the Folder 

The following steps describe how to grant the 

user adequate rights to the folder in which the 

SDE program is installed. 

1.	 Locate the Substantial Damage 

Estimator 1.0 folder. If you are running 

Windows XP, the default location for the 

folder is C:\Program Files. If you are 

running Vista or Windows 7, it is in the 

location specified when the SDE software 

was installed (see Figure 3-3). (Vista users 

can also type the path in the command line 

at the top of Explorer to access the folder.) 

If you cannot find the folder, it is hidden. 

To unhide it: 

a.	 Open Control Panel. 

b.	 Double click Folder Options. 

c.	 Select the View tab and locate the 

Hidden files and folders folder under 

Advanced Settings. 

d.	 Select Show hidden files and folders, 

as shown in Figure 4-2. 

e.	 Click Apply and then click OK. You should now be able to locate the folder. 

Figure 4-2. Folder Options Settings 

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Troubleshooting and Technical Assistance 

2. Right-click on the Substantial Damage Estimator 1.0 folder and select Properties (Figure 

4-3). 

Figure 4-3. Select Properties of the Folder 

3.	 Select the Security tab and select the Allow box 

for the permissions to Modify, Read & 

Execute, List Folder Contents, Read, and 

Write as shown in Figure 4-4. Repeat for each 

user name or user group as needed. Click 

Apply; then click OK. Start SDE again. 

4.2 TECHNICAL ASSISTANCE 

Technical assistance on the SDE software may be 

obtained from the Mitigation Division Director of 

the local FEMA Regional Office for the user’s State 

(Appendix A). As indicated in this user’s manual, 

standard terms and definitions for construction may 

be found in an industry-accepted construction costestimating guide. Also refer to the references in 

Appendix C. 

Figure 4-4. Modify Permissions 

for SDE 

4-2 Substantial Damage Estimator User’s Manual 
APPENDIX A 

FEMA REGIONAL OFFICE LOCATIONS
 

 

 Appendix A 

FEMA Regional Office Locations 

FEMA Regions
 

REGION I 

Federal Emergency Management Agency, 99 High Street, 6th Floor, Boston, MA 02110 

(617) 956-7506 

REGION II 

New Jersey and New York 

Federal Emergency Management Agency, Suite 1337, 26 Federal Plaza, New York, NY 10278-

0002 

(212) 680-3600 

Puerto Rico and Virgin Islands 

Mailing address: 

Federal Emergency Management Agency, Caribbean Division, PO Box 70105, San Juan, PR 

00936-0105 

Physical address: 

Federal Emergency Management Agency, New San Juan Office Bldg, 159 Calle Chardon, 6th 

Floor, Hato Rey, PR 00918 

(787) 296-3500 

Substantial Drainage Estimator User’s Manual A-1 
Appendix A 

FEMA Regional Office Locations 

REGION III 

Federal Emergency Management Agency, 615 Chestnut Street, One Independence Mall, Sixth 

Floor, Philadelphia, PA 19106-4404 

(215) 931-5608 

REGION IV 

Federal Emergency Management Agency, 3003 Chamblee Tucker Road, Atlanta, GA 30341 

(770) 220-5200 

REGION V 

Federal Emergency Management Agency, 536 South Clark St., 6th Floor, Chicago, IL 60605 

(312) 408-5500 

REGION VI 

Federal Emergency Management Agency, FRC 800 North Loop 288, Denton, TX 76209-3698 

(940) 898-5399 

REGION VII 

Federal Emergency Management Agency, 9221 Ward Parkway, Suite 300, Kansas City, MO 

64114-3372 

(816) 283-7063 

REGION VIII 

Federal Emergency Management Agency, Denver Federal Center, Building 710, Box 25267, 

Denver, CO 80255-0267 

(303) 235-4800 

REGION IX 

Federal Emergency Management Agency, 1111 Broadway, Suite 1200, Oakland, CA 94607-

4052 

(510) 627-7100 

REGION X 

Federal Emergency Management Agency, Federal Regional Center, 130 228th Street, Southwest, 

Bothell, WA 98021-8627 

(425) 487-4600 

A-2 Substantial Damage Estimator User’s Manual 
APPENDIX B 

SAMPLES OF USER-GENERATED REPORTS
 

APPENDIX B.1 

EXAMPLE OF ONE-PAGE INDIVIDUAL BUILDING SUMMARY
 

 

 Appendix B.1 

Example of One-Page Individual Building Summary 

Substantial Damage Estimator User’s Manual B.1-1 
Appendix B.1 

Example of One-Page Individual Building Summary 

This page intentionally left blank. 

B.1-2 Substantial Damage Estimator User’s Manual 
APPENDIX B.2 

EXAMPLE OF INDIVIDUAL BUILDING DETAILED REPORT
 

 Appendix B.2 

Example of Individual Building Detailed Report 

Substantial Damage Estimator User’s Manual B.2-1 
Appendix B.2 

Example of Individual Building Detailed Report 

B.2-2 Substantial Damage Estimator User’s Manual 
 Appendix B.2 

Example of Individual Building Detailed Report 

Substantial Damage Estimator User’s Manual B.2-3 
Appendix B.2 

Example of Individual Building Detailed Report 

B.2-4 Substantial Damage Estimator User’s Manual 
 Appendix B.2 

Example of Individual Building Detailed Report 

Substantial Damage Estimator User’s Manual B.2-5 
Appendix B.2 

Example of Individual Building Detailed Report 

This page intentionally left blank. 

B.2-6 Substantial Damage Estimator User’s Manual 
APPENDIX B.3
 

EXAMPLE OF COMMUNITY REPORT
 

Example of 

Substantial Damage Estimator User’s Manual 
Appendix B.3 

Example of Community Report 

This page intentionally left blank. 

B.3-2 Substantial Damage 
APPENDIX B.4 

EXAMPLE OF STRUCTURE AND PERCENT DAMAGE REPORT
 

Example of Structure and Perce

Substantial Damage Estimator User’s Manual 
Appendix B.4 

Example of Structure and Percent Damage Report 

This page intentionally left blank. 

B.4-2 Substantial Damage 
APPENDIX C
 

REFERENCES
 

 

Appendix C 

References
 

Federal Emergency Management Agency (FEMA), 1991. Answers to Questions about 

Substantially Damaged Buildings, FEMA 213. 

Federal Emergency Management Agency (FEMA), 2010a. Substantial Damage Estimator, 

Version 1.0 software. 

Federal Emergency Management Agency (FEMA), 2010b. Substantial Improvement/Substantial 

Damage Desk Reference. FEMA P-758. 

Federal Emergency Management Agency (FEMA), 2010c. SDE and Your Community. FEMA 

training video. 

Substantial Damage Estimator User’s Manual C-1 

Substantial Damage 

Estimator (SDE) 

Field Workbook 

Preparing Structure Inventories Using the 

SDE Software Program 

Substantial 

Damage SDE Estimator

The SDE software is a tool to help local 

officials administer the Substantial 

Damage requirements of their floodplain 

management ordinances in keeping with 

the minimum requirements of the NFIP. 

Table of Contents 

SECTION ONE INTRODUCTION ....................................................................................................... 1-1
 

1.1 Workbook Purpose and Contents.................................................................................. 1-1
 

1.2 Assumptions .................................................................................................................. 1-2
 

SECTION TWO BACKGROUND: SUBSTANTIAL DAMAGE AND SDE SOFTWARE ...................... 2-1
 

2.1 NFIP Regulations and Substantial Damage Requirements ........................................... 2-1
 

2.1.1 NFIP Requirements for Substantial Damage ........................................................... 2-1
 

2.1.2 Substantial Damage ................................................................................................. 2-1
 

2.1.3 Substantial Improvement ......................................................................................... 2-2
 

2.1.4 Implications of Substantial Damage and Substantial Improvements....................... 2-2
 

2.2 SDE Software................................................................................................................ 2-3
 

2.2.1 Advantages of the SDE Software ............................................................................ 2-3
 

2.2.2 Significant Construction Elements .......................................................................... 2-5
 

SECTION THREE PRE-DISASTER PLANNING ..................................................................................... 3-1
 

3.1 Prepare a Community Policy and Action Plan ............................................................. 3-2
 

3.1.1 Select SDE Coordinator........................................................................................... 3-2
 

3.1.2 Community SDE Policy........................................................................................... 3-3
 

3.1.3 Develop an Action Plan ........................................................................................... 3-4
 

3.2 Identify Available Data Resources ............................................................................... 3-4
 

3.3 Review FIRMs and Other Community Maps ............................................................... 3-6
 

3.4 Compile Tax Data ......................................................................................................... 3-6
 

3.5 Review the Building Stock ........................................................................................... 3-8
 

3.5.1 Residential Structures .............................................................................................. 3-8
 

3.5.2 Non-Residential Structures ...................................................................................... 3-8
 

3.6 Pre-Enter Available Data Into SDE Software............................................................... 3-8
 

SECTION FOUR	 AFTER THE DISASTER: FIVE STEPS TO PLANNING THE SUBSTANTIAL 

DAMAGE INVENTORY ............................................................................................. 4-1
 

4.1 Step A: Select SDE Coordinator................................................................................... 4-1
 

4.1.1 Background .............................................................................................................. 4-1
 

4.1.2 Action....................................................................................................................... 4-1
 

4.2 Step B: Identify General Limits of Affected Area(s) .................................................... 4-2
 

4.2.1 Background .............................................................................................................. 4-2
 

4.2.2 Action....................................................................................................................... 4-2
 

4.3 Step C: Perform a Curbside Review of Buildings to Be Included in Inventory ........... 4-3
 

4.3.1 Background .............................................................................................................. 4-3
 

4.3.2 Action....................................................................................................................... 4-3
 

4.4 Step D: Define the Scope of the Inventory ................................................................... 4-6
 

4.4.1 Background .............................................................................................................. 4-6
 

4.4.2 Action....................................................................................................................... 4-6
 

4.5 Step E: Final Planning .................................................................................................. 4-6
 

4.5.1 Background .............................................................................................................. 4-6
 

4.5.2 Action....................................................................................................................... 4-6
 

4.5.3 Final Field Plan ........................................................................................................ 4-7
 

SECTION FIVE FIELD PREPARATIONS ........................................................................................... 5-1
 

5.1 Inspection Teams .......................................................................................................... 5-1
 

Substantial Damage Estimator Field Workbook i 
 

Table of Contents 

5.2 Pilot SDE Inspections ................................................................................................... 5-2
 

5.2.1 Field Training........................................................................................................... 5-2
 

5.2.2 Accuracy Issue ......................................................................................................... 5-2
 

5.3 Addresses ...................................................................................................................... 5-3
 

5.3.1 Tax Parcel Identification Numbers .......................................................................... 5-3
 

5.3.2 Address Board.......................................................................................................... 5-3
 

5.4 Photographs................................................................................................................... 5-3
 

5.5 Resident Interaction ...................................................................................................... 5-4
 

5.6 Data Entry into SDE Software...................................................................................... 5-5
 

5.6.1 Who Enters Data ...................................................................................................... 5-5
 

5.6.2 When Data Are Entered ........................................................................................... 5-5
 

5.6.3 Multiple Data Sets.................................................................................................... 5-5
 

SECTION SIX SDE FIELD INSPECTION AND DATA COLLECTION .............................................. 6-1
 

6.1 Residential Structure Attributes.................................................................................... 6-1
 

6.1.1 Foundation Types..................................................................................................... 6-1
 

6.1.2 Superstructure Types ............................................................................................... 6-3
 

6.1.3 Roofing .................................................................................................................... 6-5
 

6.1.4 Exterior Finish Types............................................................................................... 6-7
 

6.1.5 Heating, Ventilation, and Air-Conditioning ............................................................ 6-9
 

6.2 Non-Residential Structure Information ......................................................................... 6-9
 

6.2.1 Number of Stories .................................................................................................... 6-9
 

6.2.2 Structure Use............................................................................................................ 6-9
 

6.2.3 Fire Suppression Systems ...................................................................................... 6-11
 

6.2.4 Conveyance............................................................................................................ 6-11
 

6.2.5 Structure Use.......................................................................................................... 6-11
 

6.3 Record General Data................................................................................................... 6-15
 

6.3.1 Curbside Information ............................................................................................. 6-15
 

6.3.2 Exterior Inspection................................................................................................. 6-15
 

6.3.3 Interior Inspection.................................................................................................. 6-15
 

6.4 Exterior Inspections .................................................................................................... 6-15
 

6.4.1 Measuring Building Dimensions ........................................................................... 6-15
 

6.4.2 Exterior Damage .................................................................................................... 6-19
 

6.5 Interior Inspections ..................................................................................................... 6-19
 

6.5.1 Verify Stability....................................................................................................... 6-19
 

6.5.2 Use Set Inspection Routine.................................................................................... 6-20
 

6.5.3 General Inspection Guidelines............................................................................... 6-20
 

6.5.4 Upgrades or Custom-Designed Items .................................................................... 6-20
 

6.5.5 Interior Damage to Look for .................................................................................. 6-20
 

6.6 Completing SDE Data Entry ....................................................................................... 6-21
 

6.6.1 SDE Report ............................................................................................................ 6-21
 

6.6.2 File Folders for SDE Inventory Data ..................................................................... 6-21
 

SECTION SEVEN POST-DETERMINATION ACTIVITIES ...................................................................... 7-1
 

7.1 Substantial Damage Determination Letters .................................................................. 7-1
 

7.1.1 Non-Substantially Damaged Structures................................................................... 7-1
 

7.1.2 Substantially Damaged Structures ........................................................................... 7-2
 

7.2 Revising SDE Determinations Based on Property Owner Data ................................... 7-2
 

ii Substantial Damage Estimator Field Workbook 
Table of Contents 

Appendices 

Appendix A References 

Appendix B Forms and Checklists 

 Blank SDE Damage Inspection Worksheets – Single/Multi-Family 

 Blank SDE Damage Inspection Worksheets – Manufactured Homes 

 Blank SDE Damage Inspection Worksheets – Non-Residential Buildings 

 Checklist 1 – Pre-Disaster Planning 

 Checklist 2 – Field Preparations 

 Photo Log 

Appendix C Sample Documents 

 Letter of Introduction 

 NOTICE OF DETERMINATION – Substantial Improvement 

 NOTICE OF DETERMINATION – Substantial Damage 

 NOTICE OF DETERMINATION – No Substantial Damage 

 Recommended Guidelines for Contact with Property Owners 

Appendix D List of Recommended Construction Elements to be Included in a Contractor or 

Community Estimate of Repairs 

Appendix E Guidance for Estimating Percent Damage for Residential Structures 

Appendix F Guidance for Estimating Percent Damage for Non-Residential Structures 

Figures 

Figure 2-1. Home Page of the SDE Software .............................................................................. 2-4
 

Figure 3-1. Planning is an Important Part of the Process ............................................................ 3-1
 

Figure 4-1. Identifying the General Limits of Affected Areas .................................................... 4-2
 

Figure 4-2. Exterior Screening of the Structure ........................................................................... 4-4
 

Figure 6-1. Foundation Types...................................................................................................... 6-2
 

Figure 6-2. Stud-Framed .............................................................................................................. 6-3
 

Figure 6-3. Masonry..................................................................................................................... 6-4
 

Figure 6-4. Insulating Concrete Form..........................................................................................6-4
 

Figure 6-5. Common Brick .......................................................................................................... 6-5
 

Figure 6-6. Superstructure Types................................................................................................. 6-6
 

Figure 6-7. Roof Coverings ......................................................................................................... 6-6
 

Figure 6-8. Brick Veneer ............................................................................................................. 6-8
 

Figure 6-9. Exterior Insulation Finishing System........................................................................ 6-8
 

Substantial Damage Estimator Field Workbook iii 
 

Table of Contents 

Tables 

Table 2-1. Benefits and Limitations of the SDE Software .......................................................... 2-5
 

Table 2-2. Residential Building Elements in the SDE Software ................................................. 2-6
 

Table 2-3. Non-Residential Building Elements in the SDE Software ......................................... 2-7
 

Table 3-1. Data Resources to Assist in Substantial Damage Determinations ............................. 3-5
 

Table 3-2. Tax Data Used in the SDE Software .......................................................................... 3-7
 

Table 4-1. SDE Coordinator Responsibilities .............................................................................. 4-2
 

Table 6-1. Non-Residential Structure Uses in the SDE Software ............................................. 6-10
 

Table 6-2. Construction Details for One-Story Buildings ........................................................ 6-12
 

Table 6-3. Construction Details for Two- to Four-Story Buildings ........................................... 6-13
 

Table 6-4. Construction Details for Five- or More Story Buildings .......................................... 6-14
 

Table 6-5. Specific Features to Evaluate During Exterior Inspections of Residential 

Buildings........................................................................................................................ 6-16
 

Table 6-6. Specific Features to Evaluate During Interior Inspections for Residential 

Buildings........................................................................................................................ 6-17
 

iv Substantial Damage Estimator Field Workbook 
 

Introduction 

SECTION ONE INTRODUCTION 

This workbook provides guidance and recommended procedures for collecting data for 

substantially damaged structures. The workbook is a companion document for the Federal 

Emergency Management Agency (FEMA) training video, SDE and Your Community (FEMA, 

2010a)1

 and should be used in conjunction with the following: 

	 Substantial Damage Estimator (SDE) Version 1.0 software (FEMA, 2010b) 

The SDE software was developed to assist State and local officials in determining 

substantial damage (SD) in accordance with a local floodplain management ordinance 

meeting the requirements of the National Flood Insurance Program (NFIP). Collecting 

data during the evaluation process and entering it into the SDE software provides an 

inventory of substantially damaged residential and non-residential structures. 

	 SDE User’s Manual 

The SDE User’s Manual discusses the use and capabilities of the SDE Version 1.0 

software. 

	 Substantial Improvement/Substantial Damage Desk Reference (FEMA, 2010c)2 

When buildings undergo repair or improvement, it is the one time your floodplain 

management program can reduce the risk of flood damage to these existing buildings. 

More than 21,000 communities participate in the NFIP by adopting and enforcing 

regulations and codes that apply to development in Special Flood Hazard Areas (SFHAs). 

Local floodplain management regulations and codes contain minimum NFIP 

requirements not only for new buildings and structures, but also for existing buildings 

and structures with proposed substantial improvement (SI) or repair of SD. This 

Workbook is designed for local officials who are responsible for the administration of 

local codes and ordinances, including the SI/SD requirements. It is also intended for State 

officials who provide technical assistance to communities on the NFIP. 

1.1 WORKBOOK PURPOSE AND CONTENTS 

The procedures discussed in this workbook expand on procedures discussed in the SDE User’s 

Manual and outlined in the SDE training video by focusing on field evaluations and data 

collection as well as planning for SD determination work prior to a damage event. The primary 

goal of the workbook is to provide guidance for developing an inventory of substantially 

damaged buildings after a damage event or disaster. 

This workbook covers the activities required before, during, and after the SDE software is used. 

These activities include: 

	 Pre-disaster planning and preparation for an SDE-based inventory of potential 

substantially damaged structures 

1

 Referred to in this document as the “SDE training video.” 

2

 Referred to this document as the “SI/SD Desk Reference.” 

Substantial Damage Estimator Field Workbook 1-1 
 

Introduction 

	 Guidelines for training inspection teams about how to conduct field inspections of 

damaged structures 

	 Assistance in effectively using community resources to increase the efficiency of the field 

inspectors and reduce their workload by using existing data that is relevant for SD 

determinations 

	 Community department and outside agency coordination 

	 Resident coordination 

	 Post-disaster SDE data collection (also referred to the SDE training video) 

	 Use of the SDE software (also refer to the SDE User’s Manual) 

	 Post-SD determination follow-up with property owners 

Additional information regarding SD is available in Answers to Questions about Substantially 

Damaged Buildings (FEMA, 1991), a guidance document on NFIP regulations and policy 

governing substantially damaged buildings. Copies of FEMA publications are available from the 

FEMA Publications Warehouse; call 1-800-480-2520 or use the Web-based, searchable FEMA 

Library to locate specific publications. The FEMA Library is currently accessible at 

http://www.fema.gov/library/index.jsp. The references used in this document are listed in 

Appendix A. 

1.2 ASSUMPTIONS 

Users of this workbook are assumed to be familiar with the SDE software, and information 

regarding the use and capabilities of the software is therefore not included in the workbook. 

Information about the software is available in the SDE User’s Manual. Copies of the SDE 

software, the SDE User’s Manual, and the SDE training video can also be obtained from the 

FEMA Publications Warehouse at 1-800-480-2520 or from the online FEMA Library at 

http://www.fema.gov/library/index.jsp. 

1-2 Substantial Damage Estimator Field Workbook 
Background: Substantial Damage and SDE Software 

SECTION TWO BACKGROUND: SUBSTANTIAL DAMAGE AND SDE SOFTWARE 

2.1 NFIP REGULATIONS AND SUBSTANTIAL DAMAGE REQUIREMENTS 

After a disaster (e.g., flood, wind, fire, mudslide, earthquake), communities participating in the 

NFIP are required under their floodplain management ordinance to determine whether the 

damage to structures meets the ordinance definition of SD. This requirement applies to all 

structures within the SFHA or 100-year floodplain. The enforcement of the SI/SD requirement is 

described in the NFIP regulations (44 CFR § 60.3). 

2.1.1 NFIP Requirements for Substantial Damage 

Local officials should review 44 CFR §§ 59.1 and 60.3 of the NFIP regulations and their own 

floodplain management ordinance to understand the SD requirements for their community. The 

SI/SD Desk Reference is also a vital reference for understanding NFIP requirements. Another 

reference document is the FEMA publication Answers to Questions about Substantially 

Damaged Buildings (FEMA, 1991). The construction of any new residential or non-residential 

structure in an SFHA that replaces a destroyed or demolished structure must meet the local 

floodplain management ordinance requirements for new construction. Additionally, any structure 

in an SFHA undergoing SI must be brought into compliance with local floodplain management 

ordinances, even if original construction occurred prior to the community’s adoption of their 

floodplain management ordinance (which would have occurred when it became a participating 

NFIP community). 

SD determinations are required only for structures in an SFHA as designated on a Flood 

Insurance Rate Map (FIRM) or other FEMA-approved map with 100-year floodplain boundary 

delineations. A FEMA-approved map refers to a map prepared by the community, county, 

regional planning authority, State, or other Federal agency that FEMA has reviewed and 

accepted through a FEMA-issued Best Available Data letter. 

 Note: Local codes may have additional provisions for SD 

determinations after a disaster.
 

2.1.2 Substantial Damage 

SD is defined in the NFIP regulations as: 

“Damage of any origin sustained by a structure whereby the cost of restoring 

the structure to its pre-damaged condition would equal or exceed 50 percent 

of the market value of the structure before the damage occurred.” 

This means that if it would cost 50 percent or more of the pre-damaged market value to return 

the house to its original condition, the building is considered substantially damaged. SD occurs 

when the ratio of the cost of repairs for a building to the market value of the building equals or 

exceeds 50 percent. 

Cost of improvement or cost to repair to pre-damage condition  50%

Market value of building 

Substantial Damage Estimator Field Workbook 2-1 
 

Background: Substantial Damage and SDE Software 

Note that the formula uses the value of the repairs or improvements in the numerator, which is 

not a market value. The replacement value is the cost to replace an item or structure at its preloss condition, which is different than the appraisal or adjusted tax value. The local codes may 

have a threshold less than 50 percent and may also require SD determinations and other 

evaluations in a post-disaster situation. 

 Note: One of the keys for determining SD and separating damage 

from poor maintenance (e.g., peeling paint, rotted eaves) is to consider 

the repairs necessary to get the building up to local code requirements 

and to its pre-damaged condition. 

It is important to understand the difference between uninhabitable and substantially damaged 

structures. A structure may be declared temporarily uninhabitable because of a lack of water or 

electricity, while overall damage is significantly less than 50 percent of the structure’s value. 

While an uninhabitable structure may not be substantially damaged, a substantially damaged 

structure will most likely be uninhabitable. 

2.1.3 Substantial Improvement 

The term substantial can also apply to improvements made to an undamaged building. 

Improvements that exceed 50 percent of the pre-improvement building value are considered SIs. 

Under circumstances where two types of improvements (i.e., repairs and new construction) are 

made to a structure and the combined total of these improvements is equal to or greater than 50 

percent of the pre-improvement building value, the structure is considered to be substantially 

improved. Although developed to support SD determinations, the tool can also be used to assist 

State and local officials with SI determinations. 

2.1.4 Implications of Substantial Damage and Substantial Improvements 

Buildings within the SFHA or 100-year floodplain that are either substantially damaged or 

substantially improved must be brought into compliance with the minimum requirements of the 

community’s floodplain management ordinance. If a structure is rebuilt in violation of the 

community’s floodplain management ordinance and is not elevated to or above the base flood 

elevation (BFE) or 100-year flood elevation (or floodproofed if non-residential), the flood 

insurance premiums for that structure will be significantly higher than those for a compliant 

structure. Additionally, if a community does not properly enforce its ordinance, it is at risk of 

being put on probation or suspension from the NFIP. Probation results in an annual fee to 

community policy holders, while suspension has more serious consequences, including the loss 

of NFIP-backed flood insurance for all community property owners. 

2.1.4.1 Requirements for Residential Structures 

All residential structures that are substantially damaged must be elevated to or above the BFE, 

and meet other applicable local floodplain management ordinance requirements. Other options 

available to homeowners are relocating the damaged structure (prior to the start of 

reconstruction) to an area outside the SFHA or demolishing the structure on the site. 

2-2 Substantial Damage Estimator Field Workbook 
 

Background: Substantial Damage and SDE Software 

2.1.4.2 Requirements for Non-Residential Structures 

Owners of substantially damaged non-residential structures have the option to either floodproof 

all areas below the BFE or elevate the structure to the BFE or above. Similar to residential 

structures, property owners can also relocate the building to an area outside the SFHA or 

demolish the building on the site. 

2.1.4.3 Increased Cost of Compliance 

If a structure is substantially damaged, compliance with the NFIP regulations may require that 

the structure be elevated or moved. The additional repair/reconstruction costs for elevating a 

structure or moving it outside the SFHA may be covered under the NFIP’s Increased Cost of 

Compliance (ICC) coverage. Property owners can receive an ICC claims payment only if the 

local floodplain administrator has determined that their structure has been substantially damaged 

due to flooding. The FEMA Severe Repetitive Loss grant program also matches costs, regardless 

of the SD determination. Information on the ICC is available in the Increased Cost of 

Compliance Fact Sheet (FEMA, 2008) and the Increased Cost of Compliance Brochure (FEMA, 

2007), both of which are available from the Web-based FEMA Library (http://www.fema.gov/ 

library/index.jsp). The report generated by the SDE software can be used in conjunction with a 

letter from the community as documentation for the ICC grant application. 

2.2 SDE SOFTWARE 

The SDE software (Figure 2-1) is based on NFIP regulatory requirements and is provided free of 

charge to those responsible for preparing SD determinations. The software can be used for either 

residential or non-residential structures. The SDE software is intended to be used in conjunction 

with industry-accepted cost-estimating guides. It is anticipated that local building officials or 

other persons knowledgeable with construction costs and practices will use the approach outlined 

in the software and accompanying SDE User’s Manual. Use of the software is not mandatory. 

The data used in the SDE software are collected in the field and recorded manually on SDE 

Damage Inspection Worksheets. Blank SDE Damage Inspection Worksheets are provided in 

Appendix B of this workbook and in the appendices of the SDE User’s Manual. After entering 

the field data into the SDE software, users will develop an inventory of structures within the 

SFHA that have been evaluated for SD. This inventory can be used in future disasters to identify 

areas of repetitive damage within the community. 

2.2.1 Advantages of the SDE Software 

The SDE software formalizes the approach to obtaining reasonable estimates of SD for 

buildings. This tool assists State and local officials in using FEMA-accepted approaches to 

estimate the value of a building and determine costs to repair/reconstruct a building. From this 

information, a percent damaged/improvement value can be calculated to establish an SI/SD 

determination for each residence. The software is a valuable tool because the “... enforcement of 

the substantial improvement requirement as defined in the NFIP regulations (44 CFR § 59.1) 

frequently becomes a major concern for local officials after a community has experienced 

serious damage as a result of a flood or other disaster” (FEMA, 1991, p. 1). 

Substantial Damage Estimator Field Workbook 2-3 
 

 

Background: Substantial Damage and SDE Software 

Figure 2-1. Home Page of the SDE Software 

Use SDE for: 

	 Single-family residences and manufactured housing 

	 Non-residential structures1 

	 Meeting the data requirements to support ICC claims. The individual structure reports 

generated from the SDE software can be used as the basis for receiving an ICC claim 

payment. 

	 Exception: Buildings designated by State or Federal entities as historic buildings and 

appearing in the National Register of Historic Places or on a similar State register are 

exempt from the SD requirements of the NFIP. Properties eligible for these registries may 

also be exempt. 

The benefits and limitations of the SDE software are summarized in Table 2-1. 

2-4 Substantial Damage Estimator Field Workbook 

1

 Though non-residential structures that are five or more stories can be assessed with SDE, a more detailed analysis 

of the damage is often necessary for these more complex buildings. 
 

Background: Substantial Damage and SDE Software 

Table 2-1. Benefits and Limitations of the SDE Software 

Benefits

• Provides a formalized approach to 

estimating SD 

• Provides reasonable and defendable 

building values and damage estimates 

• Is a FEMA-acceptable method 

 Limitations 

• Does not provide exact answers 

• Does not provide a consistent approach for 

determining SD on a community-wide basis 

(depends on the local official using the 

software) 

 Note: Non-residential buildings can vary considerably in construction 

materials and in the complexity of their structural elements, 

mechanical systems, and plumbing systems. SDE is designed to 

provide the user with a simplified approach to produce a basic damage 

estimate for most non-residential structures. Some non-residential 

buildings utilize more unique building materials, construction 

methods, or have specific uses, that may require a more detailed 

approach to determine the precise measure of damage. 

2.2.2 Significant Construction Elements 

2.2.2.1 Residential Structures 

Element percentages are the percent of the building value that each element comprises; this value 

varies depending on the attributes of each element. Percentages in the software will change to 

reflect the chosen attributes. However, of the 12 construction elements included in the Damage 

Inspection Worksheet, five construction elements (exterior finish, foundation, interior finish, 

doors and windows, and superstructure) typically have the most impact on a damage 

determination due to their relative value. It is important to consider the element percentages 

because if these five major elements are not significantly damaged, the structure will not be 

substantially damaged, even if all the other elements are significantly damaged. Alternatively, if 

the structure has severe foundation, superstructure, interior finish, and door and window damage, 

the structure is likely to be substantially damaged even if all the other elements experienced little 

or no damage. 

 Remember: Because of their relative weight in the percentage 

calculation, if the foundation, superstructure, interior finish, doors and 

windows, or exterior finish are not significantly damaged, the structure 

will most likely not be substantially damaged. 

Table 2-2 lists the 12 elements used for residential structures in the SDE software. 

Substantial Damage Estimator Field Workbook 2-5 
 

 

 

 

 

 

 

Background: Substantial Damage and SDE Software 

Table 2-2. Residential Building Elements in the SDE Software 

Element Description 

Foundations	 • Continuous perimeter foundations 

• Footings 

• Piers 

• Foundation-level components not included in other elements 

Superstructure Wall support system extending from the foundation wall to the roof structure. 

Superstructure includes: 

• Exterior wall 

• Sheathing panels 

• Shear panels 

• Bracing panels 

• Structural members that support the roof deck, such as rafters and trusses, but not 

roof sheathing 

Roof covering • Covering material (shingles, tile roofing, metal roofing, built-up roofing) 

• Roof sheathing 

• Roof flashing 

• Does not include structural framing members that support the roof deck 

Exterior finish • Wall covering system that covers the wall sheathing (e.g., stucco, vinyl or wood 

siding, brick veneer, stone veneer) 

• Insulation and weather stripping 

Interior finish • Gypsum board, drywall, plaster, or paneling that make up the wall surfaces 

• Trim around door frames 

• Baseboards 

• Casings 

• Chair rails 

• Ceiling moldings 

Doors and • All doors and windows 

windows • Locks 

• Hinges 

• Frames 

• Handles 

Cabinets and 

countertops 

Basic countertops and cabinets 

Floor finish	 • Carpet 

• Hardwood 

• Vinyl composition tile 

• Sheet vinyl 

• Floor cover 

• Ceramic tile 

• Marble 

• Does not include carpet or re-carpeting installed over finished flooring such as wood 

or tiling 

2-6 Substantial Damage Estimator Field Workbook 
 

 

Background: Substantial Damage and SDE Software 

Table 2-2. Residential Building Elements in the SDE Software 

Element Description 

Plumbing • Incoming water service (municipal water supply or well service) 

• Water heater 

• Water distribution piping 

• Wastewater system 

Electrical • Circuit breaker panels and distribution wiring 

• Outlets 

• Switches 

• Receptacles 

• Lighting 

Appliances All built-in appliances in the structure 

HVAC Includes the system with which air is transferred through the structure. A typical 

system in residential structures is a forced-air heating system with duct work. 

2.2.2.2 Non-Residential Structures 

For non-residential structures, the SDE software uses seven building elements as shown in Table 

2-3. Given the limited number of elements, each of them carries a significant weight when 

determining SD. Depending on the particular building type (characterized primarily by number 

of stories and building use), the superstructure and interior elements have relatively high element 

percentages, and thus a larger influence on the damage determination. However, for some 

structures, the heating, ventilation, and air-conditioning (HVAC), electrical, and plumbing 

elements can also represent the largest portions of the overall building value and therefore have a 

major impact on the percent damage determination. Table 2-3 shows the seven building elements 

used for non-residential buildings in the SDE software, as well as corresponding constituents 

included as part of each element. 

Table 2-3. Non-Residential Building Elements in the SDE Software 

Element Constituent 

Foundation All foundation elements 

Superstructure • Load-bearing system that extends from the foundation to the roof structure (but does 

not include the foundation) 

• Includes structural members that support the roof deck, such as rafters and trusses, 

but not roof sheathing 

Roofing • Covering material (shingles, tile roofing, metal roofing, built-up roofing) 

• Roof sheathing 

• Roof flashing 

• Does not include structural framing members that support the roof deck 

Substantial Damage Estimator Field Workbook 2-7 
 

Background: Substantial Damage and SDE Software 

Table 2-3. Non-Residential Building Elements in the SDE Software 

Element Constituent 

Interior • Partitions 

• Interior doors 

• Surface finishes (wall, floor, ceiling) 

Plumbing • Plumbing fixtures 

• Water distribution 

• Exterior drainage 

• Fire protection 

HVAC • Heating units 

• Cooling units 

• Ventilation 

Electrical • Electrical wiring 

• Communications 

• Conveyance (elevators and escalators) 

• Lighting 

• Security 

2-8 Substantial Damage Estimator Field Workbook 
Pre-Disaster Planning 

SECTION THREE PRE-DISASTER PLANNING 

After a disaster, local officials are faced with an overwhelming amount of critical work to help 

their community get back to normal (Figure 3-1). Local officials should have a working 

knowledge of the NFIP requirements for substantially damaged buildings and be familiar with 

the SDE software (including the data requirements and the use of the Damage Inspection 

Worksheets); this information is summarized here. 

Figure 3-1. Planning is an Important Part of the Process 

There are several important actions that community officials can perform before a disaster occurs 

to facilitate SD evaluations after the event. These include: 

	 Preparing a community policy and action plan (Section 3.1) 

	 Identifying available data resources needed to make SD determinations (Section 3.2) 

	 Reviewing and organizing community maps of floodprone or repetitive loss areas 

(Section 3.3) 

	 Compiling and reviewing relevant tax data (Section 3.4) 

	 Identifying the residential and non-residential structure types and building characteristics 

within the floodprone areas of the community (Section 3.5) 

	 Entering any available data into the SDE software before the disaster (Section 3.6) 

The suggested actions are described in detail below and will assist the community in completing 

their SD evaluations faster and more efficiently, thereby facilitating faster completion of the 

determinations. 

A checklist of the recommended pre-disaster planning activities discussed below is contained in 

Appendix B. For more information, contact your FEMA Regional office. Contact information for 

Regional offices is available in Appendix A of the SDE User’s Manual or at 

www.fema.gov/about/contact/regions.shtm. 

Substantial Damage Estimator Field Workbook 3-1 
 

Pre-Disaster Planning 

3.1 PREPARE A COMMUNITY POLICY AND ACTION PLAN 

After a disaster, community officials must handle a multitude of urgent tasks. Any pre-planning 

that can be accomplished will greatly facilitate response time. 

3.1.1 Select SDE Coordinator 

If possible, an SDE Coordinator should be selected every year. This person should optimally be 

an official familiar with the community and familiar (or tasked with becoming familiar) with the 

NFIP, the local floodplain management ordinance, and the SDE requirements and software. 

Ideally this person would also have, or gain, experience performing SD structure inspections. If a 

single person is not available to take on this responsibility, several individuals could comprise an 

SDE Team. 

The SDE Coordinator responsibilities can include: 

	 Being the local NFIP/SDE expert. The SDE Coordinator should become familiar with the 

NFIP regulations, the local floodplain management ordinance, the SDE software, and the 

reference materials available. 

	 Staff training. The SDE Coordinator should understand the SDE requirements 

sufficiently to be able to train office staff and field inspection teams. 

	 Organizing an SDE data collection and data entry program. The SDE Coordinator can 

assist the community in making the decisions outlined in Section 3.1.2, including: 

–	 Determining what type of SDE inventory the community wants to keep (i.e., only 

substantially damaged homes and non-residential buildings or all buildings located in 

an SFHA) 

–	 Deciding whether photographs of each structure are to be taken 

–	 Deciding how staffing will be handled after a disaster 

–	 Determining what kind of filing system would best meet the needs of the community 

–	 Defining the policy on resident and occupant interaction to be used by inspector 

teams during field inspections 

	 Planning and implementing the SD field inspections. The SDE Coordinator can plan and 

implement the field inspection program after a disaster (refer to Section 4.1, for more 

detail of SDE Coordinator responsibilities related to this topic). 

	 Ensuring proper follow-up and filing of collected data. The SDE Coordinator should 

make sure the SDE inventory and follow-up is conducted in a proper and thorough 

manner, is adequately documented, and that the filing system is working well. 

The SDE Coordinator does not necessarily need to be the field coordinator (refer to Section 4.1), 

although this workbook assumes that it is the same person. If two people staff the position, the 

overall coordinator could be responsible for training, NFIP compliance, resident and occupant 

coordination, data entry, and signing the SDE reports and determination letters. The field 

coordinator could be responsible for field preparations, route planning, data collection, data 

quality and consistency, and completing all field activities. 

3-2 Substantial Damage Estimator Field Workbook 
Pre-Disaster Planning 

3.1.2 Community SDE Policy 

Many decisions need to be made prior to sending inspection teams into the field after a disaster. 

Many of these decisions can be made in advance and recorded for implementation after a 

disaster. The following section describes some of the decisions that can be made in advance. In 

certain instances, the reader is referred to another section in this workbook that presents 

additional or more complete information on the topic. 

3.1.2.1 Photographs 

Community officials should decide approximately how many photographs to take per damaged 

structure as part of the SDE field inspection program, as well as the maximum resolution for 

photographs. As described in Section 5.4, taking photographs slows the rate of the inspections 

and requires additional record keeping. However, the photographs are an important source of 

documentation should property owners have questions about a determination or challenge the 

community’s findings. 

3.1.2.2 Determine a Filing System 

A file should be kept for each structure within the SFHA inspected as part of the SDE field 

inspection program. A standard list of materials to be added to the file should be identified. Refer 

to Section 6.6.2 for more information. 

3.1.2.3 Staffing After a Disaster 

After a disaster, staff are needed to perform the field inspections (Section 5.1) and to perform the 

data entry (Section 6.6). A staffing plan should be developed ahead of time to identify where 

these disaster staff will be drawn from. The plan can then be referred to immediately following a 

disaster. 

Additionally, a policy should be developed as to who will enter the data into the SDE software. It 

is generally most efficient to use office staff to enter the data into the SDE software (instead of 

having the field inspection teams enter their own data), but some communities do not have 

sufficient staff to divide these functions. 

3.1.2.4 Define Policy on Entry Procedures for Inspecting Structures 

Determine the procedures that SD inspectors will use for entering houses and non-residential 

structures. These procedures should be decided before a disaster. In cases of significant damage, 

many structures will be unoccupied immediately after the event and should therefore be available 

for inspection. A Letter of Introduction should be left at the property as a record of the visit. In 

instances of minor damage, the structures may still be occupied or, in the case of non-residential 

structures, the structures may be in use. Most local codes allow health and safety inspections by 

community representatives. 

 Inspections should be: 

– Performed during normal business hours 

– By appointment for structures that are occupied or in use 

– Based on a reasonable cause, such as potential health, safety, or SD concerns 

Substantial Damage Estimator Field Workbook 3-3 
 

Pre-Disaster Planning 

–	 Conducted in a professional manner using as few invasive measures as possible (e.g., 

do not remove walls, ceilings, or flooring to check for damage or mold growth) 

	 Inspectors should carry identification. As a minimum, inspectors should carry both a 

Letter of Introduction from the community and a photo identification badge. The Letter 

of Introduction should be issued on community letterhead, explain the purpose of the 

inspection, and list the name and telephone number of a community contact to further 

discuss the inspection. A sample Letter of Introduction is included in Appendix C. 

Communities may want to include a list of permit requirements with the Letter of 

Introduction. 

	 Alert relevant emergency response departments. Before starting inspections, the local 

and county police, fire, and emergency services departments should be informed of the 

purpose and proposed dates of the inspections. 

	 Ask permission. If owners or occupants are present during the inspection, they should be 

asked for permission before the inspectors enter a structure. Inspectors should not enter 

locked structures or structures where the owner or occupant has refused permission. The 

location of such structures should be reported to the proper community officials for 

further action. 

3.1.3 Develop an Action Plan 

A brief post-disaster action plan listing key activities and responsible parties can be prepared, 

reviewed, and finalized ahead of time. This plan does not need to be elaborate and may consist 

only of a bulleted list of basic activities in order of their performance, and the names and 

telephone numbers of community staff that will be responsible for the activities. The contacts 

and telephone numbers for fire, police, and emergency management at the local, county, and 

State level should be included in this list. If neighboring counties or communities will be 

providing assistance, a copy of the mutual aid agreement, specifying the level of effort and 

responsibilities of all parties, can be included with the action plan. 

3.2 IDENTIFY AVAILABLE DATA RESOURCES 

After reviewing the SDE software and the SDE User’s Manual to understand the data needs 

(refer to Section 2.2), community officials should identify the local resources needed to prepare 

SD determinations and should know where to find these data when needed. Possible available 

resources are shown in Table 3-1. 

Some of the data below may not be readily available when needed after a disaster. In those cases, 

determine in advance who has the data and the quickest way to obtain it. 

Advance planning can shorten response time after a disaster. For instance, the adjusted tax data 

may be within a larger database that contains information beyond what is needed for SDE data 

entry. In this situation, it will be worthwhile to meet beforehand with the tax assessor to discuss 

the data requirements and to determine how the necessary data should be requested when it is 

needed (refer also to Section 3.4). Some States may dictate which data must be used for property 

values. 

3-4 Substantial Damage Estimator Field Workbook 
Pre

Table 3-1. Data Resources to Assist in Substantial Damage Determinations 

Data Resource Description Possible Source(s) 

Maps • FIRMs or digital FIRMS (DFIRMs) • Community 

• Flood boundary and floodway maps • State NFIP Coordina• Other maps of floodprone areas or maps identifying areas • FEMA 

of previous flooding • Other Federal agenc

Flood Insurance Study texts or Flood profiles • Community other reports • State NFIP Coordina

• FEMA 

Newspaper articles or community — • Community files 

assessments of previous flooding • Community library Tax parcel maps Property location and other data that can be cross- Tax assessor’s office 

referenced to obtain addresses 

Street or address maps — • Community building 

• Planning departmen

Tax data • Owner’s name and mailing address Tax assessor’s office 

• Structure address • Date of construction • Adjusted building values • Square footage • Number of stories • Dates of additions or renovations • Number of years since last tax adjustment 

Professional appraisals — • Community building 

• Insurance claims dat

Permit data Includes contractor cost estimates for developing unit costs • Community building 

• Planning departmen

Substantial Damage Estimator Field Workbook 
 

Pre-Disaster Planning 

3.3 REVIEW FIRMS AND OTHER COMMUNITY MAPS 

Local officials should be familiar with areas of their community that are either floodprone or 

repetitive loss areas. Floodprone refers to all areas within the SFHA on the community’s FIRM 

or other flood inundation maps prepared by Federal, State, or local agencies. Repetitive loss 

areas are those areas of the community, either inside or outside of the SFHA that have 

previously flooded two or more times. 

It is important to note that flooding can and does occur outside of the SFHAs shown on the 

community’s FIRM and can happen for several reasons. The FIRM may be outdated and not 

reflect increases in stream flow due to rainfall runoff from new development. There may be 

structural changes to the channel such as new or replaced bridges, channelization, or flood 

control projects (e.g., levees, floodwalls, detention basins). Development may have also occurred 

in areas not previously mapped by FEMA. Also, an extreme flood (i.e., 100-year flood) will 

likely exceed the mapped boundaries of the SFHA. 

 Remember: The NFIP requirements for SD determinations involve 

only the SFHA. Communities are not required to evaluate floodprone 

or repetitive loss structures located outside the SFHA where the 

floodplain management ordinance does not apply. 

Prepare Up-to-Date Community Maps Showing Floodplain and Street Data 

Because the primary intent of the FIRM is to show the limits of the 100-year floodplain, street data 

(i.e., names and locations) may not be current or accurate on the maps, particularly if the FIRMs 

are older and have not been recently updated. If street data are not accurate on the current FIRMs, 

it is recommended that the 100-year floodplain delineations from the FIRM be carefully transferred 

onto another community map with accurate street or property information. Maps with structure 

locations, addresses, or tax parcel boundaries are the most useful for verifying structure locations 

during the field data collection phase. It will also be beneficial to highlight any known areas of past 

flooding on this map to identify repetitive loss areas. Carefully and thoroughly prepared 

community maps will save staff crucial time after a disaster. An added feature to the SDE software 

is the ability to export property locations to a Compressed Keyhole Markup Language (KMZ) file, 

which can be used in georeferencing programs. Using the latitude and longitude of properties, the 

SDE software will export properties to a program that can display them on a map through the 

KMZ file created. If the information is within the software, the KMZ file will contain additional 

information on properties, such as the level of damage determined by the inspector. 

3.4 COMPILE TAX DATA 

When available, tax information can be useful for providing much of the data required for the 

Address tab and the Structure/Damage/NFIP Info tab of the SDE software (refer also to 

Section 2.2). A review of any compiled tax data prior to field deployment can save time in the 

field while increasing the accuracy and consistency of the data collected. When possible, the tax 

data should be sorted alphabetically by street name and then numerically by address to facilitate 

field use. The tax data used in the SDE software are shown in Table 3-2. Tax data, however, 

should never be used as a substitute for a physical inspection. Instead, the inspector should verify 

any available tax data with the finding of the inspection. 

3-6 Substantial Damage Estimator Field Workbook 
 

 

 

Pre-Disaster Planning 

Table 3-2. Tax Data Used in the SDE Software 

Category Data 

Owner and 

Structure 

Location 

• Owner’s first and last name 

• Owner’s telephone number 

• Community name 

• Zip code 

• Official structure address 

• Owner’s mailing address if different from structure address 

• County name (for multiple county communities) 

• Lot and parcel number 

Structure 

Information 

• Date of construction 

• Date of improvements requiring building permits 

• Number of dwelling units on the property 

• Total habitable area (in square feet) 

• Building use (e.g., single-family home, manufactured housing, commercial use, public 

building) 

• Building style (number of stories, with or without basement) 

• Construction type (e.g., wood frame, masonry) 

• Attached or detached garage 

Assessed • Adjusted tax assessed structure value 

Building Value • Date of last tax adjustment (to verify validity of the adjusted tax assessed value) 

Some tax printouts may contain a simple diagram of the structure’s footprint that can be used 

during the field inspection to verify building size, orientation, and location. 

The format and content of tax information printouts vary among communities. In some 

communities, the printouts may be pre-defined (i.e., no custom printouts or reports are available) 

and may contain significantly more data than required for SDE input. 

If possible, sort the data into a usable format, such as alphabetically by street name, then 

numerically by address number. Tax data on building characteristics should be checked for 

accuracy while in the field. 

In other cases, the data provided may be sorted by tax parcel number, the owner’s last name, or 

provided for the entire community or county. It is then necessary to screen the tax data to find 

information for the areas to be included in the SDE inventory. 

Tax data that can be sorted by street names and for only those fields necessary to populate the 

SDE database are the most useful. If simple 1- or 2-page printouts are available per structure, 

these can be placed into individual file folders identified by address labels. The folders can then 

be organized by street name and address and taken to the field as a verification tool. As an 

alternative to using file folders in the field, the inspectors can record the address data (if 

available) on the Damage Inspection Worksheets as the buildings are inspected. Once the data 

entry is complete, the SDE summary printout and copies of community and resident/occupant 

correspondence can be added to the structure’s folder (Section 6.6.2). 

Substantial Damage Estimator Field Workbook 3-7 
 

Pre-Disaster Planning 

3.5 REVIEW THE BUILDING STOCK 

3.5.1 Residential Structures 

Using a map with SFHA delineations (FIRM or other community map), walk or drive through 

the floodplain to identify and record the housing stock for various subdivisions and 

neighborhoods. Structure type, size, value, and housing quality tend to be similar within a 

neighborhood. For example, although possible, it is unlikely that an excellent quality house 

would be adjacent to a low or fair quality house. For a given neighborhood (excluding vacation 

areas), houses tend to be either in the same quality category or one category above or below each 

other (i.e., fair and low or fair and average). Similarly, housing types (single-family, town and 

row, and manufactured) tend to be consistent within a subdivision. While house values and sizes 

may vary due to a mixture of one- and two-story homes, these usually are within given ranges for 

total square footage, unit costs, and market values. 

For known areas of flooding, the community should record the general housing quality 

information. This is a good idea because the severity of the disaster may make it difficult to 

assess the quality later. Data for housing quality data can be collected by manually recording it 

on SDE Damage Inspection Worksheets or by photographing or videotaping the homes of the 

area on a home-by-home and block-by-block basis. 

3.5.2 Non-Residential Structures 

As with residential structures, non-residential structures in the SFHA can be inventoried in a predisaster environment. Information including building use, size, value, and quality can be 

collected. Unlike residential subdivisions, non-residential structures in the same vicinity are not 

necessarily similar in quality, and varying degrees of quality, as well as the numbers of stories 

and total square footage, can significantly affect ranges of unit costs and market values. 

Regardless of structure type, it might be possible to upload and analyze the building stock using 

geographic information systems (GIS) tools and databases. A walkthrough may increase 

accuracy or provide additional verification, but some communities have these data electronically, 

which facilitates the process. 

3.6 PRE-ENTER AVAILABLE DATA INTO SDE SOFTWARE 

Any available information regarding the structures located within the SFHA can be entered into 

the SDE software in the planning phase. Information may include data derived from tax 

information (refer to Section 3.4), building permits, contractor estimates, or internal inspections 

of buildings. Any data pre-entered into SDE will facilitate determinations once a flood or other 

disaster occurs. 

Data can be pre-entered into the data fields on the first three tabs of the SDE software— 

Address, Structure/Damage/NFIP Info, and Base Cost. A helpful feature in SDE is the ability 

to import multiple properties into the software at once using the Enterprise Import function (see 

the SDE User’s Manual for more information). The SD determination cannot be computed until 

after the disaster occurs and the damage is observed, estimated, and recorded. Refer to Section 

2.2 (or the SDE User’s Manual) for more information. 

3-8 Substantial Damage Estimator Field Workbook 
After the Disaster: Five Steps to Planning the Substantial Damage Inventory 

SECTION FOUR	 AFTER THE DISASTER: FIVE STEPS TO PLANNING THE 

SUBSTANTIAL DAMAGE INVENTORY 

This section addresses actions that can be taken by property owners after a disaster and actions 

that should be undertaken by an individuals or small groups to prepare for the SDE field 

inspections. Sections 5 and 6 address the actual field preparations and SDE field inspections. 

Local officials should initiate SD determinations as soon as possible after the disaster, but 

definitely within 2 weeks. After recovering from the initial shock of the disaster, homeowners 

will be anxious to begin salvaging and reconstructing their homes. Non-residential property 

owners and occupants will want to continue operations, business functions, etc., and may even be 

more eager to begin cleanup, repairs, and renovations. If reconstruction begins without local 

review and approval, several problems can occur: 

	 Substantially damaged structures may be reconstructed in violation of the local floodplain 

management ordinance 

	 Property owners may have repaired a structure in violation of other local code 

requirements 

	 Reconstruction of structures that were less than substantially damaged may involve a 

mixture of new construction and repairs that combine to equal or exceed the 50-percent 

threshold for SD or SI 

	 It may be difficult for local officials to separate repairs or new construction from
 

undamaged portions of the structure 

Five steps (Steps A through E), which are described in the following subsections, need to be 

taken to plan an effective SD inspection for a community. These steps can be accomplished by a 

single individual or by a small team. Careful attention to each of these steps will result in an 

efficient and well-planned field inspection. Each step provides background information and 

action items, as appropriate. 

4.1 STEP A: SELECT SDE COORDINATOR 

4.1.1 Background 

Before collecting SD data, the community should designate an SDE Coordinator if it has not 

already done so (refer to Section 3.1.1). The Pre-Disaster Checklist (Appendix B) and Table 4-1 

define the SDE Coordinator responsibilities. 

4.1.2 Action 

Select a coordinator who is familiar with the community. The coordinator may be a local 

floodplain management official, the chief building inspector, the head of the permitting 

department, or a staff member. The SDE Coordinator should be involved in Steps B through E. 

Substantial Damage Estimator Field Workbook 4-1 
 

 

 

 

After the Disaster: Five Steps to Planning the Substantial Damage Inventory 

Table 4-1. SDE Coordinator Responsibilities 

Responsibility Additional Information 

Coordinate available resources Section 3.2 

Notify other community departments, including Section 5 

fire, police, emergency services, planning, and 

building of the upcoming fieldwork 

Plan the SD inventory Remainder of Section 4 

Organize and train the inspection teams Sections 5.1 and 5.2 

Supervise field work Section 6 

Supervise data entry into the SDE software Sections 3.6, 5.6, and 6.6 

Ensure proper follow-up procedures are followed Section 7 

Supervise final storage of files Section 7 

4.2 STEP B: IDENTIFY GENERAL LIMITS OF AFFECTED AREA(S) 

4.2.1 Background 

It is important to understand that not all structures damaged during a disaster require SD 

evaluations. Structures that lie outside the SFHA do not require an evaluation. 

4.2.2 Action 

The general area of damage should be delineated on a community map (Figure 4-1) showing tax 

parcel or property boundaries—on which the SFHA boundaries are shown (see Section 3.3). 

Only those portions of the community within the SFHA boundaries will be considered for 

inspection. 

Figure 4-1. Identifying the General Limits of Affected Areas 

4-2 Substantial Damage Estimator Field Workbook 
After the Disaster: Five Steps to Planning the Substantial Damage Inventory 

4.3	 STEP C: PERFORM A CURBSIDE REVIEW OF BUILDINGS TO BE INCLUDED IN 

INVENTORY 

4.3.1	 Background 

The workload can often be significant for local officials after a disaster. It is important to 

remember the following facts about the SDE requirements: 

	 Only structures located within the SFHA require evaluation for SD. 

	 A building that is damaged to 55 percent of its building value is not treated differently 

than a building that is damaged to 90 percent of its building value in terms of floodplain 

development regulations; they are both considered substantially damaged in terms of the 

SD requirements and are required to be brought into compliance with local floodplain 

development regulations. 

	 Similarly, a building that is damaged to 45 percent of its building value is not treated 

differently than a building damaged to only 10 percent of its value in terms of floodplain 

development regulations. Neither building will be subject to rebuilding requirements 

triggered by an SD declaration. 

Based on the above facts, it is recommended that the field inspection be tailored to use the 

community resources most effectively as follows: 

	 Only damaged structures within the SFHA should be inspected. 

	 When dealing with a group of buildings of generally the same structure and foundation 

type, quality, and condition located at a similar grade level (and with a similar BFE) that 

experienced similar flood conditions (depth, duration and velocity), only a representative 

sample (5 to 10 percent) of buildings needs to be evaluated via a complete field 

inspection if it appears the properties are either less than 25 percent damaged or more 

than 75 percent damaged. A less detailed inspection can then be performed on the 

majority of the properties that fall into these groups. The documentation for a less 

detailed inspection can include photographs, SDE data entry, or both. This type of 

inspection and representative sample should only be used when structures fall outside the 

25- to 75-percent damage range. 

 Note: All damaged structures should be included in the inventory for 

documentation purposes. 

Adequate preparation will result in an efficient and effective field inspection process. The data 

collected in Step C helps to define the scope of the field inspection and the amount of time (in 

days) necessary to complete the SDE inventory. 

4.3.2	 Action 

The following information should be gathered for the area(s) of the community identified in 

Step B. Each action item is described in more detail below. 

	 Collect Information 

–	 Depth of flooding 

Substantial Damage Estimator Field Workbook 4-3 
 

After the Disaster: Five Steps to Planning the Substantial Damage Inventory 

–	 Duration of flooding (if applicable) 

	 Perform Curbside Field Screening 

–	 Count the total number of damaged structures 

–	 Approximate the degree of damage to structures, including depth of flooding above 

the lowest floor (if applicable) 

–	 Refine the boundaries of area(s) needing field inspection 

4.3.2.1 Collect Information 

The duration of flooding and the depth of flooding above the lowest floor affect the amount of 

damage. A structure with a flood depth of 5 feet and duration of 0.5 day may have less damage 

than a structure that had only 1 foot of water for 4 days. Before performing the curbside field 

screening, if possible, note the average depth and duration of flood waters in the damaged 

area(s). 

4.3.2.2 Perform Curbside Field Screening 

	 Count Damaged Structures: Count the total number of structures that have been 

damaged. The structure count need not be exact and can be obtained by driving through 

the damaged areas. 

In order to have complete information after a disaster, local officials should include every 

building within the SFHA in their SDE inventory, regardless of the extent of damage. 

	 Evaluate Damage to Structures: To determine the approximate degree of damage, the 

SDE Coordinator (or team) will need to walk or drive by the damaged area(s) (using the 

community map with FIRM data prepared in Step B) (Figure 4-2). It may be necessary to 

perform a preliminary evaluation of several sample buildings to determine the average 

interior flood depth and extent of damage to buildings in the area. Evaluating the damage 

to structures at an early stage before complete inspections are performed allows 

communities to determine where more resources are likely to be needed and where they 

should focus their efforts. 

Figure 4-2. Exterior Screening of the Structure 

4-4 Substantial Damage Estimator Field Workbook 
After the Disaster: Five Steps to Planning the Substantial Damage Inventory 

Use the following criteria to aid in determining the approximate damage determination: 

–	 25 percent or less damage 

If the interior flood height only reached a level of 1 foot or less above the first floor in 

a given neighborhood, the duration was less than 1 day, floodwater velocities were 

relatively low (less than 5 feet/second), and the structure and its foundation were 

generally in good condition, it is likely that the damage to the structure will be less 

than 25 percent. Approximating the flood depth can often be accomplished from 

curbside examination of neighborhoods. If needed, perform a few preliminary 

structure inspections and use SDE to verify and document the percent damage. 

–	 75 percent or more damage 

If there is obvious exterior damage to the structure, such as a missing roof and 

missing sides of the structure or if the structure has shifted off of its foundation and 

its walls appear to be leaning (indicating the building has experienced significant 

structural damage), it is likely that the structure is substantially damaged. 

–	 For damage to manufactured housing 

For manufactured housing, interior flood depths of 6 inches or more can result in a 

total loss of the structure. Once flooring systems in manufactured housing are 

inundated, the structure is generally considered substantially damaged. Newer 

manufactured homes may be constructed to enhanced standards and could be more 

flood-damage-resistant. 

	 Determine Whether Representative Samples are Appropriate: As previously 

described, representative samples can be used for complete SD inspection when working 

in areas where buildings have similar characteristics, were exposed to similar flood 

conditions, and appear to be damaged outside of the 25- to 75-percent range. In order to 

use representative samples, buildings have to be at approximately the same grade with 

their first floor elevations within approximately 0.5 foot of each other and have 

experienced the same depth of flooding (within approximately 0.5 foot). Additionally, the 

structures should be similar (same number of stories, similar square footage, same 

quality, and same foundation type) and should have experienced the same general 

flooding conditions (depth, velocity, and duration). If all of these conditions exist, then 

using a representative sample for complete SD determinations is appropriate. However, 

some documentation of damage to structures not included in the sample for complete 

inspection is necessary and might include photographs and an SDE entry. 

	 Refine Delineation of Field Inspection Area(s): Based on the curbside screening 

described above, delineate the area(s) to be included in the field inspection using the map 

prepared in Step B. The area over which the damaged structures are spread affects the 

time spent collecting the field data. For example, inventorying 25 residential structures 

spread among three subdivisions may take more time than inspecting 40 residential 

structures in a single area. 

The field inspection map should differentiate those areas with structures damaged 25 

percent or more to allow the most time for the inspection of these structures. 

Substantial Damage Estimator Field Workbook 4-5 
 

After the Disaster: Five Steps to Planning the Substantial Damage Inventory 

4.4 STEP D: DEFINE THE SCOPE OF THE INVENTORY 

4.4.1 Background 

After performing the initial screening described in Step C, the scope (size and duration in days) 

of the inventory can be determined. 

4.4.2 Action 

Based on the number of inspectors available to perform the fieldwork, and using two members 

per team, calculate the number of days it will take to complete the fieldwork. 

The inspection rate for non-residential structures is likely to vary depending on the size of the 

structure (number of stories, square footage), as well as the complexity of the building (shape, 

utility systems). After several inspections, the inspectors should have a sense for the time needed 

to complete an inspection (exclusive of time travel between structures). 

4.5 STEP E: FINAL PLANNING 

4.5.1 Background 

A well-planned data collection effort will increase the efficiency of the inspectors while ensuring 

the accuracy and consistency of the data itself. 

4.5.2 Action 

Using all the information gathered, the SDE Coordinator should perform the following tasks: 

Task 1. Divide the identified damage areas among the teams and plan the approximate sequence 

of inspections using the best available community map that also shows the SFHA boundaries. 

The route and team assignments can be made on a block-by-block, neighborhood, or subdivision 

basis. When laying out a data collection route, it is important to ensure that: 

	 Assignments include all areas within the SFHA with potential SD 

	 There are no gaps in data collection (particularly at the end of a block where buildings 

face a cross street) 

	 There are no overlaps in data collection (different inspection teams inspect the same 

property) 

	 The route is determined in a logical sequence to reduce travel time and facilitate data 

collection and entry 

Task 2. Prepare guidance and any training materials (including an adequate supply of Damage 

Inspection Worksheets) for the inspectors. Training should include the following: 

	 Group pilot inspections for up to three homes and up to three non-residential buildings to 

familiarize the inspectors with SDE Damage Inspection Worksheets and the required data 

	 Greater efforts should be anticipated for buildings with damages determined to be greater 

than 25 percent 

4-6 Substantial Damage Estimator Field Workbook 
After the Disaster: Five Steps to Planning the Substantial Damage Inventory 

	 Guidance for resident and occupant interaction (Appendix C) 

	 Use copies of Tables 6-5 and 6-6 as guidance for completing the exterior and interior 

inspections 

Task 3. Identify resources (flood maps, street maps, tax data, etc.) that will be needed and, if 

possible, begin assembling. Ideally, the SDE Coordinator will already have collected these data, 

as described in Sections 3.2 through 3.5. 

4.5.3 Final Field Plan 

The SDE Coordinator should have a final field plan containing the following elements: 

	 Number and location of buildings to be inspected 

	 Delineation of areas to be inspected 

	 Sequence of inspections 

	 Guidance materials for inspectors 

	 Instructions on taking photographs, if required 

Substantial Damage Estimator Field Workbook 4-7 
 

After the Disaster: Five Steps to Planning the Substantial Damage Inventory 

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4-8 Substantial Damage Estimator Field Workbook 
Field Preparations 

SECTION FIVE FIELD PREPARATIONS 

Before assembling inspection teams and performing field training, the scope of the inventory 

should have already been defined, as described in Section 4.2. Before beginning ANY field 

inspections, notify the local fire, police, and emergency management agencies of the purpose and 

proposed dates of inspections. It is also recommended that the community issue a press release 

providing the reasons for the inspections, the inspection process, hours of operation, and a 

community contact. The SDE Coordinator should either do these tasks or ensure that they have 

been completed. 

5.1 INSPECTION TEAMS 

It is recommended that individual inspection teams consist of two inspectors for the following 

reasons: 

	 Two people will be needed if structure dimensions are to be field-verified using a tape 

measure. 

	 Two-member teams are also useful for ensuring that information for all 12 construction 

elements for residential structures and 7 construction elements for non-residential 

structures required for an SDE determination have been evaluated and recorded on the 

Damage Inspection Worksheets. 

	 Having two inspectors evaluate the percent damaged for each of the construction 

elements is helpful, because each person evaluating damage tends to look at things from a 

slightly different perspective based on their past experience. An estimate of the percent 

damaged based on a team consensus is more reasonable and defendable than an estimate 

from a single person. 

	 It is generally a good policy to have two-member teams doing most types of field work 

for safety reasons. 

For multiple teams, designations should be assigned by number (1, 2, 3, etc.), alpha character (A, 

B, C, etc.), or color (red, green, blue, etc.). The team designation will help to distinguish between 

the field supplies, photographs (if required), and data collection areas (checked off on a map). 

Each team should be provided with the following items: 

	 Guidance materials and handouts prepared by the SDE Coordinator 

	 Copy of community map (with FIRM data) with inspection areas identified 

	 Any collected tax information that can be included on the SDE Damage Inspection 

Worksheets 

	 Copy of the Checklist #2 (field supplies and procedures) located in Appendix B (team 

members should be responsible for gathering and maintaining the required field supplies) 

	 If possible, a Global Positioning System (GPS) device with latitude and longitude 

capabilities
 

Substantial Damage Estimator Field Workbook 5-1 
 

 

Field Preparations 

5.2 PILOT SDE INSPECTIONS 

In preparation for the inspections, the SDE Coordinator should take all the inspectors in the field 

and conduct from one to three pilot inspections each for residential and non-residential structures 

with various levels of damage. These structures can be the first entries in the SDE inventory. The 

purpose of the pilot inspections is to familiarize the inspectors with the inspection procedures 

and the data required for completing the Damage Inspection Worksheets. For those with limited 

building inspection experience, the inspections provide a first-hand view of the construction 

elements (12 for residential and 7 for non-residential) listed on the SDE Damage Inspection 

Worksheets. Through on-site discussions, the inspection teams will also get a feel for how to 

estimate the percent damage for each element. In addition, the inspection teams will learn how to 

evaluate damage on a consistent basis. Each pilot inspection requires approximately 45 to 90 

minutes for residential structures and 45 to 120 minutes for non-residential structures, depending 

on size and complexity of the structures. 

5.2.1 Field Training 

During the pilot inspections, the SDE Coordinator should be sure to address the following: 

 Guidelines for estimating damage to the construction elements 

Refer to Sections 6.4 and 6.5. Appendices E and F also provide guidance on estimating 

percent damage categories to example types of residential and non-residential 

construction. 

 Guidelines for how long each building inspection should take 

Refer to Section 4.4. Stress the importance of taking the most time and paying the most 

attention to the buildings in the 25- to 75-percent damage range. 

 Review the guidelines for significant construction elements 

Refer to Section 2.2.2. Remind inspectors that some construction elements comprise a 

greater percentage of the building’s value than others, and that based on the amount of 

damage to these elements, inspectors can gauge whether a building is likely to be 

substantially damaged. 

5.2.2 Accuracy Issue 

Those buildings with damage in the 25- to 75-percent range require more effort and precision 

than buildings with damage below 25 percent or above 75 percent. In fact, it is recommended 

that officials consider a second or independent evaluation for structures where the initial 

determination is between 45 and 55 percent damaged for residential structures, and 40 to 

60 percent for non-residential structures. Appeals of SD determinations tend to occur more 

frequently for buildings in this range than any others. An independent evaluation of damage 

might include a cost estimate for repairs provided by a local official (other than the initial SD 

inspector) or a contractor. Appendix D includes a list of items that should be evaluated for 

damage and inclusion in a cost-to-repair estimate. 

5-2 Substantial Damage Estimator Field Workbook 
Field Preparations 

5.3 ADDRESSES 

Addresses are important because they are the simplest and most common identifiers for a 

structure. The use of addresses is a familiar and easy way to sort structures and track data. 

However, inspectors should be aware that not every property has an address posted on the 

structure or mailbox. Although this is more common in rural areas, it can also occur in urban 

areas. The lack of address may be due to the age of a structure, local custom, lack of a 9-1-1 

emergency call system, or the lack of a local requirement for posting addresses. In these 

situations, it is necessary to use either a community address map or tax parcel number map to 

identify and distinguish specific structures in the inventory. 

Due to their importance, addresses should be used for all recorded data items associated with the 

inventory including the Damage Inspection Worksheet, photographs and photo logs, and the 

SDE data entry. 

5.3.1 Tax Parcel Identification Numbers 

Sometimes it is necessary to cross reference tax data that contain an official address with a map 

containing tax parcel identification numbers. This process can be confusing and time consuming. 

Therefore, it is recommended that the address numbers be transferred to the field copy of the tax 

map prior to field deployment. This will save the effort of constantly referring to the tax 

printouts for the addresses. 

Although unique, tax parcel numbers can involve many digits and be difficult for manual 

tracking or sorting of the data. As the volume of data collected increases, inspectors and data 

entry staff may become confused regarding specific structures or data. Therefore, it is preferable 

to use address data whenever possible. 

5.3.2 Address Board 

One method to verify the structure location is to include an “address board” in the photograph of 

the structure. This involves one of the inspectors holding a hand-written address (number and 

street name) on a dry-erase board (or on an 81⁄2-inch by 11-inch paper tablet) in a lower corner of 

the photograph. Writing the street name on the dry erase board at the beginning of a street and 

then just changing the address number for each successive house can save time. Whichever 

method is used (paper or dry-erase board), a black marker should be used on a white background 

to ensure that the information stands out against the house in the photograph. 

Be sure that: 

	 The address number is large enough to be visible in the printed photograph 

	 The “address board” does not block out too much of the background to make the building 

indistinguishable from neighboring buildings 

5.4 PHOTOGRAPHS 

The SDE Version 1.0 software allows users to attach photographs and other electronic 

documents to property records. Therefore, it is recommended that inspectors take at least one 

photograph per structure. Ideally, a curbside view of the front or side of the structure should be 

Substantial Damage Estimator Field Workbook 5-3 
 

Field Preparations 

obtained along with photographs of the construction elements to help document observed 

damage. However, multiple photographs for each structure can be very time-consuming to 

obtain, record, and process. Therefore, the SDE Coordinator should determine ahead of time the 

type, quantity, and resolution of photographs desired for each structure. Determining a maximum 

resolution for photographs ahead of time is important in order to avoid memory space and 

photograph processing issues. 

As the photographs are taken in the field, they should be recorded on a photo log to ensure that 

the inspectors are able to match an individual photograph to a specific structure. A sample photo 

log is included in Appendix B. A new photo log should be started for each day or each new 

memory card used. At a minimum, a photo log should include the following data: 

	 Team designation 

	 Date 

	 Community name (only if multiple communities are involved) 

	 Memory card designation (if multiple cards are being used) 

	 Photograph number 

	 Address or location 

5.5 RESIDENT INTERACTION 

Encountering residents or building occupants is common during data collection. Residents and 

building occupants are naturally curious or even suspicious of the objectives of the inspections. 

Therefore, the SDE Coordinator should set guidelines for interactions with residents and building 

occupants. A list of recommended guidelines for contact with residents and building occupants is 

contained in Appendix C. 

	 When an inspector encounters a locked building or is refused entry by a property owner 

or occupant, he or she should record the address, a telephone number for the owner (if 

available), and the problem encountered, and move on to the next inspection. Inspectors 

should always verify that they have permission to enter a property before doing so. 

	 Lengthy conversations with occupants should be avoided since these will lower the 

inspection rate and quickly become repetitive. Instead, the inspectors should provide a 

brief, pre-determined response stating that the post-disaster inspections are required by 

the community’s floodplain management ordinance. 

	 Comments or additional questions should be directed to the point of contact identified in 

the Letter of Introduction discussed in Section 3.1.2 and Appendix C. 

	 Inspectors should not discuss the potential impact of SD determinations, various types of 

disaster aid, or a potential buyout program. However, inspectors can and should explain 

local permit requirements for rebuilding, particularly if repairs are underway. For more 

information, go to www.fema.gov. 

5-4 Substantial Damage Estimator Field Workbook 
Field Preparations 

5.6 DATA ENTRY INTO SDE SOFTWARE 

Traditionally, SDE inspectors have preferred the use of hard copy Damage Inspection 

Worksheets in the field for data collection. Field data entry into a portable computer can slow the 

inspection rate, distract the inspectors, and lead to inconsistent data entries. However, if the 

community has the resources to equip field teams with compact, durable laptops, some 

inspectors may prefer recording data electronically during the inspection. The decision of 

whether to use a laptop in the field is up to the SDE Coordinator. 

The following section provides some guidance for data entry after field work and assumes that 

the hard copy worksheets were used for field data collection. 

5.6.1 Who Enters Data 

If possible, office support staff should enter data into the SDE software (though field inspectors 

can do this if support staff are unavailable). When multiple inspection teams are used, the data 

entry staff can help maintain data consistency and flag incomplete or questionable data for 

further explanation or review by the inspectors. 

5.6.2 When Data Are Entered 

Data entry can be completed at the end of each day, the day following the data collection, or after 

all data have been collected. The recommended procedure for data entry is for support staff to 

enter the data the day following the data collection. This allows the inspectors to proceed without 

interruptions and finish their inspections faster. 

5.6.3 Multiple Data Sets 

To speed up the data entry process, the SDE data can be entered into two or more computers 

simultaneously and then merged into a single community file after the data collection process. 

This procedure is discussed in the Section 3.5 of the SDE User’s Manual. 

A data entry person with moderate typing skills should be able to keep pace with up to three 

inspection teams on a day-after basis. Until all buildings are entered into the SDE software, the 

Damage Inspection Worksheets should be grouped together by team and date and retained to 

facilitate questions or editing. 

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Field Preparations 

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5-6 Substantial Damage Estimator Field Workbook 
SDE Field Inspection and Data Collection 

SECTION SIX SDE FIELD INSPECTION AND DATA COLLECTION 

After reviewing the SDE data requirements (see Section 3.4 of the User’s Manual), preparing an 

inspection plan, and finishing the pilot inspections (Section 5.2), the SDE Coordinator can 

initiate the data collection effort. 

Using the community street map with the SFHA boundaries and the planned route for data 

collection, the teams can start their inspections and manual recording of the data. Implementing a 

designated inspection sequence (exterior inspection followed by an interior inspection) will help 

to minimize data errors and omissions. 

It is important for the SDE Coordinator to know the general location of the inspectors on a daily 

basis in case he or she needs to meet them in the field or in case a property owner or occupant 

calls to complain. At the end of the day, the inspectors should either highlight or check off streets 

or areas where data collection has been completed. 

6.1 RESIDENTIAL STRUCTURE ATTRIBUTES 

Residential structures include both site-built homes and manufactured housing. Single-family 

homes, townhomes, and manufactured housing are not distinguished within the computations in 

the tool, although the user must select which type of home is being evaluated. For manufactured 

housing, the building element percentage array remains constant (the default values) because 

additional structure attributes (details of the structure being evaluated that are recorded through 

the SDE software) are not available for selection, with the exception of the foundation. 

Residential structure attributes for the other structures are entered on the 

Structure/Damage/NFIP Info tab in the SDE software. 

6.1.1 Foundation Types 

There are six different foundation types for residential structures in the SDE software. Because 

varying costs are associated with these foundation types, the selection of a particular foundation 

affects the foundation element’s percentage. Furthermore, the floor framing materials will vary 

with foundation type, which affects the superstructure element percentage. It is important for the 

user to understand that percentages for various structure elements are not fixed values, but rather 

vary based on the combination chosen for the structure being assessed. 

The foundation types are illustrated in Figure 6-1 and include: 

	 Continuous Wall with Slab – This system consists of low concrete or masonry 

perimeter stem walls supported on footings and connected to a raised slab, which may be 

at or above grade. 

	 Crawlspace – A shallow, unfinished space beneath the floor of the building, can provide 

access to ductwork, plumbing, and other utilities, but can also lead to dampness and mold 

problems. Crawlspace foundation elements generally include spread footings and either 

piers or posts. 

	 Piers and Posts – This system is often seen on manufactured housing, and consists of 

placing the structure on multiple small piers or posts that are shallowly embedded into the 

ground. These foundations vary widely in quality, from code-compliant systems with 

Substantial Damage Estimator Field Workbook 6-1 
 

Continuous Wall with Slab Crawlspace 

Piles 

Piers and Posts 

Slab-on-Grade 

Basement 

Figure 6-1. Foundation Types 

 

SDE Field Inspection and Data Collection 

proper embedment and connections, to systems that are blocks with little to no 

embedment and gravity loads providing connections. 

	 Piles – This type of foundation supports an elevated structure and consists of multiple 

columns driven into the ground and embedded several feet below grade. For the purposes 

of the SDE software, piles includes both timber and precast concrete type piles. 

	 Slab-on-Grade – For this type of foundation, the lowest floor of the house is formed by a 

concrete slab that sits directly on the ground. 

	 Basement – For the purposes of the SDE software, a basement is a below-grade 

enclosure. All sides of the foundation are enclosed with at least one side below grade.4 

The basement can be either finished or unfinished. 

4 The definition of basement for NFIP floodplain management purposes has the enclosure below grade on all sides. 

6-2 Substantial Damage Estimator Field Workbook 
SDE Field Inspection and Data Collection 

6.1.2 Superstructure Types 

The superstructure consists of all of the framing that provides structural support and a load path 

between the foundation and the roof. For the purposes of the SDE software, the following 

superstructure categories can be applied to residential structures and represent the majority of 

residential superstructure types: 

	 Stud-Framed – This common superstructure type involves using wood or steel members 

to structurally frame a building and carry loads from the roof to the foundation. Studframing is very common and can be used in many combinations, depending on the 

exterior finishing system. Sheathing is often connected to the exterior of the stud-frames 

as an initial exterior layer (Figure 6-2). 

Figure 6-2. Stud-Framed 

	 Masonry – Concrete masonry units (CMUs) are stacked and mortared together to make 

up the exterior wall and provide the exterior structural system. The interior system can be 

either wood-framed or constructed of additional CMU wall systems. The systems can be 

either unreinforced or reinforced using steel rods. This superstructure type may have no 

exterior finish, leaving the block exposed. Likewise, traditional cement-based stucco, 

Exterior Insulation Finishing System (EIFS), or other exterior finishes may be attached to 

the CMU walls (Figure 6-3). 

	 Insulating Concrete Form (ICF) – This building system uses a synthetic insulation 

forming system filled with concrete. This system can be used as the exterior wall and 

structural system for a house (Figure 6-4), though it is common for exterior finish to be 

applied to the wall for aesthetic reasons and to provide water resistance. 

Substantial Damage Estimator Field Workbook 6-3 
 

SDE Field Inspection and Data Collection 

Figure 6-3. Masonry 

Figure 6-4. Insulating Concrete Form 

6-4 Substantial Damage Estimator Field Workbook 
SDE Field Inspection and Data Collection 

	 Common Brick – Brick units are stacked and mortared together to make up the exterior 

wall and provide the exterior structural system. The interior system can be either woodframed or constructed of additional brick-wall systems. These systems can be either 

unreinforced or reinforced using steel rods (Figure 6-5). 

Figure 6-5. Common Brick 

Examples of each of these types of framing/exterior finish combinations are shown in Figure 6-6. 

These structures are in various stages of construction or have been damaged. However, their 

damaged or under-construction states allow a visible cross-section of an exterior wall or a prefinish depiction for a better illustration of these superstructure types. 

6.1.3 Roofing 

	 Roofing as a structure attribute within the SDE software refers only to roof coverings. 

Common roof coverings used throughout the United States were evaluated in comparison 

to a standard shingled-roof covering. Examples of various roof coverings are shown in 

Figure 6-7. Storm events with high winds often cause roof covering damage. 

Substantial Damage Estimator Field Workbook 6-5 
 

Asphalt Shingle Roof Tile Roof 

Slate Roof Standing Seam Metal Roof 

Figure 6-7. Roof Coverings 

SDE Field Inspection and Data Collection 

Figure 6-6. Superstructure Types 

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SDE Field Inspection and Data Collection 

For the purposes of SDE, the following roof coverings can be selected for residential 

assessments (see Figure 6-7 for examples): 

	 Shingles (asphalt, wood, or fiberglass) – This is the most common type of roof covering 

in the United States. Shingles are installed in overlapping arrangements. Shingles can 

have different wind resistance ratings, but are also very dependent on their fasteners for 

proper resistance. 

	 Clay tile – Clay tiles are often placed in parallel rows, with each row overlapping the row 

below it in order to hide the fastener and prevent water intrusion. 

	 Slate – Slate roof coverings are less common than most roof coverings because of high 

costs. Slate roofing can appear similar to clay tile, but has different material properties. 

	 Standing seam (metal) – These roofs are composed of metal panels that are crimped 

together to form the roof covering. They typically have long life spans and good 

durability. 

6.1.4 Exterior Finish Types 

The exterior finish system’s primary contributions to a structure are weather-proofing and 

aesthetics. An exterior finish is non-structural by nature, and therefore not required if the wall 

material can provide sufficient weather protection. For example, some older homes may have 

structural walls composed of brick, which serves as both a structural support system and exterior 

finish. Newer construction may have CMU walls with no exterior finish. All types of exterior 

finishes preferably have a waterproof barrier between them and the sheathing or other structural 

element. Within the SDE software, the following exterior finish selections are provided as 

structure attributes: 

	 Siding/Stucco – Vinyl siding, wood siding, and stucco are common types of exterior 

finishes. For either vinyl or wood siding, strips of material are placed in layers and 

connected to wall sheathing (see Figure 6-2). Stucco is generally applied to masonry 

structures and consists of layers of plaster material. 

	 Brick Veneer – A brick veneer is applied to the exterior sheathing of a stud-framed or 

masonry building (Figure 6-8). The bricks are attached using brick ties nailed to the 

exterior sheathing. Most brick veneers have air space between the inside face of the brick 

and the exterior sheathing. 

	 EIFS – An EIFS is a system of synthetic materials attached to the exterior sheathing of a 

stud-framed building. The system consists of rigid insulation with a mesh lathe over 

which a synthetic stucco finish is applied. A tinted top coat and paint are applied to the 

stucco finish to provide protection for the system (Figure 6-9). 

	 None (common brick or structural) – This option should be selected when either 

common brick is used (brick units are stacked and mortared together to make up the 

exterior structural system and the exterior finish) or when another structural material 

(such as CMU or ICF) is used for both the exterior wall and the exterior finish (see 

Figure 6-5). 

Substantial Damage Estimator Field Workbook 6-7 
 

SDE Field Inspection and Data Collection 

Figure 6-8. Brick Veneer 

Figure 6-9. Exterior Insulation Finishing System 

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SDE Field Inspection and Data Collection 

6.1.5 Heating, Ventilation, and Air-Conditioning 

In some areas of the United States, residential structures do not have HVAC systems. This is 

especially true in warmer or mild climates. To account for this, SDE includes an option to select 

no HVAC for a structure. The default within the software is to assume that an HVAC system 

does exist. The costs for a single system (i.e., heating or cooling alone) versus a combined 

system providing both heating and cooling are similar enough for the purposes of SDE. 

Therefore, within the software, the user has the option to choose either the presence of some type 

of system (whether it provides both heating and cooling or only one of them) or no type of 

system. Note that window units for air-conditioning are not included as a structure attribute, but 

rather are considered contents. 

6.2 NON-RESIDENTIAL STRUCTURE INFORMATION 

The ability to assess non-residential structures is an option in the SDE software. While SDE 

offers a simplified approach to damage assessment, non-residential buildings can vary 

considerably in construction materials and in the complexity of their structural elements, 

mechanical systems, and plumbing systems. SDE offers a simplified approach that provides a 

basic damage estimate for most non-residential structures. Some non-residential buildings utilize 

more unique building materials, construction methods, or specific uses that may require a more 

detailed approach to determine a precise measure of damage. Furthermore, while non-residential 

structures of five or more stories can be assessed to determine the range of percent damage using 

SDE, a more detailed analysis of damage is required to determine a discrete percent damage. For 

larger or more complex buildings, it is recommended that custom damage determinations be 

completed by a contractor, appraiser, or an individual experienced in damage estimation. 

SDE is similar for residential and non-residential structures, but there are some notable 

differences in the required data entries, due in large part to the way the element percentage arrays 

are derived. The following sections describe the structure information that must be provided to 

adequately characterize non-residential structures in the software. 

6.2.1 Number of Stories 

For the purposes of SDE, non-residential structures are grouped into three categories: one-story 

buildings, two- to four-story buildings, and five- or more story buildings. The user must provide 

this information about the structure to move on to subsequent data entry fields. The number of 

stories is important because subsequent building characteristic selections and the element 

percentage arrays depend on this data point. The software captures the most common building 

types, but does not provide for every possible combination of number of stories and building use. 

If after selecting the number of stories, the software does not provide an exact match for the 

subject building use, it is recommended that the user select the building type closest to the 

building’s actual attributes. 

6.2.2 Structure Use 

For non-residential structures, construction type is not directly used as the basis for determining 

the appropriate element percentage array within the software. Instead, structure use and the 

number of stories are the determining factors for the array. For each building use, SDE utilizes 

Substantial Damage Estimator Field Workbook 6-9 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

SDE Field Inspection and Data Collection 

representative building types and their specific building characteristics to determine the element 

percentage arrays. Therefore, although the user does not directly choose the superstructure type, 

foundation type, etc., these characteristics are assigned based on the representative structures for 

each use and are therefore built into the element percentage arrays. Table 6-1 shows the structure 

uses available within the SDE software. 

Table 6-1. Non-Residential Structure Uses in 

the SDE Software 

Structure Use 1 Story 

2 to 4 

Stories 

5 or More 

Stories 

Apartments   

Auditorium 

Commercial retail 

Convenience store 

Courthouse  

Department store  

Elementary School 

Fast food restaurant 

Fire station 

Grocery store 

High school 

Hospital   

Hotel 

House of worship 

Industrial 

Long-term care facility  

Mini-warehouse 

Motel  

Municipal building  

Office building   

Police station  

Restaurant 

Strip mall 

6-10 Substantial Damage Estimator Field Workbook 
SDE Field Inspection and Data Collection 

6.2.3 Fire Suppression Systems 

Fire suppression systems also have a significant effect on the element percentage array and 

specifically affect the plumbing element. While it is assumed that five- or more story buildings 

always have a suppression system, the user must choose this attribute for the two other 

categories. The default within the software is to assume this feature does not exist for one-story 

and two- to four-story buildings. 

6.2.4 Conveyance 

Because the presence or absence of conveyance systems, which include escalators and elevators, 

can affect the electrical element percentage significantly, there is an option within the SDE 

software to note whether a conveyance system exists for a two- to four-story building. The 

default within the software is to assume this feature does not exist for two- to four-story 

buildings. 

For one-story and five- or more story buildings, the user does not need to select whether 

conveyance exists. For one-story buildings, there can be no conveyance, and for five- or more 

story buildings, it is assumed there is always conveyance, which is considered in the element 

percentage arrays for those buildings. 

6.2.5 Structure Use 

The structure uses available for SDE non-residential assessments cover a broad range of 

buildings and consider more than simply the wall or roof construction type. For example, the 

demands of a hospital on an HVAC system are very different than those of a warehouse, and the 

number of bathrooms in a hotel is very different than in an elementary school. However, it is also 

useful for the user to understand what materials and construction types constitute each structure 

use within the tool. Table 6-2, Table 6-3, and Table 6-4 identify the basic construction materials 

used to establish each structure use. For some of the building uses, more than one representative 

building is used to determine the element percentages. In these cases, the use is listed two times 

with the different characteristics of the representative buildings identified. 

Substantial Damage Estimator Field Workbook 6-11 
SDE Field Inspection and Data Collection 

Table 6-2. Construction Details for One-Story Buildings 

Floor Area 

Structure Use Exterior Finish Superstructure (square feet) Roof Support 

Commercial/industrial factory CMU CMU/steel frame 30,000 Steel joist 

Convenience store Wood siding Wood frame 4,000 Wood truss Department store No. 1 Brick veneer CMU/steel frame 110,000 Steel joist Department store No. 2 Brick veneer Reinforced concrete frame 110,000 Precast concretFire/police station Brick veneer CMU/steel frame 6,000 Steel joist 

Motel Brick veneer Wood frame 8, 000 Wood truss Office building EIFS Metal studs and steel joists 7,000 Steel joist Restaurant No. 1 Wood siding Wood frame 5,000 Wood truss 

Restaurant No. 2 Brick veneer CMU/steel frame 5,000 Steel joist 

Strip mall No. 1 CMU Steel joists 20,000 Wood truss Strip mall No. 2 Split-face concrete block Steel frame 18,000 Steel joist 

Apartment building Wood siding Wood frame 7,500 Wood truss 

Elementary school Brick veneer CMU 45,000 Steel joist Courthouse Limestone Reinforced concrete frame 30,000 Cast-in-place c

Grocery store Brick veneer Steel frame 32,000 Steel joist 

Large grocery store Brick veneer Steel frame 60,000 Steel joist 

Mini-warehouse CMU Steel frame 20,000 Precast concretHospital Brick veneer Steel frame 18,500 Steel joist 

6-12 Substantial Damage Estim
SDE Field Inspection and 

Table 6-3. Construction Details for Two- to Four-Story Buildings 

Floor Area 

Structure Use Exterior Wall Type Structural System (square feet) Roof Support High school Brick veneer Reinforced concrete frame 130,000 Cast-in-place concrete Police station Limestone CMU 11,000 Steel joist 

Apartment building Brick veneer CMU/steel frame 22,500 Steel joist 

Courthouse Brick veneer Steel frame 60,000 Cast-in-place concrete 

Hospital No. 1 Brick veneer with Reinforced concrete frame 55,000 Cast-in-place concrete 

structural facing tile 

Hospital No. 2 Brick veneer Reinforced concrete frame 55,000 Cast-in-place concrete 

(deep foundation) Department store Brick veneer Steel frame 95,000 Steel joist Office building No. 1 Brick veneer CMU/steel frame 20,000 Steel joist 

Office building No.2 Glass and metal Reinforced concrete frame 20,000 Cast-in-place concrete 

curtain wall 

Motel Decorative concrete Precast concrete 49,000 Precast concrete 

block 

Industrial Brick veneer Reinforced concrete frame 90,000 Cast-in-place concrete 

Substantial Damage Estimator Field Workbook 
SDE Field Inspection and Data Collection 

Table 6-4. Construction Details for Five- or More Story Buildings 

Floor Area 

Structure Use Exterior Wall Type Structural System (square feet) Roof Support Hotel Brick veneer CMU/steel frame 135,000 Steel joist system 

Apartment building Brick veneer CMU/steel frame 60,000 Steel joist system Hospital Brick veneer CMU/steel frame 200,000 Steel joist system Office building No. 1 Precast concrete panel Steel frame 80,000 Steel joist system Office building No. 2 Precast concrete panel Steel frame 80,000 Steel joist system Office building No. 3 Glass and metal curtain walls Steel frame 80,000 Steel joist system 

6-14 Substantial Damage Estim
SDE Field Inspection and Data Collection 

6.3 RECORD GENERAL DATA 

After arriving at a structure, the inspectors should take and log a photograph (a curbside view of 

the front or side of the structure) and then record basic data for the property on the Damage 

Inspection Worksheet. 

6.3.1 Curbside Information 

Much of the information on the first one to two pages of the worksheets can be completed 

curbside, including entries in the Building Address, Structure Attributes (residential only), 

Structure Information, Inspector Information, and NFIP Information sections. 

6.3.2 Exterior Inspection 

A detailed description of how to measure building dimensions (Structure Information) and 

what to look for during the exterior inspection is included in Section 6.4 and Table 6-5 (for 

residential buildings). Information including the building dimensions (Structure Information), 

as well as items related to exteriors within the Adjustments (e.g., porches, decks), Damage 

Information (exterior depth of flooding), Percent of Damage Field Estimate, and Description 

of Damage sections is gathered during the exterior inspection. 

6.3.3 Interior Inspection 

A more detailed description of what to look for during the interior inspection is included in 

Section 6.5 and Table 6-6 (for residential buildings). Information for items in the Structure 

Attributes (residential only) and Structure Information sections (quality of construction), as 

well as items related to interiors within the Adjustments, Percent of Damage Field Estimate, 

Condition of the Structure, and Description of Damage sections is gathered during the interior 

inspection. 

6.4 EXTERIOR INSPECTIONS 

After recording the basic data, the inspectors can estimate the structure area and perform an 

exterior inspection by walking around the entire exterior of the structure. Inspectors should use 

the field inspection worksheets, located in Appendix B, to record data while performing the 

inspection. The worksheets contain fields that correspond to fields in the SDE software, so that 

data entry after the assessment has been performed can be done easily and accurately. 

6.4.1 Measuring Building Dimensions 

Before beginning the inspection, measure the building dimensions using a measuring tape 

(Overall Dimensions of building footprint in Structure Information section). Exact dimensions 

are not required and small changes in shape, such as bay windows, extended entrances, or 

fireplace pads, can be ignored. 

Four common building shapes are provided on the worksheet for site-built residences and nonresidential structures, with boxes in which the user can enter dimensions. Rectangle, L-, U-, and 

T-shaped buildings are shown on the SDE Damage Inspection Worksheets. 

Substantial Damage Estimator Field Workbook 6-15 
SDE Field Inspection and Data Collection 

Table 6-5. Specific Features to Evaluate During Exterior Inspections of Residential Buildings 

Item Question Depth of flooding Examine all sides of the house (to verify the initial assessment of the flood depth reco

for the basic data). 

Obvious roof damage Observe the roof for: 

 Missing shingles or roof sheathing movement  Destruction of exterior walls 

Less obvious roof damage Observe the roof for: 

 Warping of the roof sheathing due to lost or damaged shingles  Viewed with the use of a ladder or by stepping back from the house and looking 

roof surface for ripples and sunken or raised areas 

 This type of damage may require replacement of a significantly larger portio

the roof sheathing and shingles than an initial inspection revealed. 

Foundation damage Examine the foundation for settlement, lateral movement, or cracking that affects stru

stability 

Post, pier, or column damage and an Examine these elements for homes with crawlspaces 

evaluation of the first floor stability Exterior wall damage Observe for holes or damage affecting the structural stability of the home 

6-16 Substantial Damage Estim
SDE Field Inspection and 

Table 6-6. Specific Features to Evaluate During Interior Inspections for Residential Building

Element Description What to Look For Foundation Damage that is significant enough to affect the overall 

structural stability of the foundation. 

Settlement, lateral displacement, or cracking not visiexterior. This is especially important for homes with crawlspace foundations. 

Superstructure Damage that either currently or in the future could affect 

the structural stability of the building, including the wall support systems as well as roof trusses and framing. 

Wall support system: • Deformation or distortion of the structural frame th

from the exterior 

Roof support system: • For intact ceilings: look for sagging, water marks, 

other damage that may indicate truss or roof frami

• For removed ceilings: view the truss and roof fram

Roof covering Damage to the roof sheathing, shingles/tiles, flashing, or 

other elements that are part of the roof covering. 

Sagging, water marks, and dripping water could indidamage. Also, look for daylight entering through howarped sheathing not visible from the outside. 

Interior finish Damage should be evaluated for a height of up to 1 foot 

above the interior high water mark. • For two-story houses with similar square footage on 

each floor, the first floor accounts for approximately 50 percent of the total quantity of these interior finish items in the house. 

It is assumed that all painted, stained, papered, or paneled surfaces touched by floodwaters will at least require cleaning, sanding, and resurfacing. 

Damaged, broken, or warped interior walls or framindoorways, or closets) studs. All wet insulation and drywall should be removed anproperly. 

Doors and windows Depending on the flood duration, these items will require 

either a small amount of cleanup plus paint/stain or total replacement due to warping. 

Damaged, broken, warped, or removed doors and wi

Substantial Damage Estimator Field Workbook 
SDE Field Inspection and Data Collection 

Table 6-6. Specific Features to Evaluate During Interior Inspections for Residential Building

Element Description What to Look For Cabinets and countertops 

Depending on the flood duration, these items will either require a small amount of cleanup, sanding, and new stain or paint for cabinets or total replacement due to 

warping. For kitchens with upper and lower cabinets, it will probably be necessary to replace both sets of cabinets to ensure matching of styles, material, and color to make the home marketable. 

Damaged, broken, warped, or removed cabinets and 

Floor finish With the exception of ceramic and marble tile, almost all 

floor coverings and sub-flooring that get wet will need to be replaced. 

Discolored, warped, cut, damaged, broken, or missin

Plumbing With the exception of broken fixtures or sections of pipe, 

many of these items can be flushed out with disinfectant, cleaned on the outside, and used again. 

Cracked, dented, misaligned, leaking, broken, or misor fixtures such as toilets, sinks, tub, and showers. Cwater supplies. 

Electrical Depending on the depth of flooding, there may only be a 

need to replace fixtures such as outlets, switches, lights, 

or a junction/fuse box below a certain flood elevation. 

Corroded, exposed, disconnected, broken, missing, oitems and fixtures 

Built-in appliances and heating cooling/ HVAC 

Depending on the depth of flooding, these may require only a cleanup with disinfectant plus a small amount of repairs or may require total replacement. 

Damaged, water-logged, broken, non-functioning, or or heating-cooling units 

6-18 Substantial Damage Estim
SDE Field Inspection and Data Collection 

When recording building dimensions, it may not be necessary to measure each side of a house. 

Inspectors that feel comfortable with the approach can visually estimate the general building 

length and width dimensions. 

6.4.2 Exterior Damage 

Table 6-5 presents the damaged items to look for while completing the exterior inspection of a 

residential building and can be photocopied for use by the inspectors. 

The inspection team should evaluate the exterior construction elements for residential and nonresidential construction to estimate the percent damage. This estimate should be based on a 

visual inspection of each element. When more than one inspector is present, a percent breakdown 

should be mutually agreed upon by the team. Appendix E provides further guidance on 

estimating percent damage for residential structures. 

One of the key factors for determining SD and separating damage from poor maintenance (i.e., 

peeling paint, worn interior floor finishes) is to consider the repairs necessary to get the structure 

up to local code requirements and its pre-damaged condition. 

 Remember: Because of their relative weight in the percentage 

calculation for residential structures, if the foundation, superstructure, 

interior finish, plumbing, or exterior finish is not significantly 

damaged, the structure will most likely not be substantially damaged. 

 Remember: Homes that are within the 45- to 55-percent damage 

range should be more carefully inspected than those that are clearly 

less or more damaged. The same is true for non-residential structures 

over a wider range—approximately 40 to 60 percent. 

6.5 INTERIOR INSPECTIONS 

It is important for inspectors to remember at ALL TIMES that they are inside someone’s home 

or in the case of non-residential buildings, on someone’s property. Inspectors should always 

verify that they have permission to enter the property. Appropriate care and respect should be 

demonstrated during the inspections. Inspectors should use the field inspection worksheets, 

located in Appendix B, to record data while performing the inspection. The worksheets contain 

fields that correspond to fields in the SDE software, so that data entry after the assessment has 

been performed can be done easily and accurately. 

6.5.1 Verify Stability 

Because of possible structural deficiencies, extreme caution should be exercised when entering 

damaged buildings. Inspectors must first verify that the floor of the building is stable enough to 

support their combined weight. Foundation settlement, high flood depths, and damage to floor 

joists can significantly weaken a floor. For structures built on crawlspaces or other elevated 

foundations, stability can be evaluated during the exterior inspection phase. 

Substantial Damage Estimator Field Workbook 6-19 
 

SDE Field Inspection and Data Collection 

6.5.2 Use Set Inspection Routine 

It is recommended that a set procedure be used for the interior inspection to avoid missing any 

rooms or damage. For instance, in residential structures, inspectors may want to start on the first 

floor with either the utility room (that house hot water tank, washer or dryer, furnace, etc.) or the 

kitchen, and then work their way through the home on a room-by-room basis. 

6.5.3 General Inspection Guidelines 

Not all elements that get wet are 100 percent damaged. As an example, a house that was flooded 

for short duration to a depth of 2 feet above the first floor will only need the drywall and 

insulation removed below a height of 3 to 4 feet (flood depth plus wicking). Similarly, unless 

broken or permanently contaminated, plumbing pipes and fixtures can be flushed out with 

disinfectant, cleaned on the outside, and used again. Depending on the depth of flooding, some 

built-in appliances may only require minor repairs. 

An important aspect of inspecting a structure is determining the damage to its support 

framework. If possible, the studs and foundation should be inspected for damage. Invasive 

procedures, such as tearing back wallpaper or drywall, should be kept to a minimum. Inspectors 

should try to locate areas that are already exposed. 

 Note: For short duration floods, the interior depth of flooding above 

the first floor (and therefore, the extent of interior damages) may be 

less than the exterior flood depth. 

6.5.4 Upgrades or Custom-Designed Items 

For residential structures, any significant upgrades in flooring, interior finishes, kitchen cabinets 

and countertops, appliances, or custom-designed interiors should be noted on the Damage 

Inspection Worksheets and evaluated in the Adjustments section of the software. 

For non-residential structures, interior adjustments could include built-in security or 

communications systems, conveyance (elevator/escalator) systems, skylights, floor and wall 

coverings, and built-in appliances or equipment. These items should be noted on the Damage 

Inspection Worksheets for non-residential structures and in the Adjustments section of the 

software. 

6.5.5 Interior Damage to Look for 

The inspection team should evaluate the interior construction elements from the SDE Element 

Percentages tab for both residential and non-residential structures. The estimate of the percent 

damage should be based on a visual inspection of each element. When more than one inspector is 

present, a percent damage should be mutually agreed upon by the team. Table 6-6 summarizes 

the type of interior damage to look for in residential buildings, and how to evaluate it, for the 

interior construction elements. Additionally, Appendix E provides further guidance on estimating 

percent damage for residential structures. 

6-20 Substantial Damage Estimator Field Workbook 
SDE Field Inspection and Data Collection 

6.6 COMPLETING SDE DATA ENTRY 

After the Damage Inspection Worksheets are completed, the SDE software can be used to 

determine SD. The format of the worksheets generally follows the layout of the software to 

facilitate efficient data entry. 

 Remember: Refer to the SDE User’s Manual and the SDE training 

video for assistance in completing data entry. 

6.6.1 SDE Report 

After the data have been entered and the methods for determining structure value (computed 

actual cash value, adjusted tax assessed value, or professional appraisal) and the cost of repairs 

(computed damages, contractor estimate, or community estimate) have been selected, a summary 

report can be printed for the structure. The SDE Coordinator should review the printed copy and 

then sign and date it. This printout is often the official determination for the building, and should 

be kept on file for future use. 

6.6.2 File Folders for SDE Inventory Data 

If file folders are used, the contents for each structure inventoried should include the following: 

 A signed and dated copy of the SDE individual structure report (1-page summary or 

4-page detailed report) 

 Photographs including captions with address or location, date, and team name 

 Tax data used to determine the location, address, habitable square footage, or structure 

value 

 Letter of Determination 

 Submittals and correspondence from property owners 

 Insurance claims data (if available) 

 Professional appraisal (if available) 

 Contractor’s estimate of repairs (if available) 

 Community’s estimate of repairs (if available) 

The contents of the file folder will be used to support determinations appealed by property 

owners that become involved in a formal judicial review. 

In addition, a general file folder for the disaster can be prepared to include the following: 

 Community Floodplain management ordinance 

 Sections of the applicable local code relevant to SD 

 Newspaper articles 

 Community press releases 

 Post-disaster photographs 

Substantial Damage Estimator Field Workbook 6-21 
 

SDE Field Inspection and Data Collection 

 Rainfall and stream gage data 

 Official estimates of the flood frequency 

 Copy of the Letter of Introduction used during the inspections 

 List or inventory of damaged structures 

 Community assessments of the disaster 

 Maps showing flooded and inventoried areas 

6-22 Substantial Damage Estimator Field Workbook 
Post-Determination Activities 

SECTION SEVEN POST-DETERMINATION ACTIVITIES 

After all the data are collected, recorded, and finalized, the community must initiate follow-up 

activities to distribute and enforce the results of the SD determinations. The community should 

conduct the following activities: 

1.	 Finalize and store the SDE data. 

2.	 Inform other community officials about the determinations and the NFIP requirements 

for reconstructing substantially damaged buildings. 

3.	 Prepare a press release to explain the determination process and the implications of the 

determinations. 

4.	 Prepare and distribute a “determination letter” with the name and telephone number of a 

community contact (sample determination letters are presented in Appendix C). The letter 

should note that the determination was required under the community’s floodplain 

management ordinance and should specify that all rebuilding, improvements, or new 

construction within the regulatory floodplain requires a community permit. 

5.	 Post notices of either SD or unsafe conditions on homes. 

6.	 Identify publications from FEMA, the Red Cross, and State or local agencies that provide 

guidance on rebuilding after a disaster. 

7.	 Identify potential mitigation measures for both the community and individual residents. 

8.	 Identify and activate appeal procedures. 

9.	 Notify the State NFIP Coordinator’s office of the results of the SD determinations and 

determine what, if any, additional activities are required. 

 Note: At a minimum, the community should perform activities 1, 2, 4, 

and 5 above. 

7.1 SUBSTANTIAL DAMAGE DETERMINATION LETTERS 

The determination letters should be consistently formatted and mailed to all residents within the 

inventory, including those without SD. Sample letters for both SD and no SD determinations are 

provided in Appendix C. These samples are provided as guidance, and their use is encouraged 

but not required. 

Letters should be mailed after all data are collected and the individual determinations have been 

signed and dated by the community official. The community should determine enforcement 

procedures for handling properties with letters that return unopened. It may be necessary to visit 

these buildings to verify that reconstruction has not started without the proper permits. 

7.1.1 Non-Substantially Damaged Structures 

For structures that are not substantially damaged, owners should be notified that building 

permits are required for rebuilding activities. The community should include a list of the 

necessary permits and permit fees with the determination letter as well as the appropriate 

community department to contact for questions. 

Substantial Damage Estimator Field Workbook 7-1 
 

Post-Determination Activities 

7.1.2 Substantially Damaged Structures 

For structures that are substantially damaged, the community should plan a meeting to explain 

the options for rebuilding. The date and location of this meeting should be identified in the 

determination letter. 

7.2 REVISING SDE DETERMINATIONS BASED ON PROPERTY OWNER DATA 

Upon receipt of the notification letter, some property owners may submit additional or more 

detailed information than the community used during the determination process. The community 

must evaluate these data and determine if it is appropriate to revise the existing determination. If 

the determination changes as a result of the new data, enforcement of the SD requirements will 

be based on the new determination. While all property owners have the option of submitting new 

data and requesting a revised determination, the community is not required to revise 

determinations based on the results of the re-evaluation. Nor is the community required to 

reimburse property owners for professional appraisals if an existing determination is reversed 

based on an appraisal paid for by the property owner. 

The community should always keep thorough documentation on record for any reversals of SD 

determinations. This documentation should include all supporting materials (e.g., contractor’s 

estimate, property appraisal, SDE records) used to justify the reversal and should clearly 

document the reason the initial determination was reversed. Because enforcement of the SD 

regulations is a key part of a community’s floodplain management responsibilities under the 

NFIP, a review of SD determinations (and determination reversals) may be conducted as part of 

a Community Assistance Visit (CAV). CAVs are periodically conducted by State floodplain 

management or FEMA officials to assess a community’s compliance with NFIP-required 

floodplain management enforcement. For a community to remain in good standing with the 

NFIP, the community must show it is adequately enforcing these regulations. Communities that 

do not retain good standing with the program are subject to probation or suspension from the 

program, which can have dire consequences for the community’s residences and business owners 

with property in the SFHA. These consequences include the loss of federally backed flood 

insurance and limited Federal disaster aid following declared flood events (i.e., no aid for the 

permanent repair or reconstruction of insurable buildings in SFHAs). 

7-2 Substantial Damage Estimator Field Workbook 
APPENDIX A 

REFERENCES
 

Appendix A 

References
 

REFERENCES 

Federal Emergency Management Agency (FEMA), 1991. Answers to Questions about 

Substantially Damaged Buildings, FEMA 213. 

Federal Emergency Management Agency (FEMA), 2007. Increased Cost of Compliance 

Brochure, FEMA F-663. March 2007. 

Federal Emergency Management Agency (FEMA), 2008. Increased Cost of Compliance Fact 

Sheet. 

Federal Emergency Management Agency (FEMA), 2010a. SDE and Your Community. FEMA 

training video. 

Federal Emergency Management Agency (FEMA), 2010b. Substantial Damage Estimator 

(SDE), Version 1.0 software. 

Federal Emergency Management Agency (FEMA), 2010c. Substantial Improvement/Substantial 

Damage Desk Reference. FEMA P-758. 

A-1 
 

Appendix A 

References 

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A-2 Substantial Damage Estimator Field Workbook 
APPENDIX B 

FORMS AND CHECKLISTS 

 Blank SDE Damage Inspection Worksheets – Single/Multi-Family 

 Blank SDE Damage Inspection Worksheets – Manufactured Homes 

 Blank SDE Damage Inspection Worksheets – Non-residential Buildings 

 Checklist 1 – Pre-Disaster Planning 

 Checklist 2 – Field Preparations 

 Photo Log 

Note: Fields and sections on the inspection worksheets that are required to save an assessment 

when using the SDE software are denoted in italics and bolded italics, respectively. 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix B 

Forms and Checklists 

SDE DAMAGE INSPECTION WORKSHEET 

Single-Family, Row, or Townhouse Site Built Residences 

Subdivision Information: 

Subdivision: Parcel # 

Elevation of lowest floor: Datum: 

Lot # 

Community Information: 

NFIP Community Name: 

Latitude: 

Building Address: 

Owner’s First Name: 

Building Address #: 

City: 

Phone #: 

Mailing Address: 

Mailing Address#: 

City: 

Phone #: 

Care of: 

NFIP Community ID: 

Longitude: 

Last Name: 

Street: 

State: Zip: 

County: 

Street: 

State: Zip: 

County: 

Suffix: 

Suffix: 

Structure Attributes: 

Style: 1-story _______ 2-story _______ More than 2 stories _______ 

Foundation: Continuous Wall w/ Slab _______ Piles _______ Crawlspace _______ 

Slab-on-Grade _______ Basement _______ 

Superstructure: Stud-Framed _______ Masonry _______ ICF _______ Common Brick ______ 

Roof Covering: Shingles _______ Clay Tile _______ Slate _______ 

Standing Seam (Metal Roof) _______ 

Blank SDE Damage Inspection Worksheets B-1 
 

 

Appendix B 

Forms and Checklists 

Exterior Finish (Type) ___________________________________________________________________ 

HVAC: Yes _______ No _______ 

Structure Information: 

Year of Construction: __________________________________ 

Quality of Construction: Low _______ Budget _______ Average _______ Good _______ 

Excellent _______ 

Condition of Structure: Average ________ Good ________ Excellent _________ 

Overall Dimensions of building footprint: ___________________ 

Damage Information: 

Date Damaged Occurred: _______________________________________________________________ 

Cause of Damage: Fire _______ Flood _______ Seismic _______ Wind _______ Other _______ 

Duration of Flood: ______________ hours or _______ days 

Est. Flood Elevation (ft) ______________ Est. Flood Depth (ft above first floor) ___________________ 

Flood Depth above Lowest Floor: Exterior Walls _______ ft Interior Walls _______ ft 

B-2 Blank SDE Damage Inspection Worksheets 
 

 

 

 

 

 

 

Appendix B 

Forms and Checklists 

Inspector Information: 

Name of Inspector: 
 

Date of Inspection: Time of Inspection: 

Phone Number of Inspector (including area code):
 

NFIP Information: 

NFIP Community ID:

FIRM Suffix: 

BFE (NGVD): 

Date of FIRM Panel: 

Regulatory Floodway: Yes 

FIRM Panel #: 

No 

FIRM Zone: 

Potential 

Adjustments: 

Roof: Description ______________________________ Quantity (sq ft) _______ Unit Cost _______ 

Heating/Cooling: Description _____________________ Quantity (each) ________ Unit Cost _______ 

Appliances: Description _________________________ Quantity (each) ________ Unit Cost _______ 

Fireplaces: Description _________________________ Quantity (each) ________ Unit Cost _______ 

Porch/Breezeways: Description __________________ Quantity (sq ft) _______ Unit Cost _______ 

Garage: Description ___________________________ Quantity (sq ft) _______ Unit Cost _______ 

Additional Adjustments; 

Adjustment: _______ Quantity _______ Units _______ Unit Cost _______ 

Adjustment: _______ Quantity _______ Units _______ Unit Cost _______ 

Adjustment: _______ Quantity _______ Units _______ Unit Cost _______ 

Blank SDE Damage Inspection Worksheets B-3 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix B 

Forms and Checklists 

PERCENT OF DAMAGE FIELD ESTIMATE (for single/multi-family site built homes) 

% Foundations 

% Superstructure (Framing/Masonry) 

% Roof Covering 

% Exterior Finish 

% Interior Finish 

% Doors and Windows 

% Cabinets/Countertops 

% Floor Finish 

% Plumbing 

% Electrical 

% Appliances 

% Heating/Cooling (HVAC) 

Condition of Structure: (Check one) 

Inundation damage only Minor structural damage Major structural damage 

Partially collapsed Structure moved off foundation Totally destroyed/collapsed 

Description of Damage: (Answer yes or no) 

Plumbing: Exposed In need of repair 

HVAC/Electrical: Submerged Damaged Repair Replace 

Use numbers from the right to describe the condition of items C through F: 

(C) Foundation 1. No visible damage 5. Dislodged/Destroyed 

(D) Exterior walls 2. Settlement/cracked 6. Submerged 

(E) Interior walls 3. Partially missing 7. Include all of the above 

(F) Roof 4. Sagging 8. Other (explain) 

B-4 Blank SDE Damage Inspection Worksheets 
Appendix B 

Forms and Checklists 

Blank SDE Damage Inspection Worksheets B-5 
Appendix B 

Forms and Checklists 

This page intentionally left blank. 

B-6 Blank SDE Damage Inspection Worksheets 
 

 

 

 

 

 

 

 

 

 

 

 

Appendix B 

Forms and Checklists 

Manufactured Homes 

SDE DAMAGE INSPECTION WORKSHEET 

Subdivision Information: 

Subdivision: 

Elevation of lowest floor: 

Parcel # 

Datum: 

Lot # 

Community Information: 

NFIP Community Name: 

Latitude: 

Building Address: 

Owner’s First Name: 

Building Address #: 

City: 

Phone #: 

Mailing Address: 

Mailing Address#: 

City: 

Phone #: 

Care of: 

NFIP Community ID: 

Longitude: 

Last Name: 

Street: 

State: Zip: 

County: 

Street: 

State: Zip: 

County: 

Suffix: 

Suffix: 

Structure Attributes: 

Foundation: Continuous Wall w/ Slab, or Piers and Posts _______ Piles _______ Crawlspace _______ 

Structure Information: 

Year of Construction: ___________________________________________________________________ 

Quality of Construction: Low _______ Budget _______ Average _______ Good _______ Excellent ____ 

Condition of Structure: Average ________ Good ________ Excellent _________ 

Overall Dimensions of building footprint: ____________________________________________________ 

Blank SDE Damage Inspection Worksheets B-7 
 

 

Appendix B 

Forms and Checklists 

Damage Information: 

Date Damaged Occurred: ________________________________________________________________ 

Cause of Damage: Fire _________ Flood ________ Seismic _________ Wind _________ Other ______ 

Duration of Flood: __________hours or __________days
 

Est. Flood Elevation (ft) ____________ Est. Flood Depth (ft above first floor) _______________________ 

Flood Depth above Lowest Floor: Exterior Walls ____________ft Interior Walls ____________ft
 

Inspector Information: 

Name of Inspector: _____________________________________________________________________ 

Date of Inspection: _________________________ Time of Inspection: ___________________________ 

Phone Number of Inspector (including area code): ____________________________________________ 

NFIP Information: 

NFIP Community ID:_____________________________ FIRM Panel #: __________________________ 

FIRM Suffix: ______________Date of FIRM Panel:_________________ FIRM Zone: ________________ 

BFE (NGVD): _____________Regulatory Floodway: Yes ___________ No __________ Potential _____ 

B-8 Blank SDE Damage Inspection Worksheets 
___________________ _______ 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix B 

Forms and Checklists 

Adjustments: 

Roof: Description ______________________________ Quantity (sq ft) ______ Unit Cost _______ 

Heating/Cooling: Description _____________________ Quantity (each) _______ Unit Cost _______ 

Appliances: Description _________________________ Quantity (each) _______ Unit Cost _______ 

Fireplaces: Description __________________________ Quantity (each) _______ Unit Cost _______ 

Porch/Breezeways: Description Quantity (sq ft) ______ Unit Cost 

Garage: Description ____________________________ Quantity (sq ft) ______ Unit Cost _______ 

Additional Adjustments: 

Adjustment: _______ Quantity _______ Units _______ Unit Cost _______ 

Adjustment: _______ Quantity _______ Units _______ Unit Cost _______ 

Adjustment: _______ Quantity _______ Units _______ Unit Cost _______ 

PERCENT OF DAMAGE FIELD ESTIMATE (for manufactured homes) 

% Foundations 

% Superstructure (Framing/Masonry) 

% Roof Covering 

% Exterior Finish 

% Interior Finish 

% Doors and Windows 

% Cabinets/Countertops 

% Floor Finish 

% Plumbing 

% Electrical 

% Appliances 

% Heating/Cooling (HVAC) 

Condition of Structure: (Check one) 

Inundation damage only Minor structural damage Major structural damage 

Partially collapsed Structure moved off foundation Totally destroyed/collapsed 

Blank SDE Damage Inspection Worksheets B-9 
 

Appendix B 

Forms and Checklists 

Description of Damage: (Answer yes or no) 

Plumbing: Exposed _____________________ In need of repair ____________________________ 

HVAC/Electrical: Submerged _______ Damaged ________ Repair ________ Replace ________ 

Use numbers from the right to describe the condition of items C through F: 

(C) Foundation _________ 1. No visible damage 5. Dislodged/Destroyed 

(D) Exterior walls _______ 2. Settlement/cracked 6. Submerged 

(E) Interior walls ________ 3. Partially missing 7. Include all of the above 

(F) Roof ______________ 4. Sagging 8. Other (explain) ___________ 

B-10 Blank SDE Damage Inspection Worksheets 
Appendix B 

Forms and Checklists 

Blank SDE Damage Inspection Worksheets B-11 
Appendix B 

Forms and Checklists 

This page intentionally left blank. 

B-12 Blank SDE Damage Inspection Worksheets 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix B 

Forms and Checklists 

SDE DAMAGE INSPECTION WORKSHEET 

Non-Residential Buildings 

Subdivision Information: 

Subdivision: Parcel # Lot # 

Elevation of lowest floor: Datum: 

Community Information: 

NFIP Community Name: NFIP Community ID: 

Latitude: Longitude: 

Building Address 

Owner’s First Name: Last Name: 

Building Address #: Street: Suffix: 

City: State: Zip: 

Phone #: County: 

Mailing Address 

Mailing Address#: Street: Suffix: 

City: State: Zip: 

Phone #: County: 

Care of: 

Structure Information 

Year of Construction: 

Number of Stories: 1 2 through 4 5 or more 

Structure Use: Department Store Motel Restaurant 

Commercial Retail Strip Mall Conv. Store 

Fire/Police Station Elementary School Apartments 

Courthouse Grocery Store Mini Warehouse 

Hospital Long-term Care Facility Auditorium 

House of Worship Fast Food Restaurant Municipal Bldg. 

Office Buildings Hotel High School 

Industrial 

Blank SDE Damage Inspection Worksheets B-13 
 

 

 

 

 

 

 

 

 

Appendix B 

Forms and Checklists 

Sprinkler System: Yes_______ No_______ 

Conveyance: Yes_______ No_______ 

Quality of Construction: Low _____ Budget _______ Average _______ Good _______ Excellent _______ 

Condition of Structure: Average ________ Good ________ Excellent _________ 

Overall Dimensions of building footprint: 

Damage Information 

Date Damaged Occurred: 
 

Cause of Damage: Fire Flood Flood & Wind Seismic Wind 

Duration of Flooding: hours or days 

Est. Flood Elevation (ft) Est. Flood Depth (ft above first floor) 

Flood Depth above Lowest Floor: Exterior Walls ft Interior Walls ft
 

B-14 Blank SDE Damage Inspection Worksheets 
 

 

 

 

 

 

PERCENT OF DAMAGE FIELD ESTIMATE (for non-residential buildings) 

 

 

Appendix B 

Forms and Checklists 

Inspector Information 

Name of Inspector: 

Date of Inspection: Time of Inspection: 

Phone Number of Inspector (including area code): 

NFIP Information 

NFIP Community ID: FIRM Panel #: 

 FIRM Suffix: Date of FIRM Panel: FIRM Zone: 

BFE (NGVD): Regulatory Floodway: Yes No Potential 

Adjustments 

Built-In Equipment: Description ________________________ Quantity (each) _____ Unit Cost _____ 

 Roofing: Description ________________________________ Quantity (sq ft) _____ Unit Cost _____ 

Built-In Security/Communications: Description ____________ Quantity (each) _____ Unit Cost _____ 

Conveyance System: Description ______________________ Quantity (sach) _____ Unit Cost _____ 

Wall Covering: Description ___________________________ Quantity (sq ft) _____ Unit Cost _____ 

Window/Skylights: Description ________________________ Quantity (each) _____ Unit Cost _____ 

Additional Adjustments 

Description __________________________________________ Quantity (each) _____ Unit Cost _____ 

Description __________________________________________ Quantity (each) _____ Unit Cost _____ 

Description __________________________________________ Quantity (each) _____ Unit Cost _____ 

Description __________________________________________ Quantity (each) _____ Unit Cost _____ 

% Foundations 

% Superstructure

% Roof Covering 

% Plumbing 

% Electrical 

% Interiors
 

% HVAC
 

Blank SDE Damage Inspection Worksheets B-15 
 

 

 

 

 

 

Appendix B 

Forms and Checklists 

Condition of Structure: (Check one) 

Inundation damage only Minor structural damage Major structural damage 

Partially collapsed Structure moved off foundation Totally destroyed/collapsed 

Description of Damage: (Answer yes or no) 

Plumbing: Exposed In need of repair 

HVAC/Electrical: Submerged Damaged Repair Replace 

Use numbers from the right to describe the condition of items C through F: 

(C) Foundation 1. No visible damage 5. Dislodged/Destroyed 

(D) Exterior walls 2. Settlement/cracked 6. Submerged 

(E) Interior walls 3. Partially missing 7. Include all of the above 

(F) Roof 4. Sagging 8. Other (explain) 

B-16 Blank SDE Damage Inspection Worksheets 
Appendix B 

Forms and Checklists 

Blank SDE Damage Inspection Worksheets B-17 
Appendix B 

Forms and Checklists 

This page intentionally left blank. 

B-18 Blank SDE Damage Inspection Worksheets 
Appendix B 

Forms and Checklists 

Checklist 1 – Pre-Disaster Planning 

(page 1 of 2) 

Need Completed Item 

1. ________ ________ Review NFIP requirements for substantial damage. 

2.	 ________ ________ Review SDE software and User’s Manual to understand the data 

requirements. 

3. ________ ________ Select a SDE Coordinator. 

4.	 ________ ________ Review the building quality definitions and determine the building 

qualities and types for the floodprone areas of the community. 

5.	 ________ ________ Research and develop replacement costs and market values for 

residential and non-residential structures in the community. 

Resources include industry-accepted cost-estimating guides, 

building permit data, discussions with local contractors or 

realtors, adjusted tax data, guidance from adjacent communities, 

or personal experience with residential and non-residential cost 

estimating. 

6.	 ________ ________ Identify flood maps to use for substantial damage determinations. 

This includes DFIRMS, FBFMs, FIS text, community maps 

showing previously flooded areas, and other flood studies by 

Federal or State agencies. 

7. ________ ________ Identify street or address maps. 

8. ________ ________ Identify tax parcel maps. 

9.	 ________ ________ Transfer SFHA (or 100-year floodplain) and floodway boundaries 

from FIRM, DFIRM, and/or FHBM to street, address, or tax 

parcel map. 

10.	 ________ ________ Identify type, location, and community contact for tax data that 

applies to substantial damage determinations. Any or all of the 

following data will be useful: owner name, building address, type 

of house, non-residential building use, year of construction, 

square footage, number of stories, adjusted building values, 

number of years since last tax adjustment, and dates of additions 

or renovations. 

11. ________ ________ Pre-enter available SDE data into the software. 

Checklist 1 B-19 
__________________________________________ 

16. _______

7. ______

__________________________________________ 

__ ________ ____________________________________________________ 

__________________________________________ 

_ ________ ____________________________________________________ 

__________________________________________ 

15. ________ ________ ____________________________________________________ 

_

__________________________________________ 

__________________________________________ 

__________________________________________ 

________ ________ ____________________________________________________ 

Appendix B 

Forms and Checklists 

Checklist 1 – Pre-Disaster Planning

(page 2 of 2) 

Need Completed Item 

12. ________ ________ Prepare a Letter of Introduction. 

13.	 ________ ________ Develop a substantial damage action plan listing basic activities 

and responsible departments. 

14. ________ ________ ____________________________________________________ 

1

Procedures to Review 

Need Completed 

1.	 ________ _______ Determine entry procedures for entering locked or occupied 

buildings.
 

2.

3. ________ ________ ____________________________________________________ 

4. ________ ________ ____________________________________________________ 

B-20 Checklist 1 
Appendix B 

Forms and Checklists 

Checklist 2 – Field Preparations

(page 1 of 2) 

Need Have Item 

1.	 ________ ________ Flood maps – DFIRMs, FBFMs, FEMA Flood Recovery maps, or 

other floodplain or flood risk maps. 

2. ________ ________ Tax or address map with 100-year flood boundaries. 

3.	 ________ ________ Route map – showing proposed areas and sequence for data 

collection. 

4.	 ________ ________ Tax data – homeowner/building owner name, address, and zip 

code, mailing address and zip code, number of stories, 

dimensions, or habitable square footage (if available). 

5. ________ ________ SDE Damage Inspection Worksheets. 

6. ________ ________ Photo ID badge. 

7.	 ________ ________ Letter of Introduction with community Point of Contact (name and 

telephone number). 

8. ________ ________ Clip boards, pens/pencils, steno pad or writing tablet, highlighter. 

9. ________ ________ 100-ft tape measure (to obtain or verify structure dimensions). 

10. ________ ________ Address board. 

11. ________ ________ Hard hat, gloves, safety glasses, steel-toe shoes, and flashlight. 

12. ________ ________ Cell phones, walkie-talkies, or pagers. 

13. ________ ________ Camera, film/memory cards, and extra batteries. 

14. ________ ________ Copies of blank photo logs. 

15.	 ________ ________ Verify that police, fire, and emergency management agencies 

have been advised of inspections. 

Checklist 2 B-21 
16. ________ ________ _______________________________________________ 

_______________________________________________ 

_______________________________________________ 

_______________________________________________ 

17. ________ ________ _______________________________________________ 

18. ________ ________ _______________________________________________ 

__________________________________________ 

__________________________________________ 

Appendix B 

Forms and Checklists 

Checklist 2 – Field Preparations

(page 2 of 2) 

Need Have Item 

Procedures to Review 

Need Completed 

1. ________ ________ SDE data requirements. 

2. ________ ________ Housing quality and non-residential building quality. 

3. ________ ________ SDE inspection procedures. 

4. ________ ________ Data collection route. 

5. ________ ________ Guidelines for interaction with residents and building occupants. 

6. ________ ________ Procedures for dealing with locked or occupied buildings. 

7. ________ ________ ____________________________________________________ 

8. ________ ________ ____________________________________________________ 

B-22 Checklist 2 
 

Appendix B 

Forms and Checklists 

PHOTO LOG 

Team ID Name/Number: ________________________ 

Date: _____/_____/_____ 

Memory 

Stick No. Photo No. Address / Description 

Photolog B-23 
Appendix B 

Forms and Checklists 

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B-24
 
APPENDIX C 

SAMPLE DOCUMENTS
 

 Letter of Introduction 

 NOTICE OF DETERMINATION – Substantial Improvement 

 NOTICE OF DETERMINATION – Substantial Damage 

 NOTICE OF DETERMINATION – No Substantial Damage 

 Recommended Guidelines for Contact with Property Owners 

Appendix C 

Sample Documents 

Sample Letter of Introduction 

City of Floodville 

Department of Building Inspections 

1212 River Road 

Floodville, NY 14008 

September 8, 2007 

LOI 

Dear Property Owner: 

The carrier of this letter is on official business for the City of Floodville during the hours 

between 8:00 AM and 6:00 PM. 

As the result of the flooding that occurred between September 3rd and 4th, 2001, City staff will 

be inspecting buildings throughout the community for evidence of substantial damage. This 

evaluation is required by our Floodplain Management Ordinance dated April 8, 2005. These 

inspections apply to all structures within the 100-year floodplain as shown on the Federal 

Emergency Management Agency (FEMA) Flood Insurance Rate Map (FIRM) for Floodville 

dated June 19, 2002. 

The inspectors will require approximately 15 to 20 minutes for residential buildings and 20 to 90 

minutes for non-residential buildings to inspect for exterior and interior damage. They will 

record the required information used by the Floodville Department of Building Inspections for 

making substantial damage determinations. After the City has completed the determination 

process, a written determination will be mailed to the owners of the inspected structures. 

Please be advised that all repairs, reconstruction, and new construction are subject to the 

provisions of the Floodville Building Code and may require a permit. Construction activities that 

occur without a proper permit are considered to be non-compliant and may result in daily fines 

and/or the removal of the non-compliant construction. 

If you refuse admittance to the inspectors, your address will be provided to our City Attorney for 

processing of a formal legal request to inspect the structure during normal business hours. 

Questions regarding the inspection process may be directed to me or Mr. William Jones of the 

Department of Building Inspections at 708-555-1212 between the hours of 7:30 AM and 5:00 

PM, Monday through Friday. 

Sincerely, 

Lisa Donaldson, Chief Inspector 

Department of Building Inspections 

 C-1 
Appendix C 

Sample Documents 

Sample Letter to Notify Property Owners 

of a Determination that Work Constitutes Substantial Improvement 

NOTICE OF SUBSTANTIAL IMPROVEMENT DETERMINATION 

(RESIDENTIAL) 

Dear Property Owner: 

We have reviewed your recent application for a permit to [describe proposed 

improvement/addition] your existing home that is located in a mapped Special Flood Hazard 

Area. As required by our floodplain management regulations and/or building code, we have 

determined that the proposed work constitutes substantial improvement of the building. This 

determination is based on a comparison of the cost estimate of the proposed work to the market 

value of the building (excluding land value). When the costs equal or exceed 50 percent of the 

market value of the building, the work is substantial improvement. 

As a result of this determination, you are required to bring the building into compliance with the 

flood damage-resistant provisions of the regulations and/or code [cite pertinent sections]. 

We would be pleased to meet with you and your designated representative (architect/builder) to 

discuss how to bring your home into compliance. There are several aspects that must be 

addressed to achieve compliance. The most significant requirement is that the lowest floor, as 

defined in the regulations/code, must be elevated to or above the base flood elevation (BFE) [or 

the elevation specified in the regulations/code]. You may wish to contact your insurance agent to 

understand how raising the lowest floor higher than the minimum required elevation can reduce 

National Flood Insurance Program (NFIP) flood insurance premiums. 

Please resubmit your permit application along with plans and specifications that incorporate 

compliance measures. Construction activities that are undertaken without a proper permit are 

violations and may result in citations, fines, or other legal action. 

C-2 
Appendix C 

Sample Documents 

Sample Letter to Notify Property Owners 

of a Determination that Work Constitutes Repair of Substantial Damage 

NOTICE OF SUBSTANTIAL DAMAGE DETERMINATION 

(RESIDENTIAL) 

Dear Property Owner: 

We have reviewed your recent application for a permit to repair your existing home that was 

damaged by [insert cause of damage]. The building is located in a mapped Special Flood Hazard 

Area. As required by our floodplain management regulations and/or building code, we have 

determined that the building has been substantially damaged. This determination is based on a 

comparison of the cost estimate of the work required to restore the building to its pre-damage 

condition to the market value of the building (excluding land value). When the cost to repair 

equals or exceeds 50 percent of the market value of the building, the work is repair of substantial 

damage. 

As a result of this determination, you are required to bring the building into compliance with the 

flood damage-resistant provisions of the regulations and/or code [cite pertinent sections]. 

We would be pleased to meet with you and your designated representative (architect/builder) to 

discuss how to bring your home into compliance. There are several aspects that must be 

addressed to achieve compliance. The most significant requirement is that the lowest floor, as 

defined in the regulations/code, must be elevated to or above the base flood elevation (BFE) [or 

the elevation specified in the regulations/code]. You may wish to contact your insurance agent to 

understand how raising the lowest floor higher than the minimum required elevation can reduce 

National Flood Insurance Program (NFIP) flood insurance premiums. 

If the damage was caused by flooding and if you have a flood insurance policy from the NFIP, 

you should contact your adjuster to discuss the Increased Cost of Compliance (ICC) coverage. 

This coverage may provide a claim payment to help pay for work required to bring your home 

into compliance. Your adjuster can explain that the ICC claim may also be used to pay certain 

costs associated with demolishing and rebuilding your home, or moving your home to a site 

outside of the floodplain. 

Please resubmit your permit application along with plans and specifications that incorporate 

compliance measures. Construction activities that are undertaken without a proper permit are 

violations and may result in citations, fines, or other legal action. 

 C-3 
Appendix C 

Sample Documents 

Sample Letter to Notify Property Owners 

of a Determination that Work does NOT Constitute Repair of Substantial Damage 

NOTICE OF DETERMINATION (RESIDENTIAL) 

Dear Property Owner: 

We have reviewed your recent application for a permit to repair your existing building that was 

damaged by [insert cause of damage]. The building is located in a mapped Special Flood Hazard 

Area. As required by our floodplain management regulations and/or building code, we have 

determined that the work proposed to repair the damage does not constitute repair of substantial 

damage. This determination is based on a comparison of the cost estimate of the work required to 

restore the building to its pre-damage condition to the market value of the building. 

Please be advised that we will make another determination if you elect to perform work other 

than what is necessary to repair the damage, such as additional renovations or upgrades or 

building an addition. Construction activities that are undertaken without a proper permit are 

violations and may result in citations, fines, or other legal action. 

C-4 
Appendix C 

Sample Documents 

Recommended Guidelines for 

Contact with Property Owners 

1.	 The objectives of the inspections are to accurately collect the data required for the substantial damage 

determinations as fast as possible and move on to the next building. 

2.	 Remember that you are entering someone’s home or in the case of non-residential structures, their 

property or place of business, on official City business. Therefore, conduct yourself in a professional 

manner and be respectful of personal property. Many of these owners and occupants have suffered 

significant financial losses. 

3.	 The inspections should be conducted between the hours of ____ AM and ___ PM in accordance with 

the hours discussed in the City’s Letter of Introduction dated __________. 

4.	 Due to the extensive damages, many of the homes and buildings may be unoccupied. Therefore, you 

will have little or no contact with many of the occupants as you complete your inspections. 

5.	 When approached by a property owner or occupant, verify that the building being inspected is theirs 

and then hand them a Letter of Introduction. In general, property owners and occupants will be 

curious and possibly suspicious of the inspections. Explain that you are only there to inspect for 

damage and record the required data. 

6.	 Property owners and occupants with additional questions should call the Point of Contact identified in 

the Letter of Introduction. Try to avoid lengthy conversations as much as possible. Many of the 

conversations will become repetitive and will unnecessarily slow down the rate of inspections. 

7.	 Unless specifically directed to by the SDE coordinator, do not try to explain the substantial damage 

determination process, what the results might mean for the property owner, or any State or Federal 

buyout or other post-disaster grant or funding program. 

8.	 Under the SDE coordinator’s direction, explain that building permits may be required for any 

reconstruction, repairs, or new construction in the aftermath of the disaster. Also, any reconstruction, 

repairs, or new construction without a proper permit may be considered as non-compliant 

construction and could result in daily fines and/or removal of the non-compliant construction. 

9.	 For locked properties or properties where the owner or occupant is present and refuses to allow you 

inside, simply record the address, a name and telephone number (if available), the reason for no entry, 

and then hand the owner or occupant a Letter of Introduction before moving on to the next home. 

10. Before entering a building, verify that the floor is safe to walk on, and then enter carefully. Refrain 

from pulling pieces of plaster, tearing out drywall or ceilings, or tearing back wallpaper or drywall 

unless absolutely necessary for the assessment of the damages on the percent breakdown section of 

the Damage Inspection Worksheet. 

 C-5 
Appendix C 

Sample Documents 

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C-6 
APPENDIX D 

LIST OF RECOMMENDED CONSTRUCTION ELEMENTS TO BE 

INCLUDED IN A CONTRACTOR OR COMMUNITY ESTIMATE OF 

REPAIRS 

 

 

 

 

 

 

 

 

 

Appendix D 

List of Recommended Construction Elements 

List of Recommended Elements to be Included 

In a Contractor or Community Estimate of Repairs 

ALL STRUCTURES 

Address or Location: 

Community: 

ITEMS THAT MUST BE INCLUDED (check box on left if present): 

All structural elements, including: 

 1.	 Foundations (e.g., spread or continuous foundation footings, perimeter walls, etc.) 

 2.	 Monolithic or other types of concrete slabs 

 3.	 Bearing walls, tie beams, trusses 

 4.	 Joists, beams, subflooring, framing, ceilings 

 5.	 Interior non-bearing walls 

 6.	 Exterior finishes (e.g., brick, stucco, siding) 

 7.	 Windows and exterior doors 

 8.	 Roofing, gutters, and downspouts 

 9. Hardware 

 10.	 Attached decks and porches 

 11. 

 12. 

 13. 

 14. 

 15. 

All interior finish elements, including: 

 1. Floor finishes (e.g., hardwood, ceramic vinyl, linoleum, stone, and wall-to-wall carpet 

over subflooring) 

 2.	 Bathroom tiling and fixtures 

 3.	 Wall finishes (drywall, painting, stucco, plaster, paneling, and marble) 

 4.	 Built-in cabinets (kitchen, utility, entertainment, storage, and bathroom) 

 5. Interior doors 

 6.	 Interior finish carpentry 

 7.	 Built-in bookcases and furniture 

 8. Hardware 

 9. Insulation 

 10. 

D-1 
 

 

 

 

 

 

 

 

 

 

Appendix D 

List of Recommended Construction Elements 

List of Recommended Elements to be Included 

In a Contractor of Community Estimate of Repairs 

ALL STRUCTURES
 

ITEMS THAT MUST BE INCLUDED (check box on left if present): 

All utility and service equipment, including: 

 1. HVAC equipment 

 2.	 Plumbing fixtures and piping 

 3.	 Electrical wiring, outlets, and switches 

 4.	 Light fixtures and ceiling fans 

 5. Security systems 

 6. Built-in appliances 

 7.	 Central vacuum systems 

 8. Water filtration, conditioning, or recirculation systems 

 9. 

 10. 

 11. 

 12. 

ITEMS THAT MAY BE EXCLUDED: 

 1.	 Trash removal and clean-up 

 2.	 Costs to temporarily stabilize a building so that it is safe to enter and evaluate 

 3.	 Costs to obtain or prepare plans and specifications 

 4.	 Land survey costs 

 5.	 Permit fees and inspection fees 

 6. Carpeting and re-carpeting installed over finished flooring such as wood or tiling 

 7. Outside improvements, including landscape, irrigation, sidewalks, driveways, fences, 

yard lights, swimming pools, pool enclosures, and detached accessory structures 

 8. Costs required for minimum necessary work to correct existing violations of health, 

safety, and sanitary codes 

 9.	 Plug-in appliances such as washing machines and stoves 

 10. 

 11. 

 12. 

 13. 

 14. 

 15. 

D-2 
 

APPENDIX E 

GUIDANCE FOR ESTIMATING PERCENT DAMAGE FOR 

RESIDENTIAL STRUCTURES
 

GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR RESIDENTIAL PR

Basic Flooding Model Assumptions: 

1) Medium height freshwater flooding - limited duration. No high-velocity action; no wave action. 

Description 

2) A 1-story house (without a basement) is used for this example house to establish the Categories of Work percentages of total costs. 

Damage Threshold 

Foundation 0 to 25% 25-50% 50-75% 

Continuous perimeter foundations, footings, and Water level rises just above Water level is 4-7 feet against Wate

piers for internal beams and floor loads. Footing Water level does not rise to first floor level. the outside of the building. again

depth averages between 30 inches and 42 inches the level of the bottom of the build

below ground level. Materials include first floor of the structure. 

unreinforced cast-in-place concrete, unreinforced Limited scouring at the Limited scouring at the Limit

masonry or concrete masonry units (CMUs), No scouring at the footings. footings. footings.

concrete slab on grade, or raised slab Some undermining but no Soils are saturated. Soils are saturated and Founconstruction. visible cracking at concrete unstable and/o

slab. been 

Undermining of the concrete Cracks noted on or along the Portioslab, especially at corners - foundation walls. damahairline cracks only. 

Significant undermining of Signi

Common Damages 

the concrete slab - significant conc

Threshold Markers 

cracking is visible. and s

slab. 

Short-term inundation to Short-term inundation - Floodwaters extend over the top Settle

limited heights. Limited Foundation is inundated with of the foundation system - due to scouring and erosion - low flow flood waters but for a limited significant inundation for over 12 Foundand low velocity floodwaters. duration. Limited scouring or hours. Some cracking of the of the 

No noticeable cracking of the undermining of the foundation masonry/concrete foundation and mmasonry or displacement of the or footings is found. Minor walls. Some damages to the instab

foundation walls. cracking from some settlement foundation wall from debris or house

but no displacement, heaving settlement noted. approor discontinuities of the structural support systems.

Coastal floods may have more evidence of scouring at the supports - the foundation system ma

Special Considerations for resist this scouring action. 

Coastal/High Velocity Floods High velocity floodwaters may create erosion/scouring that the building has not been designed t

Substantial Damage Estimator Page 1 of 12 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR RESIDENTIAL PR

Superstructure (Wood Frame/Masonry) 0 to 25% 25-50% 50-75% 

The wall support systems that extend from the Water level rises just above Water level is up to 3 feet Wate

foundation wall to the roof structure. Water level does not rise to first floor level. high on the first floor level. first f

Superstructure includes the exterior wall the level of the bottom of the 

sheathing panels, shear panels, or braced wall 

ke s first floor of the structure. 

panels. This section also includes structural 

Threshol MNo damage to the roof Damage to the exterior walls Some damages to exterior Signir ra

members that support the roof (rafters and framing. is limited walls. walls

trusses), but does not include the roof sheathing. 

d 

Damage to the roof framing Significant damage to Signiis limited. sections of the roof framing. portio

Wood frame construction: roof fLightweight lumber or metal studs Interior wall framing (without sheathing) Typical exterior structural panel wall sheathing is 

Description plywood or hardboard Masonry construction: Load bearing walls using unreinforced masonry (URM) and reinforced block or brick 

Typical exterior covers are stucco, siding (aluminum, vinyl, or wood), and masonry veneer (Reinforced concrete construction should be 

Common Damages categorized under masonry.) 

Minor damage to portions of Some missing sections or open Missing sections or open Missi

the wall structure. Wall studs damage to portions of the wall damage to significant portions of damaand sheathing suffered minor structure. Wall studs and the wall structure. Wall studs struct

damage by contact with debris sheathing suffered some and sheathing damaged by dama

or from floodwater pressures damage by contact with debris contact, collision, or piercing pierci

against the structure. Minor or from floodwater pressures with debris or from floodwater floodw

missing or damaged sections against the structure. Some pressures against the structure. struct

of the roof structure. No missing or damaged sections Significant missing or damaged dama

deformation or distortion of the of the roof structure. No sections of the roof structure. structstructural frame is evident. deformation or distortion of the Some deformation or distortion distor

structural frame is evident. of the structural frame is evide

evident. 

Coastal areas have higher wind conditions requiring additional exterior wall structural panels, sh

Special Considerations for panels. 

Coastal/High Velocity Floods Damages to these wall structural systems would indicate a higher percent of damages, because 

to resist higher wind conditions. 

Substantial Damage Estimator Page 2 of 12 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR RESIDENTIAL PR

Roof Covering 0 to 25% 25-50% 50-75% 

Roofing includes a lightweight composition Minor wind damage to the Some damaged areas of the Significant damaged areas of Large 

shingle, tile roofs, metal roofs, or a built-up roof roof coverings. roof from high-winds or the roof from high winds or from 

with gravel or rock cover material. Roofing does damages from debris. damages from debris. from 

not include structural framing members such as rafters or prefabricated trusses that support the 

roof deck. The roof sheathing and flashing is 

included in this section. 

Main surface areas are Some sections of the roof Significant sections of the Majo

unaffected. covering are missing or roof covering are missing or cove

loose. loose. 

Threshold Markers Flashings are intact. Some damages to the Damages to the flashings Dama

flashings. allow some water infiltration signi

at joints and roof joints 

penetrations. 

No damages to the roof Minimal damage to the roof Significant damage to the Majo

n sheathing. sheathing. roof sheathing - some areas sheaiptioof the sheathing will need shea

replacement. 

Descr Roof shingles or tiles mostly Some areas where the roof Some areas where the roof Major 

intact. Some minor damage to shingles were damaged by shingles were damaged by high shing

es groof shingles - some torn or high winds. Several small winds. Several small areas of rainwmaloose shingles in limited areas. areas of exposed roof sheathing exposed roof sheathing as a below

as a result of missing/damaged result of missing/damaged cover

Common Da shingles. shingles. Some damage to the strong 

roof covering and sheathing due penetto debris falling or penetrating the roof assembly. 

Coastal areas have higher wind conditions requiring additional roof covering requirements.

Special Considerations for 

Coastal/High Velocity Floods 

Damages to these roof coverings would indicate a higher percent of damages, because they are wind conditions. Damages to the roofing are more likely during high-wind conditions due to the loss of protection coverings and water infiltration. This will increase the percent of damages. 

Substantial Damage Estimator Page 3 of 12 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR RESIDENTIAL PR

Exterior Finish 0 to 25% 25-50% 50-75% 

The wall covering system that covers the wall 

Description 

sheathing, as well as insulation and weather 

stripping. This includes the water resistant materials and the finish materials: Stucco, Siding (aluminum, vinyl, or wood), 

Masonry, Stone veneer. 

Insulation is installed at the flooring beneath the lowest floor level and throughout the walls and ceilings. Types of insulation include: fiberglass wall and ceiling insulation, blown wall and ceiling 

insulation, and rigid wall insulation. 

Water level is less than 6 Water level is between 6 and Water level is between 18 Wate

inches above the lowest 18 inches above the lowest inches and 3 feet above the abov

floor level. floor level. lowest floor level. 

The duration of the The duration of the The duration of the The d

floodwaters is limited - less floodwaters is limited - less floodwaters is more than 12 more 

than 12 hours. than 12 hours. hours. 

Threshold Markers 

Water staining, contamination, Damages/losses to some areas of Damages/losses to significant Dama

and damages on some of the the exterior wall surfaces, in sections of the exterior wall the ex

exterior wall finishes. 'Clean and addition to water staining and surfaces, in addition to water water 

repair' process is likely. Brick and contamination. Some repairs are staining and contamination. Major 

stone veneer walls, stucco walls, required at damaged locations Significant repairs are required at locatio

and 'cultured stone' walls may prior or during 'clean and repair' damaged locations prior to 'clean proces

need some water removal process. Brick and stone veneer and repair' process. Replacement of the techniques to allow drying of the walls, stucco walls, and 'cultured of some sections of the exterior and st

interior materials and wall cavities. stone' walls may need some water siding are required. Brick and stone and 'cVerify adherence of the finish removal techniques to allow drying veneer walls, stucco walls, and some 

materials to the wall substrate. A of the interior materials and wall 'cultured stone' walls may need drying 

limited amount of the siding cavities. Verify adherence of the some water removal techniques to cavitiematerials may require replacement finish materials to the wall allow drying of the interior materials mater

Common Damages as needed. No damage or substrate. Damaged house trim and wall cavities. Verify adherence Dama

replacement of the insulation work will require replacement. of the finish materials to the wall replac

system is necessary, except Water damage to the insulation in substrate. Water damage to the windo

where water and high moisture the sub-flooring above the insulation in the sub-flooring above insulaconditions have caused the crawlspace or basement levels. the crawlspace or basement levels. crawls

insulation to fall loose within the Damage to insulation is evident This insulation should be removed insula

crawlspace sub-flooring. and insulation often has fallen and replaced. Water saturation of replac

loose. This insulation should be wall insulation may be found in the insularemoved and replaced. lowest section of the exterior walls. the ins

Contaminants in the flood waters sectioare cause for removal and Contareplacement of lower sections of the cause saturated insulation. Clean, lower 

sanitize, and dry the structural insulasystems before re-installing structumaterials. Damaged house trim work will require replacement, especially at door and window casings. 

Special Considerations for 

Coastal/High Velocity Floods 

The salt, erosion, and winds in coastal areas will have a damaging effect on the quality of exteri

Damages to exterior finishes are more likely during high-wind conditions due to the loss of protefinishes and water infiltration. Damages to the insulation are more likely during high-wind condiprotection from missing roof coverings and exterior finishes, and from subsequent water infiltrapercent of damages. 

Substantial Damage Estimator Page 4 of 12 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR RESIDENTIAL PR

Interior Finish 0 to 25% 25-50% 50-75% 

Interior finish includes the gypsum board, 

Description 

drywall, plaster, or paneling that makes up the 

wall surfaces. It also includes trim around door 

frames, baseboards, casings, chair rails, and ceiling moldings. 

Materials include low-grade wood/plastic composites, soft woods, and hard woods. Finishes include paint, stain, or varnish. This item also covers any exterior and interior painted surfaces. This includes all interior painted surfaces, but not the building or repairs of the underlying surfaces. This also includes those exterior siding materials (and trim work) that need to be painted, but not those that have inherent coloring within the materials themselves (brick, 

stucco, EIFS). 

Water level does not rise to Water level rises just above Water level is up to 3 feet Wate

the level of the first floor the first floor level. above the first floor level. the fistructure. The duration of the The duration of the The duration of the The dfloodwaters is limited - less floodwaters is limited - less floodwaters is more than 12 more 

than 12 hours. than 12 hours. hours. 

Threshold Markers 

Wicking of the water and high- Water staining and damages Water staining and damages at Watemoisture conditions into the likely at the baseboard and the the baseboards and the casings baseb

finished materials at the sub- casings at the bottoms of door at door openings need to be casin

flooring and at the bottom of openings. Some replaced. Water damage at the openi

the walls. Water staining and adjustment/repair/replacement lowest levels of the wall Watedamages possible at may be necessary. Water assembly - wall and trim, the w

baseboard and the casings at damage at the lowest levels of window sills and window windo

the bottoms of door openings. the wall assembly - lower wall aprons, wall paneling, wall pSome adjustment/repair/ and trim may need to be wainscoting and chair rails chair 

replacement may be removed and replaced. Minor require removal and replac

necessary. No damages damages anticipated on door, replacement. Wall surfaces be reanticipated on door, cabinet, cabinet, and window hardware. should be removed to a height Signifand window hardware. The After repairs to surfaces, the of 4 feet. Some damages door, 

Common Damages baseboards and the bottom of lower wall finishes, anticipated on door, cabinet, hardw

the door casings may need to baseboards, and door casings and window hardware. Some needebe cleaned and painted. will need to be primed and replacement needed. After the en

repainted. The bottoms of the repairs to surfaces, the entire door acabinet bases in the kitchen wall finishes, baseboards, and windoand bathrooms may require door and window casings will primerepainting. need to be primed and vanity 

repainted, along with the vanity Repacabinets in the bathrooms. Both kitchethe upper and lower paint-grade paint-kitchen cabinets should be repainted where the lower cabinets were repaired or replaced. 

Special Considerations for 

Coastal/High Velocity Floods 

Damages to the interior finishes are more likely during high-wind conditions due to the loss of pcoverings and exterior finishes, and from subsequent water infiltration. The salt, erosion, and whave a damaging effect on the quality of exterior hardware. This will significantly increase the pe

Substantial Damage Estimator Page 5 of 12 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR RESIDENTIAL PR

Doors and Windows 0 to 25% 25-50% 50-75% 

This section includes all doors and windows of a Water level rises just to the Water level is just above the Water rises to at least 12 Wate

s 

structure, as well as locks, hinges, frames, and 

kar er floor structure of the first first floor. inches above the first floor abov

handles. Assumptions are hollow core doors with floor level. level. low-cost hardware for low, fair, and average quality construction, raised-panel hardwood veneer with good quality hardware for good or 

excellent quality construction. 

(This section does not include paint or stain.) 

The duration of the The duration of the The duration of the The d

floodwaters is limited - less floodwaters is limited - less floodwaters is more than 12 more 

than 12 hours. than 12 hours. hours. 

dThreshol M

Bottoms of some interior doors Bottoms of interior and exterior Bottoms of interior and exterior Botto

may be deformed, doors may be deformed, doors will be deformed, doors 

delaminated, or have some delaminated or have some delaminated, or have some delam

swelling damages. Doors may swelling damages. Doors may swelling damages. Interior doors dama

oti n need adjustment and/or repairs need adjustment and/or will likely need replacement. will lik

es 

ip

gto close and latch properly. No repairs to close and latch Exterior doors may need Deformaimpact on normal sill-height properly. No impact on normal adjustment, repairs, or be fou

Descr windows. Damages may be sill-height windows. Damages replacement. No impact on windo

Da

found at floor-level windows may be found at floor-level normal sill-height windows. neces

(hopper windows, awning windows (hopper windows, Repairs or replacements may be (hopp

on 

windows, and floor-to-ceiling awning windows and floor-to- needed at floor-level windows and fl

omm windows). ceiling windows). (hopper windows, awning ReplaC

windows, and floor-to-ceiling other windows). 

Special Considerations for 

Coastal/High Velocity Floods Wind-driven rain in coastal areas will have a damaging effect on the quality of exterior doors and 

Substantial Damage Estimator Page 6 of 12 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR RESIDENTIAL PR

Cabinets and Countertops 0 to 25% 25-50% 50-75% 

The basic cabinets for bathroom vanities and Water level is less than 4 Water level is between 4 and Water level is between 1 foot Wate

kitchens include paint-grade cabinets made of a inches above the finished r12 inches above the finish and 3 feet above the finish abov

fiberboard or plywood material. The countertop floor level. floor level. floor level. 

is laminated plastic or a manmade 'cultured 

Threshol M ke s arFlood duration is short - no Flood duration is longer than Flood 

stone' surface. prolonged exposure to water 12 hours - prolonged hours 

d or contaminants. exposure to water and wate

Paint-grade cabinets are the baseline because contaminants. 

they can be painted to match upper wall cabinets, when they are repairable, to return the house to 

ion pre-disaster conditions. Base cabinets have minimal Base cabinets of particleboard Replace base cabinets. Water Repla

Damaged cabinets with hardwood face-frames, water damage. Swelling and or medium-density fiberboard damage and exposure is cabin

Descript doors, and drawers will require replacement of deterioration of manufactured need to be replaced. Repaint to prolonged - deformation, expos

both the base cabinets and upper wall cabinets, case goods, especially cabinet 

es match upper cabinets in delamination, and warping of delam

to allow return to the pre-disaster condition. 

gbases, sides, and drawers kitchen. Wood and plywood cabinet base drawers and doors. cabin

Hardwood cabinets will require replacement (at using engineered wood 

ama base cabinets may need Water contains debris and Wate

100% value) when water is more than 12 inches 

Dproducts. Bathroom vanity cleaning, sanitizing, and some contaminants. The countertops conta

above finish floor. cabinets and kitchen base 

on repairs at cabinet base. may need to be replaced. need 

cabinets may need cleaning, Repainting will be required to sanitizing, and limited repairs. 

ommmatch upper cabinets in CRepainting will be required to kitchen. 

match upper cabinets in kitchen. 

Substantial Damage Estimator Page 7 of 12 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR RESIDENTIAL PR

Floor Finish 0 to 25% 25-50% 50-75% 

Materials for floor finish include: carpet, 

Description 

hardwood, vinyl composition tile, sheet vinyl, floor cover, ceramic tile, and marble. Sub-flooring is also included. Carpeting, hardwood flooring, vinyl flooring tiles, and sheet vinyl are typically replaced after water 

inundation. Brick, stone, and clay tile floor can be cleaned, sanitized, and reused. These types of floors may have areas where the mortar setting compound has broken loose. These tiles should 

be replaced. The floor sheathing is included in this Category of Work, as compared to the Superstructure Category. 

Water level does not rise to Water level rises just to the Water level is above the first Wate

the level of the bottom of the first floor level. floor. floor. 

first floor structure. 

Water level inundates the Water level inundates above Wate

sub-flooring but does not the sub-flooring and finish sub-f

rise to the finish floor floor materials. mate

materials. 

No damages to the floor Minimal damage to the floor Significant damage to the Majo

sheathing. sheathing. floor sheathing - some areas shea

of the sheathing will need sheareplacement. 

Threshold Markers 

No damage is anticipated in The sub-flooring may be The sub-flooring may be The sthe floor finish system at this damaged or delaminated by damaged or delaminated by or de

water level. high-humidity conditions, and water inundation. Floor covering Floor 

may need to be repaired or will need removal, drying, dryingreplaced. sanitizing, and replacement, depen

depending upon the type of floor covercovering. Carpets (with shoul

Common Damages padding) should be removed Wood 

and replaced. Wood floors will replacneed to be replaced. Ceramic floorintiles and stone flooring may be still sre-used if they are still secured vinyl 

to the substrate. Sheet vinyl and replacvinyl tiles will need to be repair replaced to facilitate drying and repair of damages of the subfloor. 

Special Considerations for 

Coastal/High Velocity Floods 

Damages to the floor finishes and floor sheathing are more likely during high-wind conditions dfrom missing roof coverings and exterior finishes, and from subsequent water infiltration. This wpercent of damages. 

Substantial Damage Estimator Page 8 of 12 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR RESIDENTIAL PR

Plumbing 0 to 25% 25-50% 50-75% 

The plumbing system includes the incoming Water level is less than 6 Water level is between 6 Water level is between 18 Wate

water service (municipal water supply or well 

s inches above the lowest inches and 18 inches above inches and 3 feet above the abov

service), the water heater, water distribution floor level. the lowest floor level. lowest floor level. 

ker

piping, and the wastewater system. Wastewater 

d ar will be conveyed away from the structure by MFlood duration is short - no Flood duration is longer than Flood 

either a connection to the municipal sewer prolonged exposure to water 12 hours - prolonged hours 

ol

system or a septic system. or contaminants. exposure to water and wate

esh contaminants. 

When floodwaters saturate the soils, septic 

Thr

systems may be unable to discharge their waste, 

oDescripti n causing a back-up of the septic systems. If floodwaters rise above the level of the municipal sewer manhole covers, the sewage can back-up into the house through the sewer lines. Verify the condition of the potable water supply to Floor drains can backflow into Floor drains, shower drains, Floor drains, shower drains, All pl

the house. Under floor (or bathtubs, and toilets can back bathtubs, toilets, bathroom into th

under slab) plumbing systems flow into the house. Septic sinks, utility sinks, and toilets will o

should be purged, cleaned, and contamination is likely. The will backflow into the house. need 

sanitized. Any materials that water heater may need to be Septic contamination will occur. determine if it can provide a safe water supply. might contain remnants of replaced. The water heater will need to be 

on Damages waste materials or other replaced. 

contaminants in the 

omm Cfloodwaters will require replacement. 

Special Considerations for 

Coastal/High Velocity Floods Houses in coastal areas may have additional plumbing fixtures and piping on the exterior of the 

Substantial Damage Estimator Page 9 of 12 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR RESIDENTIAL PR

Electrical 0 to 25% 25-50% 50-75% 

100- to 200-amp electrical service providing Water level is less than 12 Water level is between 12 Water level is between 18 Wate

circuit breaker panels and distribution wiring. inches above the finished inches and 18 inches above inches and 3 feet above the abov

Basic wiring (15/20 amp) for outlets, switches, floor level. the finish floor level. lowest floor level. 

receptacles, and lighting; 25- to 60-amp wiring systems for outlets for a washer, dryer, stove, Minor electrical components 

d arkers A significant number of A significant number of Most 

and refrigerator. 

Mand limited wiring are wiring components and wiring components and a and a linundated but remain below limited wiring are inundated, significant amount of wiring wirin

(A minimum number of outlets and lighting normal receptacle height. 

eshofloodwaters above the is inundated - floodwaters abov

fixtures, sometimes quantified by local building 

Thrnormal receptacle height. above normal wall switch code, begin to increase in number and application height. 

as the quality level of the residence increases.) The basic approach listed here is for slab-onoti n grade or elevated houses; crawlspace and basement houses will have higher damage levels If the main electrical power Modern Romex wiring that is Modern Romex wiring that is Mode

more quickly due to the main panel and horizontal source is located in the inundated only for short inundated only for short inund

scr wiring runs located below the lowest floor level. basement, the panel will need durations (without wetting the durations while wetting the shoule ip to be replaced. All outlets 

s ends/joints/terminations) can ends/joints/terminations should meta

D

ailt(receptacles, switches, and be dried and reused. Older non- be replaced. Older non-metallic braide De e lights) located in the basement metallic cable (with cable (with impregnated braided replacgshould be replaced. All impregnated braided sheathings) should be replaced chem

receptacles, switches, and 

asheathings) should be replaced when wetted. When chemical suspe D maoutlets located above the flood when wetted. When chemical contaminants are suspected in inund

water high mark can be left in contaminants are suspected in the floodwaters, all inundated compplace and reused. the floodwaters, all inundated electrical wiring and replac

mon electrical wiring and components will require ocomponents will require replacement. C m replacement. 

Substantial Damage Estimator Page 10 of 12 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR RESIDENTIAL PR

Appliances 0 to 25% 25-50% 50-75% 

Common, built-in appliances that would be Water level is less than 6 Water level is between 6 Water level is between 12 Wate

included are the clothes washer and dryer and inches above the finished inches and 12 inches above inches and 18 inches above and 3 

dishwasher. floor level. the finished floor level. the finish floor level. level. 

Water level is in the floor 

ke s ar r Water level is in the floor Water level is in the floor area WateMarea of the appliances but area of the appliances and of the appliances and into the the ad lnot into the equipment into the equipment operating equipment operating system. equip

operating system. 

eshosystem. The appliances may be ThrSome of the appliances will Most of the appliances will All of 

cleaned and reconditioned. need to be replaced. need to be replaced. be re

If appliances (water heater, If appliances (water heater, All appliances located at or All ap

on clothes washer/dryer) are clothes washer/dryer) are above the first-floor level should floor lpti located in the basement or located in the basement or the be cleaned and reconditioned, reconDescriunder the floor spaces, these under floor spaces, these as needed. Gas-fired appliances applia

should be replaced. Appliances should be replaced. Appliances should be checked by a service servicat or above the first-floor level at or above the first-floor level technician to verify whether the the ga

should be cleaned and 

s should be cleaned and gas burners and controls and electr

reconditioned, as needed. Gasgereconditioned, as needed. Gas- electric wiring systems were comp

mafired appliances should be fired appliances should be compromised. Replacement necesachecked by a service checked by a service may be required. The clothes washon Dtechnician to verify whether the technician to verify whether the dryer and dishwasher systems syste

gas burners and controls and gas burners and controls and and controls will be inundated inund

melectric wiring systems were electric wiring systems were and need to be replaced. mCocompromised. Replacement compromised. Replacement may be required. may be required. The clothes 

dryer and dishwasher systems and controls will likely be inundated and may require replacement. 

Substantial Damage Estimator Page 11 of 12 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR RESIDENTIAL PR

HVAC 0 to 25% 25-50% 50-75% 

The base HVAC system is a forced-air heating Water level is less than 6 Water level is between 6 Water level is between 12 Wate

system (furnace) with ductwork. The air handler inches above the lowest inches and 12 inches above inches and 3 feet above the abov

system is located inside the thermal barrier of the floor level. the finish floor level. finish floor level. house. 

Water level is in the lower Water level is into the lower Water level is into the lower Wate

The percent damaged will be less for a boiler. A 

boiler system has a sealed piping system to distribute the heat while the furnace uses a duct 

ducts but not into the air handler or equipment 

operating system. 

ducts and the air handler, but not into the equipment 

operating system. 

ducts, air handler, and the distriequipment operating system. and t

syste

system. Ducts with water infiltration will need to 

d arkers be cleaned, repaired, and re-insulated. By MThe condenser unit may be The condenser unit may be The fuel-fired equipment The f

contrast, a boiler piping system only needs to 

lreconditioned if the water reconditioned if the water (burners/controls) is (burn

have the distribution piping clean and re- level is less than 6 inches 

esholevel is up to 12 inches from inundated. insulated. Note: Old duct and HVAC insulation from the bottom of the Thrthe bottom of the appliance. may contain asbestos - use appropriate caution appliance. If the condenser If the condenser unit is 

and adjust the costs for removal, if found. unit is located below the located below the flood level, 

flood level, it will need to be it will need to be replaced. 

n A gas-fired or oil-fired furnace located in a replaced. scr obasement or crawlspace will require replacement of the furnace assembly as soon as 12 inches of floodwaters are present. This will require an The condenser unit needs to The c

be replaced. repla

e iptiD adjustment of the percent damaged to 75%, as soon as the water reaches the firebox level of this 

heating equipment. A central air conditioner or 

heat pump will have a ducted air distribution 

system. The outside condenser unit(s) will 

require reconditioning after any flooding 

conditions. 

If HVAC equipment (furnace, 

ges 

air handler, heat pump) are 

located in the basement or the under floor areas, the 

equipment should be 

reconditioned or replaced. 

Water-inundated duct 

If portions of the HVAC 

equipment (furnace, air 

handler, heat pump) are located in the basement or the 

under floor areas, the 

equipment should be 

reconditioned or replaced. 

Portions of the HVAC All HV

equipment (furnace, air handler, handl

heat pump) should be replaced. replacWater-inundated duct insulation insula

should be removed and replac

replaced. If the duct insulation is integr

integral to the ducts (duct board secur

ma insulation should be removed Water-inundated duct or secured interior duct liners), ducts Daand replaced. If the duct insulation should be removed the ducts should be replaced. that aon insulation is integral to the and replaced. If the duct All ducts that are being reused cleanmmducts (duct board or secured insulation is integral to the will require cleaning. Cointerior duct liners), the ducts ducts (duct board or secured should be replaced. All ducts interior duct liners), the ducts 

that are being reused will should be replaced. All ducts require cleaning. that are being reused will 

require cleaning. 

Substantial Damage Estimator Page 12 of 12 
APPENDIX F 

GUIDANCE FOR ESTIMATING PERCENT DAMAGE FOR 

NON-RESIDENTIAL STRUCTURES 

Damage Threshold 

Foundation 0 to 25% 25-50% 50-75% 

Continuous perimeter foundations, footings, and Water level rises just above Water level is 4-7 feet against Water level is 7-10 feet against W

piers for internal beams and floor loads. Materials first floor level. the outside of the building. the outside of the building. f

include masonry or concrete masonry units b

(CMUs) or piles. No scouring around Limited scouring around Limited scouring around L

foundation. foundation. foundation. f

Some undermining but no Soils are saturated. Soils are saturated and Fvisible cracking at concrete unstable. a

k s er

slab. h

f

d ar Threshol M Undermining of the Cracks noted on or along the P

foundation, especially at foundation walls. dcorners - hairline cracks only. 

ion Significant undermining of the S

foundation - significant f

Descript cracking is visible. a

f

Short-term inundation to limited Short-term inundation - Floodwaters extend over the top S

s heights. Limited scouring and foundation is inundated with flood of the foundation system - dgeerosion - low-flow and low- waters but for a limited duration. significant inundation for over 12 Favelocity floodwaters. No Limited scouring or undermining hours. Some cracking of the s

noticeable cracking of the of the foundation or footings is masonry/concrete foundation d

Common Dam masonry or displacement of the found. Minor cracking from some walls. Some damages to the a

foundation walls. settlement but no displacement, foundation wall from debris or s

heaving, or discontinuities of the settlement noted. cstructural support systems. e

Coastal floods may have more evidence of scouring at the supports - the foundation system may 

Special Considerations for this scouring action.

Coastal/High Velocity Floods High-velocity floodwaters may create erosion/scouring that the building has not been designed t

GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR NON-RESIDENTIABasic Flooding Model Assumptions: 

1) Medium height freshwater flooding - limited duration. Some high-velocity action; possible wave action. 

This guidance represents a starting point for inspectors to perform assessments on non-residential buildings. Because of the wide range of structure tyused as a rough estimation for a typical 1-story convenience store. Any variation from that should take into consideration the potential differences in eac

2) The damage evaluation guidance in this should be taken as possible or likely indicators of the respective level of damage, but is not a definite represent

after a flood and wind event. Not all threshold markers may need to be met to achieve the level of damage indicated. 

Substantial Damage Estimator Page 1 of 7 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CAT

Superstructure (Wood Frame/Masonry) 

The wall support systems that extend from the 

Description 

foundation wall to the roof structure. Superstructure includes the exterior wall 

sheathing panels, shear panels, or braced wall panels. This section also includes structural 

members that support the roof, but does not 

include roof sheathing. Wood frame construction: Lightweight lumber or metal studs Interior wall framing (without sheathing) Typical exterior structural panel wall sheathing is plywood or hardboard Masonry construction: 

Typically concrete or CMUs, with steel reinforcement. Typical exterior covers are stucco, siding (aluminum, 

vinyl, or wood), and masonry veneer 

Common Damages Threshold Markers 

EGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR NON-RESIDENTIA

0 to 25% 25-50% 50-75% 

Water level does not rise to the Water level rises just above Water level is up to 3 feet high Wlevel of the bottom of the first first floor level. on the first floor level. tfloor of the structure. b

No damage to the roof Damage to the exterior walls is Some damage to exterior S

framing. limited. walls. w

No wind damage to the Damage to the roof framing is Some damage to sections of S

superstructure. limited. the roof framing. m

sPf

Minor damage to portions of the Some missing sections or open Missing sections or open damage M

wall structure. Wall studs and damage to portions of the wall to some portions of the wall d

sheathing suffered minor damage structure. Wall studs and structure. Wall studs and w

by contact with debris or from sheathing suffered some damage sheathing damaged by contact, s

floodwater pressures against the by contact with debris or from collision, or piercing with debris c

structure. Minor missing or floodwater pressures against the or from floodwater pressures o

damaged sections of the roof structure. Some missing or against the structure. Some a

structure. No deformation or damaged sections of the roof missing or damaged sections of m

distortion of the structural frame structure. No deformation or the roof structure. Some t

is evident. distortion of the structural frame deformation or distortion of the d

is evident. structural frame is evident. s

Coastal areas have higher wind conditions requiring additional exterior wall structural panels, sh

Special Considerations for panels. 

Coastal/High Velocity Floods Damages to these wall structural systems would indicate a higher percent of damages, because 

resist higher wind conditions. 

Substantial Damage Estimator Page 2 of 7 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR NON-RESIDENTIA

Roof Covering 0 to 25% 25-50% 50-75% 

Roofing includes a lightweight composition Minor wind damage to the roof Some damaged areas of the Significant damaged areas of Lshingle, tile roofs, metal roofs, or a built-up roof coverings. roof from high winds or the roof from high winds or r

with gravel or rock cover material. Roofing does damages from debris. damages from debris. d

not include structural framing members such as rafters or prefabricated trusses that support the Main surface areas are Some sections of the roof Significant sections of the roof M

roof deck. The roof sheathing and flashing is unaffected. covering are missing or loose. covering are missing or loose. c

included in this section. 

Flashings are intact. Some damages to the Damages to the flashings D

flashings. allow some water infiltration at a

joints and roof penetrations. i

p

No damages to the roof Minimal damage to the roof Significant damage to the roof Msheathing. sheathing. sheathing - some areas of the s

sheathing will need sreplacement. r

Roof covering mostly intact. Some areas where the roof was Some areas where the roof was M

Some minor damage - some torn damaged by high winds. Several damaged by high winds. Several sor loose parts of covering in small areas of exposed roof small areas of exposed roof r

limited areas. sheathing as a result of sheathing as a result of damaged b

Common Damages missing/damaged covering. covering. Some damage to the d

arkers Threshold M

roof covering and sheathing due sto debris falling or penetrating the wroof assembly. r

Coastal areas have higher wind conditions requiring additional roof covering requirements. Damages to these roof coverings would indicate a higher percent of damages, because they are 

Special Considerations for wind conditions. 

Coastal/High Velocity Floods Damages to the roofing are more likely during high-wind conditions due to the loss of protection 

This will increase the percent of damages. It is also possible that the local building code will require that the entire roof covering be remove

Substantial Damage Estimator Page 3 of 7 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR NON-RESIDENTIA

Interiors 0 to 25% 25-50% 50-75% 

Interiors includes the partitions, interior doors, Water level does not rise to the Water level rises just above Water level is up to 3 feet W

Description 

and surface finishes (for walls, floors, and level of the first floor structure. the first floor level. above the first floor level. a

ceilings). b

Materials include low-grade wood/plastic The duration of the The duration of the The duration of the T

composites, soft woods, and hard woods. floodwaters is limited - less floodwaters is limited - less floodwaters is more than 12 fFinishes include paint, stain, or varnish. than 12 hours. than 12 hours. hours. h

This item also covers any exterior and interior painted surfaces. This includes all interior painted Wicking of the water and high- Water staining and damages Water staining and damages at W

surfaces, but not the building or repairs of the moisture conditions into the likely at the baseboard and the the baseboards and the casings tunderlying surfaces. This also includes those finished materials at the sub- casings at the bottoms of door at door openings need to be a

exterior siding materials (and trim work) that need flooring and at the bottom of the openings. Some replaced. Water damage at the o

to be painted, but not those that have inherent walls. Water staining and adjustment/repair/replacement lowest levels of the wall W

coloring within the materials themselves (brick, damages possible at baseboard may be necessary. Water assembly - wall and trim, window t

stucco, EIFS). and the casings at the bottoms of damage at the lowest levels of sills and window aprons, wall w

door openings. Some the wall assembly - lower wall paneling, wainscoting, and chair w

NOTE: Non-residential structures with multiple stories adjustment/repair/replacement and trim may need to be rails require removal and c

will receive less damage to this element than single- may be necessary. No damages removed and replaced. Minor replacement. Wall surfaces r

story structures, as the majority of interior finish for anticipated on door, cabinet, and damages anticipated on door, should be removed to a height of s

multi-story structures will likely not be on the ground window hardware. The cabinet, and window hardware. 4 feet. Some damages 8 floor. baseboards and the bottom of the After repairs to surfaces, the anticipated on door, cabinet, and a

door casings may need to be lower wall finishes, baseboards, window hardware. Some w

Common Damages Threshold Markers cleaned and painted. and door casings will need to be replacement needed. After r

primed and repainted. The repairs to surfaces, the entire r

bottoms of cabinet bases in wall finishes, baseboards, and wbathrooms may require door and window casings will drepainting. need to be primed and repainted, w

along with the vanity cabinets in pthe bathrooms. Both upper and t

lower paint-grade cabinets b

should be repainted where lower a

cabinets were repaired or a

replaced. 

Damages to the interior finishes are more likely during high-wind conditions due to the loss of p

Special Considerations for coverings and exterior finishes, and from subsequent water infiltration. The salt, erosion, and wi

Coastal/High Velocity Floods a damaging effect on the quality of exterior hardware. This will significantly increase the percent 

Substantial Damage Estimator Page 4 of 7 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR NON-RESIDENTIA

Plumbing 0 to 25% 25-50% 50-75% 

The plumbing system includes the incoming 

s rWater level is less than 6 Water level is between 6 Water level is between 18 W

water service (municipal water supply or well inches above the lowest floor inches and 18 inches above inches and 3 feet above the aservice), the water heater, water distribution level. 

ke Threshold Marthe lowest floor level. lowest floor level. piping, fire protection system, and the wastewater system. Wastewater will be conveyed away from Flood duration is short - no Flood duration is longer than F

the structure by either a connection to the prolonged exposure to water 12 hours - prolonged exposure 1

municipal sewer system or a septic system. or contaminants. to water and contaminants. t

When floodwaters saturate the soils, septic Floor drains can backflow into Floor drains, shower drains, Floor drains, shower drains, A

ption systems may be unable to discharge their waste, 

es the building. Under floor (or bathtubs, and toilets can bathtubs, toilets, bathroom sinks, b

causing a back-up of the septic systems. If under slab) plumbing systems 

gbackflow into the building. Septic utility sinks, and toilets will S

Descri floodwaters rise above the level of the municipal should be purged, cleaned, and 

ama contamination is likely. Water backflow into the building. Septic W

sewer manhole covers, the sewage can back-up 

Dsanitized. Any materials that heaters may need to be replaced. contamination will occur. Water r

into the building through the sewer lines. Verify might contain remnants of waste 

on heaters will need to be replaced. the condition of the potable water supply to materials or other contaminants 

determine if it can provide a safe water supply. mmin the floodwaters will require 

Coreplacement. 

The plumbing systems in place in the buildings may vary significantly, and damage thresholds s

Special Considerations situation of the building being assessed. 

Substantial Damage Estimator Page 5 of 7 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR NON-RESIDENTIA

Electrical 0 to 25% 25-50% 50-75% 

Consists of all electrical components on the Water level is less than 12 Water level is between 12 Water level is between 18 W

property site, such as electrical wiring, 

s inches above the finished floor inches and 18 inches above inches and 3 feet above the a

communications, conveyance, lighting, and level. the finish floor level. lowest floor level. 

ker

security. 

ar Threshol MMinor electrical components A significant number of wiring A significant number of wiring Md A minimum number of outlets and lighting and limited wiring are components and limited components and a significant c

fixtures, sometimes quantified by local building inundated but remain below wiring are inundated, and amount of wiring is inundated - a

code, begin to increase in number and application normal receptacle height. floodwaters are above the floodwaters are above normal f

as the quality level of the structure increases. normal receptacle height. wall switch height. w

Structure type will also affect the amount of 

Description 

fixtures, wiring, and electrical equipment in the building, and therefore will significantly affect the percent damage to this element. For this example, equipment is assumed to be on the first floor. In multi-story buildings where equpiment is on floors higher than where the flooding is occuring, these percent damage estimates would be 

significantly lower. 

If the main electrical power Modern Romex wiring that is Modern Romex wiring that is M

source is located in the inundated only for short durations inundated only for short durations i

basement, the panel will need to (without wetting the while wetting the s

be replaced. All outlets ends/joints/terminations) can be ends/joints/terminations should m

(receptacles, switches and lights) dried and reused. Older non- be replaced. Older non-metallic b

located below grade should be metallic cable (with impregnated cable (with impregnated braided r

replaced. All receptacles, braided sheathings) should be sheathings) should be replaced c

switches, and outlets located replaced when wetted. When when wetted. When chemical s

above the flood water high mark chemical contaminants are contaminants are suspected in i

can be left in place and reused. suspected in the floodwaters, all the floodwaters, all inundated c

inundated electrical wiring and electrical wiring and components r

Common Damage Details components will require will require replacement. replacement. 

The electrical system in place and its location with respect to the building may vary significantly

Special Considerations should account for the situation of the building being assessed. 

Substantial Damage Estimator Page 6 of 7 
GUIDANCE FOR ESTIMATING PERCENT DAMAGE CATEGORIES USING THE SUBSTANTIAL DAMAGE ESTIMATOR (SDE) FOR NON-RESIDENTIA

HVAC 0 to 25% 25-50% 50-75% 

The base HVAC system is a forced-air heating 

Description 

system (furnace) with ductwork. The air handler system is located inside the thermal barrier of the building. The percent damaged will be less for a boiler. A 

boiler system has a sealed piping system to distribute the heat while the furnace uses a duct system. Ducts with water infiltration will need to be cleaned, repaired, and re-insulated. By contrast, a boiler piping system only needs to have the distribution piping clean and reinsulated. Note: Old duct and HVAC insulation may contain asbestos - use appropriate caution and adjust the costs for removal, if found. 

A gas-fired or oil-fired furnace located in a basement or crawlspace will require replacement of the furnace assembly as soon as 12 inches of 

floodwaters are present. This will require an adjustment of the percent damaged to 75%, as soon as the water reaches the firebox level of this heating equipment. A central air conditioner or heat pump will have a ducted air distribution 

system. The outside condenser unit(s) will require reconditioning after any flooding conditions. 

Water level is less than 6 Water level is between 6 Water level is between 12 

inches above the lowest floor inches and 12 inches above inches and 3 feet above the level. the finished floor level. finish floor level. 

Water level is in the lower Water level is into the lower Water level is into the lower ducts but not into the air ducts and the air handler, but ducts, air handler, and the 

handler or equipment not into the equipment equipment operating system. operating system. operating system. 

The condenser unit may be The condenser unit may be The fuel-fired equipment 

reconditioned if the water level reconditioned if the water level (burners/controls) is 

is less than 6 inches from the is up to 12 inches from the inundated. 

bottom of the appliance. If the bottom of the appliance. If the condenser unit is located condenser unit is located below the flood level, it needs below the flood level, it needs to be replaced. to be replaced. 

The condenser unit needs to 

be replaced. 

Minor to no damage to exterior Minor to some damage to Some damage to some HVAC components. exterior HVAC components. exterior HVAC components. 

Threshold Markers 

Some components may have connection failures and some 

became windborne debris. 

WaWdho

T

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i

T

bSeCc

cw

Common Damages 

If HVAC equipment (furnace, air If portions of the HVAC Portions of the HVAC equipment 

handler, heat pump) are located equipment (furnace, air handler, (furnace, air handler, heat pump) 

in the basement or the under heat pump) are located in the should be replaced. Waterfloor areas, the equipment should basement or the under floor inundated duct insulation should 

be reconditioned or replaced. areas, the equipment should be be removed and replaced. If the 

Water-inundated duct insulation reconditioned or replaced. Water- duct insulation is integral to the should be removed and replaced. inundated duct insulation should ducts (duct board or secured If the duct insulation is integral to be removed and replaced. If the interior duct liners), the ducts the ducts (duct board or secured duct insulation is integral to the should be replaced. All ducts that 

interior duct liners), the ducts ducts (duct board or secured are being reused will require should be replaced. All ducts that interior duct liners), the ducts cleaning. are being reused will require should be replaced. All ducts that cleaning. are being reused will require 

cleaning. 

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iai(drr

Substantial Damage Estimator Page 7 of 7