Appraisal moves faster and produces a more defensible award when both sides walk in organized. This checklist is written for policyholders and carriers alike; neither side benefits from disorganized documentation, and a well prepared file helps the appraiser and umpire form an accurate, independent opinion of the loss.
Estimates and Scope Documents
Every estimate on file should be gathered in one place, along with whatever scope backup supports it.
✓Complete copies of every estimate produced for the loss, including any prior versions or revisions
✓Contractor proposals, bids, or repair invoices tied to the claim
✓Line item detail, not just summary totals, including quantities, unit pricing, and any specialty or overhead and profit calculations
✓Notes on which estimating platform was used, since methodology and pricing databases can differ between programs
Photographs and Physical Documentation
Visual documentation is often the single most persuasive record in an appraisal file.
✓Original loss photographs, dated and organized by area of the building
✓Progress or repair photographs if any work has already occurred
✓Moisture readings, meter readings, or other field measurements taken during inspection
✓Any video walkthroughs of the property
Reports and Expert Opinions
✓Engineering or consultant reports addressing cause or extent of damage
✓Roof, structural, or mechanical inspection reports
✓Weather data or storm reports relevant to the date of loss
✓Any prior condition documentation, such as maintenance records or older photographs of the property
Policy Language and Claim Correspondence
✓A complete copy of the policy in effect at the time of loss, including all endorsements
✓The appraisal clause itself, along with any related conditions or definitions referenced in it
✓The full claim file correspondence, including recorded statements, emails, and letters exchanged between the parties
✓Any prior partial payments, reservation of rights letters, or coverage position letters
Financial and Business Interruption Records
Where business interruption is part of the claim, additional records support an accurate calculation.
✓Financial statements and tax records for the relevant period
✓Payroll records if continuing expenses are part of the claim
✓Documentation of the period of restoration and any extra expense incurred
Organization and Timeline Tips
✓Build a single indexed file, digital or physical, rather than scattered folders, so nothing has to be recreated mid process
✓Label photographs and documents by date and location within the building
✓Confirm inspection availability early, since scheduling around contractors, engineers, and multiple appraisers can take longer than expected
✓Track every deadline referenced in the policy or in any appraisal demand letter, since timing requirements vary by state and policy
✓Keep a running log of who has seen the property and when, useful if questions arise later about access or condition at time of inspection
A complete, well organized file does not predetermine the outcome of appraisal, but it does allow the appraisers and umpire to spend their time evaluating the loss itself rather than chasing down missing paperwork.
Disclaimer: This content is provided for general education only, is not legal advice, and appraisal procedures vary by state and by policy language.
Questions about your situation?
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