Every line item carriers need to approve your supplement — nothing left on the table.
How to use this checklist: Work through every item before submitting a supplement. Missing even one — a code citation, a photo angle, a waste calculation — can result in a denial or a 30-day delay. This list reflects what carriers actually require, not what they publicly say they require.
1
Pre-Inspection Prep
5 items
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Claim number confirmed in writing
Supplements submitted without a valid claim number are rejected before a human sees them.
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Policy reviewed — ACV vs. RCV confirmed
ACV and RCV policies require different supplement strategies; confusing them costs you O&P and depreciation recovery.
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Original adjuster estimate in hand
You cannot identify missing line items without the carrier's estimate as a baseline comparison.
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Carrier supplement portal / contact info identified
Each carrier has a different submission path, and they differ significantly from one another.
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EagleView or HOVER measurement report ordered
Carrier-accepted third-party measurements eliminate quantity disputes and speed approval.
2
Roof Measurements & Materials
8 items
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Roof pitch verified per plane
Pitch affects labor cost — errors here underprice steep-slope work by 20–40%.
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Total squares calculated with waste factor
Standard waste for complex roofs is 15–20%; carriers often default to 10% without documentation.
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Drip edge linear footage measured
Frequently omitted entirely from adjuster estimates; required by most local codes.
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Valley metal linear footage measured
Open vs. closed valley changes material cost significantly — measure and document both.
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Ridge cap squares calculated separately
Hip & ridge cap is often lumped into field shingles — it has different pricing and material quantities.
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Starter strip linear footage documented
Carriers routinely omit starter strip; it's a code-required item in most jurisdictions.
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Hip length measured separately
Hip runs are labor-intensive and priced differently — they should never be estimated with field shingles.
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Low-slope vs. steep-slope areas delineated
Mixing these pricing categories costs you on both material and labor line items.
3
Damage Documentation — Photos
10 items
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All four elevation overview shots
Establishes full roof context before close-ups; reviewers expect a complete visual record.
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Close-up hail impact photos (min. 10)
AI adjudication systems flag claims with fewer than 10 documented impact points as inconclusive.
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Granule loss documented with test square
Brushed test squares provide measurable evidence of granule loss that photos alone don't establish.
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Flashing condition documented at all penetrations
Flashing is a common exclusion attempt — photo evidence prevents carrier from arguing pre-existing condition.
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Gutter damage photos (interior + exterior)
Gutter dings and granule accumulation corroborate hail size and impact force claims.
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Skylight frames and seals documented
Skylights are frequently missed on adjuster estimates — photos prove damage and support line-item addition.
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Chimney cap, flashing, and mortar documented
Chimney work is one of the highest-value missed items; photos justify detach-and-reset or replacement.
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HVAC unit damage documented
Fin damage on condenser units is measurable and compensable — document before any contractor disturbs.
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Satellite dish / antenna documented
D&R costs are recoverable when documented; carriers deny without photographic evidence.
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Photos contain GPS metadata (EXIF)
GPS-tagged photos are virtually undeniable in disputes; non-geotagged photos face authenticity challenges.
Sovereign Estimating & Supplementing
50-Point Supplement Documentation Checklist — Continued
4
Scope of Loss Line Items
12 items
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O&P eligibility assessed and documented
O&P requires proof of GC coordination of multiple trades — document this proactively, not reactively.
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Ice & water shield included per local code
Most Texas jurisdictions require ice & water at eaves and valleys — cite the IRC section.
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Synthetic underlayment specified (not felt)
Carriers default to 15# felt; synthetic is standard practice and properly priced differently.
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All code upgrade items identified and cited
Code items are mandatory replacements — they cannot be legally denied once properly cited.
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Permit cost included
Permits are a direct project cost; every jurisdiction that requires them allows recovery.
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Dump / haul-off fees included
Disposal is a real cost — carriers frequently omit it; it's straightforward to supplement.
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Sales tax on materials (TX rate applied)
Texas sales tax on roofing materials is recoverable — omitting it leaves 8.25% on the table.
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Sales tax on labor (TX — confirm carrier)
Some Texas carriers pay labor tax — always request it and document the basis.
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Mobilization / setup costs included
Multi-day or complex jobs have real mobilization costs; document and include.
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All detach & reset items identified
D&R for gutters, HVAC, satellites, and solar panels is frequently missed — each is a separate line item.
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Low-slope membrane pricing used (not shingle)
Flat roof areas require different materials and pricing — mixing with steep-slope underprices the work.
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Manufacturer warranty install requirements noted
Warranty-required items (starter, ice & water, ridge cap brand-matching) are compensable and defensible.
5
Carrier Communication
7 items
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Professional supplement cover letter written
A formal letter signals professionalism and frames the supplement as a legitimate claim, not a demand.
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Code citations included for all code items
Specific IRC / local code references are virtually undeniable — vague references get pushed back.
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Submitted through carrier's preferred channel
Submitting via the wrong channel (email vs. portal) can delay processing by weeks.
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Adjuster name and direct contact recorded
Supplements routed to generic queues take 2–3x longer than those with a named contact.
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Submission date and confirmation number saved
Creates a paper trail that protects you if the carrier claims they never received it.
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Follow-up scheduled at day 5 and day 10
Supplements without follow-up sit in queues indefinitely — consistent contact accelerates resolution.
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Revision history tracked if carrier responds
Carriers often partially approve supplements — track each revision to ensure nothing is abandoned.
6
File Organization
5 items
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Photo folders labeled by location (N/S/E/W + detail)
Organized photos let reviewers find evidence instantly — disorganized files signal amateur submissions.
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Scope of loss PDF exported and named clearly
File naming (ClaimNum_Address_v1.pdf) prevents version confusion during carrier back-and-forth.
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Code pages / IRC sections saved as PDF
Include the actual code pages, not just citations — removes any ambiguity carriers might exploit.
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Carrier correspondence log maintained
A dated email/call log is critical if the claim escalates to appraisal or litigation.
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Invoice prepared and ready for approval trigger
Having the invoice ready means you can bill within 24 hours of approval — don't let cash flow lag.
⚠
Common Denial Triggers to Avoid
3 items
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Submitting without third-party measurements
Carrier adjusters will default to their own (usually lower) measurements if you don't provide EagleView or HOVER data.
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Code items listed without citations
"Code upgrade — drip edge" gets denied. "IRC Section R905.2.8.5 — drip edge required at eaves and rakes" gets approved.
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Photos without GPS/EXIF metadata
Non-geotagged photos are increasingly flagged by carrier AI systems as unverifiable — always shoot with location services on.
Skip the checklist headache
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