A Guide to Proper Home Inspection Documentation for Claims: What BossUp Solutions Needs from You

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A Guide to Proper Home Inspection Documentation for Claims: What BossUp Solutions Needs from You

Why Proper Documentation is Essential for Every Claim

Whether you’re using BossUp Solutions or managing estimates with an in-house team, comprehensive and systematic documentation can make all the difference. A well-executed inspection doesn’t just prevent the need for costly re-visits; it also speeds up the claims process, increases accuracy, and ensures you get paid for every detail. When photos, narratives, carrier reports, and measurements are provided in a thorough, organized manner, it allows the estimator—whether virtual or on-site—to work faster and with fewer questions. This translates into quicker approvals, fewer delays, and higher claims payouts. Every step we outline below is designed to save you time, streamline communication, and maximize the success of each claim by capturing all essential details right from the start.

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For insurance claim estimations, thorough documentation is crucial. At BossUp Solutions, we handle virtual estimating, which means we rely entirely on the information you provide to get an accurate assessment. Missing even a small detail can result in thousands of dollars in potential losses, unnecessary re-inspections, or frustrating delays in processing the claim. To make this process as seamless and accurate as possible, we require four essential items: Photos, Narrative, Carrier Copy, and Measurements.

Here’s a breakdown of each component, organized to ensure you know exactly what’s needed and why it’s essential.

1. Photos: A Systematic Approach to Capturing Every Detail

Photos are the most critical part of virtual documentation, helping us understand the property without being there in person. Follow these specific steps to make sure nothing is overlooked. Each area of focus in your photo sequence ensures our team sees everything we need to make a precise estimate.

1. Ground Level

• Start with ground-level photos. Begin with the front elevation and take a wide shot of the entire structure to establish a baseline view. After the wide shot, capture close-up details for each elevation.
• Move clockwise around the property, taking photos at each corner to show the transition between elevations. Make sure the roof is visible in every shot, and for siding claims, add extra close-ups to show specific damage.

2. Ladder Work

• Once you’re on the ladder, capture details like the overhang measurement, pitch, and all visible roofing materials. Take photos that show the layers of shingles, if multiple are present, and document each component: starter shingles, drip edge, gutter type, gutter installation, and gutter guards.
• If there are multiple shingle layers, use an item like a business card to visually separate the layers in the photo, making it easy to count and understand each one.

3. On the Roof

• When you’re on the roof, document each slope in sequence. Start with the front slope, capturing a wide overview, then focus on the essential components, like flashings, vents, chimneys, and skylights.
• Move around the roof, taking an overview and detail shots of each slope. Avoid taking close-up damage photos if specific damage (e.g., hail hits) is already acknowledged by the insurer; instead, focus on components that affect the repair costs.

4. Surrounding Area

• Before finishing, document the surrounding yard and any other relevant features. Pools, sheds, fences, and landscaping elements can impact repairs or be affected during work. Including these details completes the visual documentation, giving us a comprehensive view of the property.

This methodical approach to photography enables our team to “see” the property through your lens, ensuring all critical areas are documented without gaps.

2. Narrative: Providing Essential Context for the Estimate

While photos are crucial, a narrative adds the context that allows us to understand unique aspects of the property or damage. Use typed notes or, even better, record a video with an app like CompanyCam to add real-time observations. Here’s what to include:

• Property and Damage Details: Describe any challenges with access, areas where discontinued materials are present (like specific shingle brands), or structural issues such as soft decking.
• Component Descriptions: Point out key features, such as ventilation type, flashing conditions, or additional roofing elements that aren’t obvious in the photos.

Adding a narrative helps us “fill in the blanks” and gives us the insights needed to anticipate repair requirements, reducing back-and-forth and saving time.

For properties with multiple structures, document each structure’s narrative separately to avoid confusion. This organized approach ensures each building has its own complete set of photos, video, and notes.

3. Carrier Report: Ensure It’s a Clear, Digital Copy

The carrier report outlines what the insurance company has agreed to cover. Instead of photographing printed copies (which are often unreadable), request a digital copy (PDF) from the property owner or insurer. This ensures clarity and accuracy, so we can align our estimate directly with the insurer’s information. A clear, complete carrier report prevents misunderstandings and ensures no details are missed in the claim estimate.

4. Measurements: Precise Data for Accurate Estimation

Detailed measurements are essential for accurate claims, especially for siding and roofing projects. Here’s what we need to make sure no detail is overlooked.

Siding Measurements

• Provide both length and height measurements for each wall section. If taking manual measurements, draw a simple outline of the structure, mark the dimensions, and upload a photo of the drawing. Alternatively, tools like Hover can be used for automated measurements.
• Detailed siding measurements prevent re-visits and ensure the right material quantities.

Roof Measurements

• Include the pitch, overhang, and total dimensions of the roof. If you have access to an aerial imaging report (like EagleView), upload it to us.
• For properties with heavy tree cover or poor aerial imagery, manual measurements may be necessary. In these cases, you may need to use a drone. If using a drone, include a scale reference by taking a close-up of the largest eave with a precise measurement down to the inch. This helps us scale the images accurately for estimation.

Accurate measurements are foundational to an accurate claim estimate. Taking the time to gather precise details now saves time later and avoids potential discrepancies that could delay claim approval.

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