Roofing Claim Documentation Standard
Minimum photo, measurement, and narrative standards for roofing claim files — from pre-tear-off through dry-in and final install — built for supplement approval.
Claims Ninja Operations
Purpose
Establish a consistent documentation standard so every roofing file — storm or everyday replacement — carries evidence adjusters can trace to line items without site revisits or phone clarification.
When to use
New roofing claim assigned before first site visit
Signal: Claim number issued; production date scheduled
Pre-production documentation review
Signal: Office audit flags missing elevations or pitch labels
Supplement denied for insufficient evidence
Signal: Adjuster requests additional photos or narrative
Training new field supers or sales inspectors
Signal: Onboarding to company claim documentation standards
Required documentation
Pre-tear-off elevation photos (wide + close per plane)
Include eave, ridge, valley, and penetration zones on each elevation.
Pitch measurement or labeled photos per slope
Digital pitch gauge reading or annotated wide shot with pitch noted.
Peril-specific damage photos (hail, wind, age)
Soft metal impacts, shingle bruising, lifted tabs, or creased ridges as applicable.
Tear-off sequence showing decking and flashing exposure
Capture before dry-in: rot, delamination, non-compliant underlayment.
Installed accessory photos (drip edge, ice barrier, ridge vent)
Close-ups that prove code-compliant install, not just finished wide shots.
Measurement report or field sketch on file
Squares, ridges, hips, valleys, and eave/rake dimensions labeled.
Dated field narrative or CRM activity log
Notes discovery items found during tear-off for supplement narrative.
Step-by-step process
- 1
Document before tear-off
Field- Capture four-corner wide shots of structure for context.
- Photograph each affected elevation: wide slope view and close damage detail.
- Record pitch per plane; photograph gauge reading at eave or ridge.
- Document penetrations, chimneys, skylights, and wall intersections.
- Photograph soft metals, vents, and gutters for hail/wind indicators.
This set supports both coverage arguments and supplement line items.
- 2
Capture discovery during tear-off
Field- Photo sequence: shingles removed → underlayment → decking exposed.
- Document rotted decking, delaminated OSB, and skipped sheathing clips.
- Photograph deteriorated step flashing, pipe boots, and valley metal.
- Note ventilation intake/exhaust before covering soffit or ridge.
- 3
Document dry-in and accessory install
Field- Photograph ice and water shield at eaves and valleys before shingle cover.
- Capture drip edge and starter course before field shingle install.
- Document balanced ventilation: soffit vents, ridge vent, turbines.
- Record flashing details at walls, chimneys, and skylights.
- 4
Organize and upload to claim file
Office- Name files by elevation, date, and subject (e.g., north-elevation-pitch-2026-06-06).
- Upload to carrier portal, CRM, or shared drive within 24 hours of capture.
- Cross-check photo set against estimate line items before supplement build.
- Flag gaps to field lead same day — do not wait until submission.
Documentation quality control checklist
Every affected elevation has wide and close photos
Pitch documented for each plane on estimate
Tear-off photos prove decking and flashing conditions
Installed accessories photographed before cover-up
Files follow naming convention for adjuster navigation
Common mistakes
| Mistake | Impact | Correction |
|---|---|---|
| Only finished wide shots — no tear-off or accessory close-ups | Adjusters cannot verify decking replacement or ice barrier scope. | Require tear-off and dry-in photos in production checklist. |
| Photos taken from ground only on steep or high roofs | Pitch and slope-specific line items denied for lack of proof. | Use pitch gauge at eave plus roof-level slope photos where safe. |
| Uploading undated, unlabeled camera roll batches | Adjuster cannot match evidence to production timeline. | Rename and organize before upload; include date in filename. |
| Mixing coverage arguments with supplement evidence in one narrative | Confuses desk review; slows both coverage and scope decisions. | Separate peril documentation from scope revision cover letter. |
Only finished wide shots — no tear-off or accessory close-ups
Impact: Adjusters cannot verify decking replacement or ice barrier scope.
Correction: Require tear-off and dry-in photos in production checklist.
Photos taken from ground only on steep or high roofs
Impact: Pitch and slope-specific line items denied for lack of proof.
Correction: Use pitch gauge at eave plus roof-level slope photos where safe.
Uploading undated, unlabeled camera roll batches
Impact: Adjuster cannot match evidence to production timeline.
Correction: Rename and organize before upload; include date in filename.
Mixing coverage arguments with supplement evidence in one narrative
Impact: Confuses desk review; slows both coverage and scope decisions.
Correction: Separate peril documentation from scope revision cover letter.
Supplement opportunities
Tear-off reveals rotted decking not visible pre-production
Sequential tear-off photos with chalked damage boundaries
Line item hint: Decking replacement SF, labor to remove and replace
Deteriorated flashing at chimney or wall intersection
Before and after flashing photos with close-up of prior condition
Line item hint: Step flashing, counter flashing, chimney saddle
Non-compliant ventilation discovered during tear-off
Photos of prior vent layout vs. new balanced system
Line item hint: Ridge vent, soffit vents, turbine units
Prior roof lacked drip edge or ice barrier
Exposed eave photos showing missing or damaged drip edge
Line item hint: Drip edge, ice and water shield
Related resources
Other guides
FAQ
Solutions
FAQ
Common questions
Quick answers related to this procedure.
Carriers expect photos of all slopes and damage, accurate measurements, line items aligned to how the roof was built, and code-related accessories where applicable. Supplement opportunities often hinge on drip edge, ice and water shield, ventilation, steep charges, and waste factors documented clearly.
Yes. Storm books need consistency across high volume; retail jobs need precision on scope and code items. We adapt documentation and supplement strategy to how your roofing operation actually runs — residential, commercial, or both.
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