Prepare the file before the inspection
- Confirm identity and appointment details through the insurer if anything is unexpected.
- Prepare a room-by-room or vehicle-area list with supporting photos.
- Write down open questions, requested documents and follow-up dates during the visit.
Give the inspection a clear beginning, route and finish
A structured visit makes missing information and promised follow-up easier to see.
Before
Prepare safe access, the event timeline, an area-by-area damage list and the questions still open.
During
Connect each condition to the relevant image, inventory line, estimate or receipt and take factual notes.
After
Record requested documents, decision owners and follow-up dates, then send a short written recap when useful.
Prepare a visit record
- Create a room-by-room or area-by-area damage list with links to the relevant photographs.
- List unresolved questions about scope, temporary work, estimates and additional documents.
- After the visit, record attendees, topics discussed, documents provided and promised next steps.
Give the inspection a clear route and finish
A prepared visit lets the adjuster connect visible conditions to the timeline, inventory and documents without turning the meeting into an unstructured tour.
- Opening summary
- Prepare the event date, discovery, emergency response, mitigation and unresolved safety limits in a short chronology. Identify areas that remain inaccessible before the walk-through begins.
- Area route
- Move room by room or area by area using the same labels as photographs and inventory entries. Point out both damaged and nearby undamaged context without directing the adjuster toward a coverage conclusion.
- Document handoff
- Keep a list of estimates, receipts, reports and inventories provided during or after the visit. Use file names or page counts so both sides can identify what was actually received.
- Closing questions
- Ask what is missing, whether specialists or another inspection are needed, who makes the next decision and when to follow up. Send a factual recap when useful.
An adjuster documents and evaluates the claim within a role that varies by organization and location. Ask who has authority to make the final coverage or payment decision.
Make the adjuster visit factual and efficient
Prepare the property, not a performance
Make damaged areas safely accessible but do not stage, discard or alter them for impact. Identify hidden or intermittent issues with factual notes and photographs.
Know the adjuster's role
An adjuster documents and evaluates the loss for the claim process. Employment arrangements and authority vary; ask who makes the final coverage and payment decision.
Walk through methodically
Start with the event overview, then move area by area. Connect each damaged item to a photo, inventory line, estimate or receipt instead of handing over an unstructured folder.
Close with a next-step list
Ask what information is missing, whether specialists are needed, how estimates are reviewed and when you should follow up. Send a short written recap if appropriate.
Questions to settle before moving ahead
Should a contractor attend?
It may help for complex repairs, but coordinate with the adjuster and keep contractor scope separate from coverage decisions.
Must I agree with an estimate during the visit?
You can ask questions and request the written basis. The process and dispute rights depend on the policy and jurisdiction.
Prepare for the step that follows
If the next response is unclear or overdue, build the claim delay or denial file around the stated reason.
For stolen property, bring an item-by-item ownership and value inventory.
Processes, rights and deadlines depend on your location, provider and policy. Use the relevant official service for your jurisdiction.