Claim Documentation

The Evidence That Supports Every Dollar

Claim documentation is the complete body of evidence, including photographs, measurements, material records, and written observations, that proves the scope and value of an insurance claim. Every line item in an Xactimate estimate should be traceable to a piece of documentation. When a carrier's reviewer questions a line item, the documentation is what settles the argument. Without it, the line item gets removed. With it, the line item gets paid.

Documentation is not a chore that follows the estimate. It is the foundation the estimate is built on.

Photo Documentation Standards

Effective photo documentation follows a systematic approach: start with overview shots of the property from each elevation, then move to area shots showing damage in context, and finish with close-ups of individual damage points. Use a chalk circle, coin, or reference object next to damage for scale. Number each photo and maintain a log that connects photo numbers to locations and observations. On a hail damage claim, 50 to 100 well-organized photos are typical for a full roof.

Timestamp and GPS metadata in photos provide additional verification that the inspection occurred at the stated location and date.

Beyond Photos

Complete claim documentation includes more than photographs. Material samples, manufacturer identification, written field notes, measurement records, weather reports from the date of loss, and copies of all correspondence with the carrier and adjuster all belong in the claim file. When a supplement is filed months after the initial estimate, having the complete documentation package readily available speeds up the review and demonstrates professionalism. Carriers respond better to contractors who present organized, thorough documentation than to those who submit photos in a random folder with no context.