Every claim summary you write will be reviewed. Carriers, Quality Assurance (QA) teams, and opposing counsel will read your words. This guide gives you a repeatable, field-tested framework to produce summaries that stand up to scrutiny — every time.

This guide is organized into four claim-type sections:

• Fire Claims: kitchen, garage, shed, and structure fires
• Wind Claims: roof damage, tree falls, fence and siding damage
• Water Claims: supply line failures, toilet overflows, ceiling leaks, and basement intrusion
• Theft Claims: burglary, vehicle theft, jewelry, and mysterious disappearance

Each section contains four clearly separated components:

• Field Checklist: the minimum actions required before you close the file
• Evidence Standards: what documentation locks in your summary
• Language Tools: ready-to-use phrases and Weak vs. Required conversions
• Pro Tips: reminders drawn from senior adjuster best practices

Regardless of claim type, every strong summary follows this four-step structure:

Every fact you write in a summary must satisfy all four elements below. If any element is missing, the statement is not ready to include in a file. This standard applies to every claim type, every time.

These rules apply to every word in every summary you write, regardless of claim type. They are not suggestions. A summary that violates these rules will not pass Quality Assurance (QA) review.

Insurance adjusting has its own language. The table below defines every acronym used in this guide. Learning these terms helps you read carrier communications, understand policy language, and write summaries that read like a professional wrote them — because one did.

Fire claims demand the most rigorous documentation of all claim types. Your summary must establish a clear chain of evidence from point of origin to final repair estimate. The fire marshal and fire department are your partners — always obtain their reports before writing your summary.

• Obtain the Fire Department Incident Report: Record the report number, responding unit, and date/time. This is your primary cause-of-loss anchor. Every fire summary must reference a report number.
• Identify and Document Point of Origin: Look for V-patterns, char depth, and burn direction. Note the exact location (e.g., rear-right burner, electrical panel, attic corner). General descriptions do not hold up under review.
• Photograph Everything — Systematically: Minimum 40 geotagged, timestamped photos. Shoot wide, medium, and close-up for every area of damage. Capture char patterns, structural damage, and smoke migration paths.
• Assess Smoke and Soot Migration Through the Heating, Ventilation, and Air Conditioning (HVAC) System: Follow smoke paths through ductwork and adjacent rooms. Smoke damage scope is frequently underestimated and often requires a separate air quality assessment.
• Confirm Scope Room by Room: State exactly which rooms and areas are affected and which are not. Avoid vague descriptions — specify hallway, kitchen, master bedroom, etc. Scope creep starts with vague language.
• Check for Pre-Existing Conditions: Document the condition of items before the fire separately from fire damage. Pre-existing damage must be noted and excluded from the estimate in writing.
• Secure the Electrician or Specialist Report for Electrical Causes: For electrical-cause fires, obtain a licensed electrician's diagnostic report. This supports your cause determination and defends against coverage disputes.
• Verify Additional Living Expenses (ALE) Eligibility: If the home is uninhabitable due to the covered loss, document this finding explicitly. Additional Living Expenses (ALE) covers temporary housing and increased cost of living while repairs are completed. Confirm the ALE policy limit and document the insured's temporary housing needs in the file.
• Prepare a Documented Estimate: Every line item should correspond to a photo, measurement, or report. Use both Replacement Cost Value (RCV) — the cost to replace with new materials of like kind and quality — and Actual Cash Value (ACV) — the depreciated value of damaged items — where the policy requires both breakdowns.
• Record a Statement from the Insured: Capture the insured's account of events in writing or a recorded format. Note time of discovery, actions taken before your arrival, and any witnesses to the event.

Use these sentence structures in your summaries. Replace bracketed placeholders with your actual findings.

Wind claims hinge on two things: confirming that a qualifying wind event occurred on the reported loss date, and proving that the specific damage is attributable to that event — not wear, age, or pre-existing deterioration. National Oceanic and Atmospheric Administration (NOAA) storm data is your primary tool.

• Pull National Oceanic and Atmospheric Administration (NOAA) Weather Data Before Inspection: Obtain wind speed data for the reported loss date and location at weather.gov. NOAA storm data must confirm gusts sufficient to cause the reported damage. Record the exact Miles Per Hour (MPH) reading, timestamp, and station used in your summary.
• Confirm the Loss Date and Storm Date with the Insured: Record the exact date the damage was discovered. Match this to NOAA data. If dates differ, document both and explain the discrepancy in your file notes.
• Perform a Full Roof Walk: Always access the roof when safe and possible. Count and document every missing or damaged shingle. Note underlayment exposure, decking punctures, and creased tabs. Use a ladder assist when required and document that a full roof walk was completed.
• Take Directional Damage Photos: Wind damage has directionality. Document which direction shingles lifted, debris traveled, or panels failed. This data reinforces your NOAA correlation and supports your cause determination.
• Record Moisture Readings at All Penetration Points: Water intrusion from exposed underlayment or decking punctures must be quantified with a moisture meter. Record readings in the attic, at rafter lines, and on interior ceilings below the damaged area.
• Verify Roof Age and Condition: Confirm the installation date using building permits, contractor records, or the insured's documentation. Document that the damage is consistent with a sudden wind event and is not attributable to wear, age, or lack of maintenance.
• Obtain an Arborist Report for Tree-Fall Claims: The arborist report must confirm that the tree was alive and healthy prior to the loss event. This eliminates negligence arguments and protects the insured's coverage.
• Test for Pre-Existing Rot on Fence and Siding Claims: Conduct a post-stability test on fence posts before documenting the cause. Record the test result. Document that structural failure was caused by wind force, not pre-existing deterioration.
• Document Debris Origin for Subrogation Potential: If a neighbor's unanchored property caused damage, photograph the debris in place before it is moved and note its origin address. Subrogation opportunities must be identified and preserved from the moment of inspection.
• Review and Explain Debris Removal Sublimits: Debris removal coverage is frequently subject to a separate sublimit within the policy. Review the declarations page before discussing this with the insured and document what was communicated.

Use these sentence structures in your summaries. Replace bracketed placeholders with your actual findings.

Water claims require you to identify the source, classify the water, establish the timeline, and document moisture saturation — all before mitigation begins. The water category and whether the loss was sudden or gradual are the two factors that determine coverage. Get both right before you write a word.

• Identify and Confirm the Source: Locate the physical source of water intrusion. Obtain a plumber's written report or camera inspection report to confirm the cause (e.g., P-trap failure, supply line rupture, wax ring failure). The source must be confirmed by a third party — not estimated by you.
• Classify the Water Category: Determine the water category before recommending any mitigation. Category 1 (Cat 1) is clean water from a supply line. Category 2 (Cat 2) is gray water from appliances or sinks. Category 3 (Cat 3) is black water from sewage or floodwater. The category changes the mitigation protocol and the coverage analysis.
• Establish the Loss Timeline: Determine when the loss occurred and how long the water was present. Signs of long-term exposure — wood rot, mold colonization, staining — indicate a gradual loss, which may affect coverage. A sudden loss shows no rot and no progressive staining beyond the immediate area.
• Use a Moisture Meter on Every Surface: Take readings at drywall, subfloor, cabinetry, framing, and insulation. Record percentage readings and note the instrument model used. Photograph the moisture meter screen in place — the photo is more defensible than a number in your notes.
• Document All Affected Areas and Migration Path: Map the path of water migration from the source to the outer perimeter of damage. Include all rooms, walls, ceilings, and flooring affected. Define the scope in square feet where applicable.
• Conduct a Dye Test When the Source is Unclear: For ceiling stains or ambiguous leak paths, a positive dye test confirms the source. Document the test process, materials used, and result. A confirmed dye test result closes source disputes.
• Deploy and Document Mitigation Equipment: Record the dehumidifier model and Cubic Feet per Minute (CFM) rating, air mover count and placement, date of deployment, and target moisture levels. A Low Grain Refrigerant (LGR) dehumidifier is the preferred type for structural drying. Document the dry standard target and the readings achieved at completion.
• Retain All Physical Evidence: Keep failed components — hoses, fittings, pipe sections — as physical evidence. Instruct the insured to retain all damaged items until they are fully documented and inventoried. Disposal before documentation eliminates the ability to verify scope.
• Separately Note Any Adjuster-Created Damage: If inspection activities cause incidental damage — probing a ceiling, opening a wall — note this explicitly in your file as adjuster-created damage. It is not part of the covered loss and must be documented before any dispute arises.
• Review Mold Coverage Per the Policy Before Speaking with the Insured: Mold coverage varies significantly by policy and endorsement. Review the declarations page before making any mold-related coverage statements to the insured.

Use these sentence structures in your summaries. Replace bracketed placeholders with your actual findings.

Theft claims require you to establish that a covered loss occurred — and document it precisely enough to withstand fraud review. Every element of your summary should be traceable to a police report, a receipt, a serial number, or physical evidence.

• Obtain the Police Report: Record the report number, filing officer, and date filed. The police report is your primary proof-of-loss document for confirmed theft. Do not proceed with a coverage recommendation until this document is in hand.
• Document All Forced Entry Evidence: Photograph every point of entry showing specific physical damage: splintered door frames, pried window casings, broken glass, damaged locks, and tool marks on the frame. Each point of entry should be documented with close-up photos capturing the specific damage type.
• Conduct a Full Entry and Exit Point Inspection: Walk every potential entry and exit point on the property. Note which were locked, which showed signs of tampering, and which were unsecured. The completeness of this inspection shapes the entire narrative of your summary.
• Build a Detailed Inventory with the Insured: Obtain a written inventory of all stolen items. Each item should include a description, make and model, serial number, approximate age, and purchase price. Receipts, manufacturer records, digital order confirmations, and account records are all valid supporting documents.
• Verify Ownership and Interest: Confirm the insured's ownership through receipts, manufacturer records, PlayStation Network (PSN), Apple, or Google account history, or Gemological Institute of America (GIA) certifications for jewelry. Digital records are fully acceptable as proof of ownership — they are as valid as paper receipts.
• Review Policy Sublimits Before Discussing Coverage: Cash, jewelry, electronics, and firearms frequently carry separate sublimits within the policy. Read the declarations page and all endorsements before having any coverage conversation with the insured.
• Determine Whether the Loss is Confirmed Theft or Mysterious Disappearance: If there is no forced entry and no independent witness, the loss may qualify as Mysterious Disappearance — which has different coverage implications than confirmed theft. Scheduled Personal Property (SPP) endorsements and all-risk riders often govern Mysterious Disappearance claims. Document the classification clearly with the policy provision that applies.
• Document the Loss Timeline: Ask the insured when they last saw the item, when they discovered it missing, and who had access to the property during that window. Record both dates. Inconsistencies in the timeline should be documented as reported — not interpreted or resolved by you.
• Preserve Subrogation Opportunities: If a third party — delivery personnel, contractor, or service worker — had access to the property, obtain a recorded statement from the insured about that access. Do not contact the third party directly. Preserve the documentation for subrogation review by the carrier.
• Issue Denial Letters with Policy Citations When Required: If the claim does not meet coverage criteria, issue a denial letter that cites the specific policy exclusion, sublimit, or classification by section number. Specific citations close files. Vague denials invite disputes.

Use these sentence structures in your summaries. Replace bracketed placeholders with your actual findings.

These items apply to every claim, regardless of type. Complete this baseline before moving to the claim-type specific checklist.

• Confirm Insured's Identity and Policy: Verify the insured's name, policy number, and property address at the start of every inspection.
• Record Both the Loss Date and the Discovery Date: These are not always the same. Document both dates exactly as stated by the insured.
• Take a Recorded or Written Statement First: Capture the insured's account of events in their own words before your inspection shapes the narrative.
• Photograph the Entire Property Exterior: Document the undamaged areas of the property to establish clear scope boundaries.
• Use Geotagged and Timestamped Photos Throughout: Enable location tagging and timestamp on your camera or device before shooting a single photo. This data is your proof of presence.
• Measure and Record All Dimensions: Never estimate square footage by eye. Measure every affected room and surface. Record the dimensions in your file notes.
• Take Moisture Readings on Every Claim: Water is present on fire, wind, and water claims alike. Document moisture levels at every inspection regardless of claim type.
• Review the Policy Before Making Any Coverage Statement: Read the declarations page, exclusions, and all endorsements before discussing coverage with the insured — on every single claim.
• Document Every Coverage Statement You Make to the Insured: Note every representation, instruction, or expectation you set — in writing — in your file notes. What you said is part of the claim record.
• Preserve All Physical Evidence: Do not allow damaged items to be discarded, replaced, or moved until they are fully documented and inventoried.
• Obtain All Applicable Third-Party Reports: Fire department, police, plumber, arborist, National Oceanic and Atmospheric Administration (NOAA) — third-party confirmation is what elevates a summary from an opinion to a finding.

Before submitting any claim summary, confirm every item below. A summary that cannot check every box is not ready to submit.