How to Document Roof Damage for Insurance Claims: A Guide for Contractors
Accurate documentation is the foundation of a successful roofing insurance supplement. Without clear evidence of damage, insurance adjusters may undervalue the work, leaving contractors to absorb the costs. This guide will walk you through best practices for documenting roof damage and preparing supplements that get approved.
Why is Documentation Important for Roofing Supplements?
Supplement documentation ensures that the scope of work is clear, justified, and aligned with the insurance company's expectations. Proper documentation reduces the likelihood of inconsistencies and ensures contractors are fairly compensated for the time, materials, and expertise required for each project.
Essential Steps for Documenting Roof Damage
1. Take High-Quality Photos and Videos
Visual evidence is one of the most critical elements of roof documentation. Follow these best practices to capture comprehensive imagery:
Use a smartphone or camera with a high resolution to capture clear images of the damage.
Take wide-angle shots to provide context and close-ups for details like cracks, missing shingles, or granule loss.
Include photos of all elevations, valleys, and ridges, ensuring nothing is overlooked.
Always include both wide-angle and close-up images of all damage. Example from a OneScope client.
2. Understand Different Types of Roof Damage
Different types of roof damage require unique documentation approaches.
Hail Damage: Capture photos of pockmarks or dents on shingles and nearby structures like gutters.
Wind Damage: Document missing shingles, uplifted edges, or loosened flashing.
Water Damage: Look for stains, sagging, or rotted decking; include moisture readings if applicable.
Structural Damage: Photograph cracked trusses, compromised rafters, or other structural failures.
You may be able to spot these different types of damage easily, but don’t expect them to be obvious to others. It’s best to document comprehensively and label accordingly to strengthen your supplement request.
3. Highlight Code-Required Repairs
Building codes vary by state, and they often mandate specific repairs or materials. Reference these codes in your documentation to justify additional costs.
See our Guide to State-Specific Roofing Codes for more information.
4. Document Pre- and Post-Repair Conditions
Providing a visual timeline of the project helps adjusters understand the full scope of work.
Take photos before repairs begin and after they’re completed.
Include captions or notes to clarify what each photo represents.
5. Include Manufacturer Specifications in Your Documentation
Manufacturer guidelines often dictate repair or replacement protocols that must be followed to maintain product warranties. Include relevant specifications in your documentation to justify certain repairs.
Example: Say a manufacturer requires replacing an entire roof section when matching shingles are unavailable, this should be clearly stated in the documentation.
6. Educate Your Team on Documentation Best Practices
Consistent, high-quality documentation begins with a well-trained team.
Create Standard Operating Procedures (SOPs): Develop a checklist or protocol for your crew to follow during inspections.
Provide Hands-On Training: Show team members how to take photos, measure damage, and organize files effectively.
Use Technology to Streamline Training: Consider leveraging apps or software that guide crews through the documentation process step-by-step.
Having a trained team ensures no details are missed, even on busy job sites.
Roof Supplement Documentation Checklist
For quick reference, here’s a checklist you can refer to for each supplement:
Photos: Wide-angle and close-up photos of all damages.
Additional Documentation: Provide proof of hidden damages (e.g., moisture readings).
Code Items: Refer to state and local building codes, when necessary.
Manufacturer Specs: Proactively research manufacturer specifications and include when necessary.
Organize: Organize your submission logically and ensure all documentation is labeled.
Get the Documentation Checklist
Download our comprehensive checklist for roofing supplement documentation.
Common Documentation Mistakes and How to Avoid Them
Mistake 1: Poor Photo Quality
Photos that are blurry, poorly lit, or lack context can lead to delays in approval.
Solution: Invest in a high-resolution camera and ensure proper lighting during documentation. See more detailed tips for improving photo quality below.
Mistake 2: Incomplete Documentation
Missing key details, like code requirements or measurements, can weaken your supplement request.
Solution: Use a checklist to ensure every element of the scope is captured.
Mistake 3: Lack of Organization
Unorganized files slow down submissions and reviews.
Solution: Create a logical file naming and folder structure for every project.
Tips for Improving Photo Documentation
1. Use Proper Lighting
Avoid shadows or glare that may obscure details. Overcast days often provide the best lighting conditions.
2. Capture Damage from Multiple Angles
Show different perspectives to make the extent of damage clear.
3. Invest in Advanced Tools
These are more “nice-to-have” than essential, but consider investing in these technologies as your business grows.
Drones: Capture aerial views for larger roofs or hard-to-reach areas.
Photo Management Software: Streamline sorting and labeling.
Streamline Your Supplement Process
At OneScope, we specialize in helping contractors prepare and submit supplements that meet industry standards. Our team ensures your documentation is complete, organized, and compelling.
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Want to maximize your roofing insurance supplement success? Contact us today to see how we can help you optimize your process and secure better outcomes.
