Documentation Package
A comprehensive collection of evidence supporting a supplement or claim, including photographs, measurements, estimates, code references, and manufacturer specifications.
What Is a Documentation Package
A documentation package is a structured collection of evidence assembled to support an insurance claim supplement or dispute. It is the single most important factor in getting supplements approved efficiently.
Components of a Strong Package
An effective documentation package includes photographs with dates and descriptions, measurements and diagrams, the revised Xactimate estimate showing exactly what changed, a cover letter or narrative connecting each new item to the covered cause of loss, applicable building code references, and manufacturer installation requirements where relevant.
Best Practices
Organize the package logically, with photos directly adjacent to the line items they support. Number photos and reference them in the narrative. Submit digitally in a single PDF when possible. A well-organized package shows professionalism and makes the adjuster's job easier, which leads to faster approvals.
Frequently asked questions
A complete documentation package includes dated photographs of all damage, measurements and diagrams, the revised Xactimate estimate with new line items, a written narrative explaining each addition, code references for any code upgrade items, and manufacturer specifications when relevant.
A strong documentation package is the difference between a supplement being approved or denied. Adjusters process hundreds of claims, and the easier you make it for them to understand and verify your additions, the faster the approval.
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