Presenting Evidence to an Umpire Effectively

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An umpire generally receives two competing estimates and has to decide, line item by line item, which figures reflect the actual cost and scope of repair. What separates a persuasive submission from a weak one is rarely tone or advocacy. It is the quality and traceability of the underlying evidence. A roof estimate that cites a specific manufacturer’s installation instructions for ice and water shield coverage will carry more weight than one that simply asserts a quantity without explaining where the number came from.

Photographs remain the backbone of most appraisal submissions, but their value depends heavily on how they are organized and labeled. A folder of unsorted images taken from a drone flyover is far less useful than a set keyed to specific elevations, slopes, or rooms, cross-referenced to the corresponding line items in the estimate. Photographs of test squares, granule loss patterns, or bruising on soft metals such as gutters and flashing help an umpire distinguish cosmetic wear from storm-related damage, particularly on older roofing where prior weathering can be mistaken for recent impact.

Measurements and moisture readings should be dated and, where possible, tied to a specific instrument and methodology, since an umpire weighing conflicting readings will want to know whether they were taken with a pin or pinless meter, at what depth, and under what ambient conditions. Code and manufacturer citations are also useful when they are specific: a reference to a particular section of a state building code adopted edition, or to a shingle manufacturer’s published wind rating, does more work than a general statement that code requires a certain repair method.

Estimates built in standard estimating software with visible pricing databases and clearly labeled line items are easier for an umpire to compare directly against the opposing appraiser’s figures. When two estimates use different software platforms or different regional cost databases, it helps to explain the pricing basis rather than leave the umpire to infer it. Ultimately, an umpire is trying to reach an independent, defensible number, and the appraiser who supplies clear, well-organized, verifiable evidence gives the umpire the best chance of reaching a conclusion that reflects the actual condition and repair cost of the property, whichever direction that conclusion ultimately points.

Written narratives can also help, provided they stay descriptive rather than argumentative. A short explanation of why a particular repair method was chosen, or why a matching material is or is not available from current production runs, gives the umpire useful context without asking the umpire to simply accept a conclusion on faith. Contractor invoices, supplier quotes, and correspondence with manufacturers about discontinued product lines are the kind of primary source material that tends to carry real weight, since it reflects information generated in the ordinary course of the work rather than material prepared specifically to support one side’s position in the dispute. Timing of submissions matters as well. Umpires generally appreciate receiving complete packages well before any scheduled hearing or deadline, since a late submission of new photographs or a revised estimate can force a choice between delaying the process or reaching a conclusion without adequately reviewing new material. When new information does surface close to a deadline, clearly flagging what has changed since a prior submission, rather than resubmitting an entire estimate without explanation, helps the umpire identify quickly what actually needs fresh review. This kind of organized, transparent presentation tends to shorten the time needed to reach a sound conclusion regardless of how far apart the two original estimates started.

This is general educational material on the appraisal process rather than legal advice, and the specifics can vary with each state and policy.

Russ Lis is an independent property insurance appraiser and umpire in Minnesota who serves clients nationwide. Contact Appraisal Resolution.