Insurance Claim Evidence Log

Professional Documentation for Roofing Claims

RoofVista

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Important: Complete this log immediately after discovering damage. Thorough documentation is critical for successful claims. Take photos BEFORE any temporary repairs. Keep all receipts and maintain a copy of everything you submit to insurance.

Claim Information

Insurance Company

Policy Number

Claim Number (when assigned)

Agent Name & Phone

Property Address

Deductible Amount

Damage Event Details

Date of Damage Event

Time of Event (if known)

Date Damage Discovered

Date Claim Filed

Type of Damage Event

Hail Storm

Wind Damage

Fallen Tree/Debris

Ice Dam

Heavy Rain/Flooding

Fire

Tornado

Other

Detailed Description of Damage

Weather Documentation (Critical for Storm Claims)

Visit weather.gov or wunderground.com for historical data. Print weather reports for your area on the date of damage.

Max Wind Speed

Hail Size (if applicable)

Weather Source

Weather report printout attached?

Yes

Photo Documentation Log

Photo Tips: Take wide shots showing context, then close-ups of specific damage. Include a ruler or coin for scale. Timestamp photos with your phone. Take 50+ photos minimum. Photograph ALL damage, even minor issues.

#	Date/Time	Location/Description	Photo ID	Sent to Ins?
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20

Insurance Communication Log

Critical: Document EVERY interaction with your insurance company. Note the name of everyone you speak with, their title, reference numbers, and exactly what was said. Follow up phone calls with written confirmation via email.

Communication #1

Date

Time

Method

Phone

In-Person

Reference #

Spoke With (Name & Title)

Their Direct Phone/Email

Summary of Discussion

Action Items / Next Steps

Communication #2

Date

Time

Method

Phone

In-Person

Reference #

Spoke With (Name & Title)

Their Direct Phone/Email

Summary of Discussion

Action Items / Next Steps

Communication #3

Date

Time

Method

Phone

In-Person

Reference #

Spoke With (Name & Title)

Their Direct Phone/Email

Summary of Discussion

Action Items / Next Steps

Communication #4

Date

Time

Method

Phone

In-Person

Reference #

Spoke With (Name & Title)

Their Direct Phone/Email

Summary of Discussion

Action Items / Next Steps

Communication #5

Date

Time

Method

Phone

In-Person

Reference #

Spoke With (Name & Title)

Their Direct Phone/Email

Summary of Discussion

Action Items / Next Steps

Communication #6

Date

Time

Method

Phone

In-Person

Reference #

Spoke With (Name & Title)

Their Direct Phone/Email

Summary of Discussion

Action Items / Next Steps

Claim Status Tracker & Expenses

Claim Progress Checklist

Damage discovered and documented

Immediate

Date

Claim filed with insurance company

Within 24-48 hours

Date

Claim number received

1-3 business days

Date

Adjuster inspection scheduled

Within 1-2 weeks

Date

Adjuster inspection completed

Per scheduled date

Date

Initial estimate received from insurance

Within 1 week of inspection

Date

Contractor estimates obtained (3 minimum)

Before accepting offer

Date

Supplemental claim filed (if needed)

Before starting work

Date

Final settlement agreed upon

Before signing

Date

Work completed and documented

Per contract

Date

Final payment received

Upon completion

Date

Lien waivers obtained

At final payment

Date

Related Expenses (Keep ALL Receipts)

Date	Description	Vendor	Amount	Receipt?
Emergency tarps/temporary repairs







TOTAL OUT-OF-POCKET			$

Claim Settlement Summary

Insurance Initial Offer

Final Settlement Amount

Deductible

Net to Homeowner

Tips for Maximizing Your Claim

Never sign a "direction to pay" that gives the contractor control of your check
Get at least 3 contractor estimates before accepting the insurance offer
If contractor estimate is higher, file a supplemental claim with documentation
You have the right to choose your own contractor - insurance cannot mandate one
Keep a copy of everything - create a dedicated folder for this claim
If denied, you have the right to appeal and request a re-inspection
Consider hiring a public adjuster if claim is large or complex

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