Claims Management · 8 min read

The Complete Claim Documentation Checklist for Roofing Contractors

June 14, 2026 · Precision Estimating and Supplements

Managing a claim file properly from the moment you sign the contract to the point where it's ready for supplementing is the difference between getting paid in full and leaving thousands on the table. This checklist walks your field team through every step of the process.

Step 1: On-Site — Before You Do Anything Else

The moment you're on the property, your documentation job begins. Here's what needs to happen before you leave the job site:

  • Create a project in your CRM (CompanyCam, JobNimbus, AccuLynx, etc.) and start uploading photos immediately
  • Take field notes — scope every damaged area, note everything and keep notes organized by structure and elevation
  • Verify existing materials — check with the building owner or last contractor for any records of existing materials if available
  • Separate scope notes by structure — list each elevation separately. If an elevation has no damage, write "No Storm Damage" so you have documentation

Step 2: Complete Your Checklists

All checklists need to be completed, signed, and uploaded into your CRM before the job file is handed off. Use the following outline for scoping:

House Roof

  • RSVDGG — Ridge, Soffit, Valley, Drip edge, Gutters, Gutter guards
  • Accessories — overview and close-up photos of every accessory on the roof
  • Special instructions — re-deck required, no access, multiple layers, steep pitch, etc.

House Exterior

  • Front, Right, Rear, Left elevations — every elevation gets its own set of photos
  • Windows and doors — if applicable
  • Siding — if applicable

Outbuildings

  • Garages, sheds, and any other structures must be listed and scoped separately

Step 3: Roof Scope Checklist

This is one of the most commonly incomplete parts of a claim file. Go through each item carefully:

Flashing

  • Eave drip edge or flashing
  • Rake drip edge or flashing
  • Headwall flashing — commonly missed by adjusters or the wrong line item is used
  • Sidewall flashing — note this is different from step flashing
  • Kick-out diverters — required by code when replacing roof and siding together

Underlayment

  • Starter existing — note and photograph
  • Existing underlayment type — synthetic, felt 15lb or 30lb, number of layers
  • Ice and water shield — note number of courses (3ft each)

Ventilation

  • Turtle vents — count, detach and reset vs replace
  • Attic power vents — count
  • Turbine vents — count
  • Ridge venting — linear feet
  • Pipe jacks — count, note diameter (less than or greater than 4")
  • Exhaust caps — count (bathrooms and kitchen)
  • Furnace vents — count (code requires extension above ridge line)
  • Passive attic intake vents — one per 300 SF except where ceiling is vaulted

Roof Structure

  • Roof system type — gable, hip, partial hip
  • High roof — note if two stories or more, number of high squares
  • Pitch — document all pitches
  • EagleView or HOVER — available or hand measure required
  • Gable cornice returns — count and condition
  • Access — full access, limited front, or limited/no rear access

Step 4: Exterior Scope Checklist

Elevation Overviews

  • Start with a wide shot of each elevation
  • Follow each overview with close-ups of specific damage, accessories, and features
  • Front, Right, Rear, Left elevations — all four required