Scope Sheet
A scope sheet is the document or form used during a property inspection to record all observed damage, measurements, materials, and conditions before writing the formal Xactimate estimate.
Field Documentation That Drives the Estimate
A scope sheet is the structured field document where inspectors record every piece of damage, every measurement, and every material observation before translating that information into a formal Xactimate estimate. The scope sheet is the bridge between the physical inspection and the digital estimate. Everything on the scope sheet becomes a line item. Everything missing from the scope sheet becomes money left on the table.
Experienced inspectors treat the scope sheet as a checklist. If it is not documented on the scope sheet, it does not exist in the estimate.
What Goes on the Scope Sheet
A thorough scope sheet captures the property address, inspection date, roof access method, pitch readings, existing material types and manufacturers, component ages (if available), damage locations keyed to numbered photos, measurements for all affected areas, and any building code requirements that apply to the repair. It also notes pre-existing conditions, prior repairs, and any areas the inspector could not access along with the reason.
Standardizing your scope sheet format ensures nothing gets missed across different inspectors and different properties.
From Scope Sheet to Estimate
After the inspection, the scope sheet guides the estimate writing process. Each damage observation maps to one or more Xactimate line items. Each measurement populates a quantity. Each material note ensures the correct selector code is chosen. A well-organized scope sheet makes the estimating process faster and more accurate because the estimator is not guessing or relying on memory. They are translating documented field observations directly into billable line items.
Frequently asked questions
A scope sheet should include the property address, date, weather conditions, roof measurements, pitch, material types, observed damage locations, photographs referenced by number, and any code requirements or existing conditions that affect the estimate.
Yes. A scope sheet is the raw field documentation collected during inspection. A scope of loss is the formal list of damaged items and repair costs produced from that documentation, typically as an Xactimate estimate.
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