How to prepare for the insurance adjuster’s inspection.

The inspection is one of the most important information-gathering moments in a property claim. It is not a courtroom and it should not become an argument. Your goal is simpler: make the damaged areas accessible, show what you observed, provide a clear record, and leave with a shared list of next steps.

Before the appointment

Confirm the basics

• Date and arrival window
• Adjuster’s name, company, phone number, and email
• Claim number and the areas they expect to inspect
• Whether a contractor or other representative may attend
• Any documents the adjuster wants in advance

Create a one-page loss summary

Keep it factual. List the date and approximate time of the event, when the damage was discovered, affected rooms or building components, emergency actions taken, and the contractors or service companies contacted. Add the claim number and your current contact information.

Build a simple photo set

Use wide shots to establish the location, medium shots to show the damaged area, and close-ups for detail. Preserve original files when possible. Label copies by room or component instead of handing over dozens of unnamed images.

Prepare the property

• Make affected rooms reasonably accessible.
• Do not discard damaged items before the insurer has had a reasonable opportunity to inspect them, unless health or safety requires disposal.
• Keep samples or photographs when materials must be removed.
• Gather receipts for tarps, board-up, drying, temporary plumbing, lodging, and other loss-related expenses.
• Secure pets and identify any access hazards before the visit begins.

What to have on hand

The NAIC and state insurance departments recommend documenting the property and keeping repair-related records. A useful inspection folder may include:

• Policy declarations and relevant endorsements, if available.
• Claim acknowledgment and prior carrier correspondence.
• Your loss summary and labeled photo index.
• Emergency mitigation invoices, drying logs, or service reports.
• Contractor estimates or specialist reports already obtained.
• A personal property inventory for damaged contents.
• A list of questions and areas you want the adjuster to see.

During the inspection

Start with a short walkthrough plan

Show the adjuster your list of affected areas and agree on the order. If the loss involves multiple floors, exterior elevations, detached structures, or contents, this reduces the chance that an area is skipped.

Describe observations, not theories

“Water appeared along this wall after the storm” is more useful than guessing about a hidden cause you cannot see. Note when and where the condition appeared, what changed, and what a qualified contractor documented.

Take your own notes

Record which areas were inspected, measurements taken, samples collected, questions asked, and documents requested. If the adjuster says another specialist is needed, note who will arrange it.

Ask calm, specific questions

• Did we inspect every area on this list?
• Do you need additional photographs, estimates, or inventory records?
• Will anyone else inspect the roof, structure, electrical system, or water source?
• When should I expect the written estimate or next update?
• Who should receive new documents or newly discovered damage?

After the adjuster leaves

Send a short follow-up confirming the date, attendees, inspected areas, requested documents, and promised next steps. Attach only the clearly labeled materials requested or discussed. Save the message in your claim file.

When the estimate arrives, review it room by room. Check addresses, measurements, quantities, materials, depreciation, deductible, and whether every observed area appears. If something seems missing, ask for clarification in writing before assuming the reason.

Five inspection mistakes to avoid

1. Making unsafe areas “inspectable” yourself. Safety comes before documentation.
2. Cleaning everything before photographing it. Preserve a record before reasonable emergency work.
3. Relying only on memory. A room-by-room checklist is more dependable.
4. Sending an unlabeled document dump. Organize evidence so another person can follow it.
5. Treating the visit as the final decision. The inspection gathers information; the written estimate and coverage communication deserve their own review.