Roof Reinspection Preparation
Workflow to prepare for carrier re-inspections: confirm scope on roof, stage evidence, assign roles, and convert the visit into supplement-ready documentation.
Claims Ninja Operations
Purpose
Convert carrier re-inspections from unstructured site visits into controlled workflows that produce new observations, photo evidence, and clear next steps for supplement approval.
When to use
Carrier schedules re-inspection after supplement submission
Signal: Adjuster email or portal notice with date/time window
Initial inspection disputed — desk review only
Signal: Adjuster requests ladder assist or contractor presence on roof
Supplement partially approved; remaining lines need field verification
Signal: Denial letter cites need for on-site confirmation
Complex cut-up roof where aerial sketch is unreliable
Signal: Measurement variance exceeds 5%; carrier agrees to revisit
Prerequisites
- Submitted supplement package on file with line-item index
- Pre-tear-off and current-condition photo set organized by elevation
- Measurement report and revised estimate available on tablet or print
- Homeowner notified of visit and access confirmed
Required documentation
Submitted supplement with highlighted open lines
Mark denied, pending, and approved lines for focused walk-through.
Reinspection walk sheet with line-item prompts
One row per disputed line: location, photo needed, talking point.
Pitch gauge, tape, and chalk for on-roof labeling
Dedicated camera or phone for adjuster-present captures
Duplicate adjuster photos when permitted; upload same day.
Printed code citations for upgrade lines in dispute
Only for lines under denial — avoid overwhelming visit with paper.
Step-by-step process
- 1
Confirm visit scope with adjuster
Project Manager- Confirm date, time, access, and whether roof access is expected.
- Ask which lines remain in dispute — align walk sheet to those items.
- Confirm who will be on site: adjuster, independent, or engineer.
- Notify homeowner; ensure dogs, gates, and ladder access are ready.
- 2
Stage evidence and walk route
Field- Print or load walk sheet with one prompt per open line item.
- Organize photos on tablet in elevation order for quick reference.
- If tear-off complete, expose sample areas adjuster needs (flashing, ice barrier).
- Stage pitch gauge and measurement report at job trailer or truck.
- 3
Assign on-site roles
Project Manager- Field lead walks roof with adjuster; PM handles homeowner and paperwork.
- Supplement coordinator on standby for estimate questions via phone.
- Crew avoids disruptive work during visit — no blowers over conversation.
One voice on technical arguments; avoid multiple people debating adjuster.
- 4
Execute focused roof walk-through
Field- Start at disputed elevations; label pitch at each plane.
- Point to physical evidence: valley type, penetration count, decking damage.
- Photograph adjuster observations when appropriate — duplicate their angles.
- Avoid arguing unit prices on roof; stick to scope and field conditions.
- Note any new damage or scope adjuster agrees to verbally.
- 5
Close out within 24 hours
Project Manager- Upload new photos with reinspection date in filename.
- Email adjuster summary: agreed items, open items, photos attached.
- Update CRM: visit date, attendees, outcome, follow-up date.
- Revise supplement or submit addendum if new scope confirmed on site.
Quality gates
Walk sheet covers every open supplement line
Homeowner access confirmed 24 hours before visit
One field lead designated for roof conversation
Reinspection photos uploaded same day
Written follow-up email sent within 24 hours
Common mistakes
| Mistake | Impact | Correction |
|---|---|---|
| Sending sales rep instead of technical field lead | Adjuster questions unanswered; scope walk incomplete. | Field super or experienced installer leads roof portion. |
| Arguing price or policy on the roof instead of scope | Visit becomes adversarial; adjuster retreats to desk denial. | Document conditions; save price arguments for written follow-up. |
| No written summary after verbal agreements on site | Agreed lines disappear in desk review. | Same-day email listing agreed scope with photo attachments. |
| Active tear-off during reinspection without exposing dispute areas | Adjuster cannot verify flashing, decking, or ice barrier conditions. | Pause or stage exposed sections before visit. |
Sending sales rep instead of technical field lead
Impact: Adjuster questions unanswered; scope walk incomplete.
Correction: Field super or experienced installer leads roof portion.
Arguing price or policy on the roof instead of scope
Impact: Visit becomes adversarial; adjuster retreats to desk denial.
Correction: Document conditions; save price arguments for written follow-up.
No written summary after verbal agreements on site
Impact: Agreed lines disappear in desk review.
Correction: Same-day email listing agreed scope with photo attachments.
Active tear-off during reinspection without exposing dispute areas
Impact: Adjuster cannot verify flashing, decking, or ice barrier conditions.
Correction: Pause or stage exposed sections before visit.
Supplement opportunities
Adjuster agrees on site that pitch exceeds steep threshold
Pitch gauge photo with adjuster-present timestamp
Line item hint: Steep charge per affected square
Adjuster confirms additional penetration count
Walk-through photos of each pipe boot, vent, chimney
Line item hint: Pipe flashing, detach and reset
Decking damage visible during reinspection
Chalked boundaries and thickness measurement photos
Line item hint: Decking replacement, labor minimums
Adjuster notes valley type differs from estimate
Valley photos with type labeled in follow-up email
Line item hint: Valley metal, ice barrier in valley
Related resources
Partner with Claims Ninja
Need help executing on your next claim?
Get a free claim review. We assess scope gaps, documentation, and supplement opportunities — then outline a recovery plan aligned with your operation.