Most claim delays are documentation failures, not engineering mysteries. If your evidence package is structured correctly, scope debates get shorter and cleaner.
Objective
Produce a repeatable evidence package that can survive:
- Initial adjuster review
- Desk review
- Supplement review
- File audit months later
Field Capture Standard
1) Global property context
- Full-elevation photos (N/E/S/W)
- Street-level context and surroundings
- Safety/setup constraints
2) Roof-slope indexing
- Label each slope by orientation
- Capture overview plus close-up sequence
- Log pitch/access difficulty markers
3) Impact indicators by category
- Field shingles (granule displacement, fracture indicators)
- Accessories/vents/flashing
- Soft metals and gutters
- Screens, paint strikes, and other collateral markers
4) Metadata integrity
- Preserve original timestamped files
- Do not overwrite originals with edited exports
- Maintain immutable folder names by date
Test-Square Methodology (Operational)
Use consistent test squares where appropriate and document method used. The key is repeatability and transparency, not theatrics.
Reporting fields
- Slope ID
- Test-square location
- Count criteria used
- Photos tied to each count zone
- Notes on confidence and limitations
Evidence-to-Line-Item Mapping
Each major estimate request should map to evidence IDs.
Example mapping table:
| Scope Item | Evidence IDs | Rationale |
|---|---|---|
| Access factor | IMG-020 to IMG-029 | Height/pitch constraints visible |
| Accessory replacement | IMG-051 to IMG-064 | Functional impact indicators |
| Additional protection | IMG-090 to IMG-097 | Site and sequencing conditions |
If a line item has no supporting evidence, it is vulnerable.
Adjuster Meeting Protocol
- Send storm packet and photo index before meeting
- Walk the roof in slope order
- Confirm visible agreements in writing same day
- Log unresolved items with next evidence action
Post-Inspection Closeout
Within 24 hours, issue:
- Photo index PDF
- Observation summary
- Delta list against carrier scope
The faster you convert field notes into structured documentation, the lower your supplement friction.
Disaster-Documentation Best Practices
Federal disaster guidance reinforces the same principle: document thoroughly, keep records, and preserve proof before disposal or repair decisions remove evidence trails.
Sources
- FEMA: How to Document Damages After Severe Weather Events
- NOAA Storm Events Database
- NWS Denver/Boulder Event Summaries
Educational guidance only. Always use safe roof-access practices and licensed professionals for inspection and repair.