Start with the basic file information
The estimator should be able to identify the assignment immediately and know who to contact with questions.
- Property address and primary contact
- Customer or property-owner name
- Date and type of loss, when relevant
- Claim number and carrier, when a claim is involved
- Requested service and known deadline
Send the current estimate and measurements
If an estimate already exists, send the complete document rather than screenshots of selected pages. The estimator needs line items, totals, notes, quantities, and scope organization to compare the estimate with project evidence.
Include roof reports, sketches, floor plans, elevation measurements, Matterport files, or other quantity sources. Label revised reports clearly so the estimator does not build from an outdated measurement set.
Photograph for someone who has never visited
A useful photo set tells a story from wide context to close detail. Begin with property and elevation overviews, then show each affected area, material transition, access condition, and detail that supports a requested item.
For interior losses, identify rooms consistently. For exterior losses, label elevations and roof slopes. Close-up damage photos are difficult to use when the viewer cannot tell where the component is located.
Explain the repair plan and concerns
A short project note can save substantial review time. Tell the estimator what your field team found and which parts of the current scope appear incomplete.
- Materials, layers, finishes, and components observed
- Affected trades and anticipated repair sequence
- Access, height, protection, or staging considerations
- Items discovered during demolition
- Known local requirements or product limitations
What to do when the file is incomplete
Do not guess or ask the estimator to assume undocumented conditions. Send what you have, state what is unknown, and ask which evidence is needed. The next step may be targeted photos, new measurements, a contractor clarification, inspection, or Matterport capture.
A repeatable intake checklist makes outsourced estimating faster and more consistent. Your team can collect better evidence while personnel are still at the property—before missing information creates a return trip or revision.
Claim It Solutions provides estimating and claim-documentation services. We do not interpret insurance policies, provide legal advice, or act as public adjusters. Coverage and payment decisions are made by the insurance carrier.