The Insurance Claim Documentation Checklist Minnesota Adjusters Respect

Claims are decided on documentation, not on how upset you are on the phone. This is the protocol, in order, that a well-documented Minnesota claim file contains.

Before anything happens — the pre-loss file

Build this once, keep it in cloud storage:

• Dated photos of every elevation, the roof, the interior of each room, and the mechanical room
• Receipts and dates for the roof, siding, windows, furnace, water heater, and any remodel
• Your declarations page and full policy PDF
• Inventory of high-value contents with serial numbers

A pre-loss photo of an undamaged roof defeats a "pre-existing wear and tear" denial instantly.

Day of loss — the capture protocol

Order	Shot	Why
1	Wide exterior of all four sides	Establishes context and address
2	Each damaged area, wide then close	Adjuster can locate it
3	Close-up with tape measure in frame	Establishes scale of hail, dent, crack
4	Soft metals: gutters, vents, AC fins	Proves hail size and impact
5	Test squares, chalked and labeled	Proves hit density
6	Interior ceilings, walls, staining	Ties interior damage to the loss
7	Attic: sheathing, insulation, daylight	Shows penetration
8	Video walkthrough narrating what you see	Timestamped and hard to dispute

Keep original files with EXIF data intact. Do not crop, filter, or screenshot — carriers use timestamps and geotags.

The written record

Document	Notes
Weather report for date of loss	Hail size and wind speed at your address
Claim number and date reported	Written in your file
Log of every call	Date, time, name, title, what was said
Every email	Never rely on a phone conversation for anything important
Adjuster report and photo set	Request it in writing after inspection
Line-item estimate from your contractor	In carrier software, same ZIP price list
Manufacturer discontinuation letters	For siding or shingle matching
Code citations	Ice barrier, ventilation, permits
Mitigation receipts	Tarps, fans, dehumidifiers, board-up, hotel
Permit and final inspection card	Needed for depreciation release
Final invoice and certificate of completion	The second check depends on it

The call log format that works

8/14, 10:42am — Spoke with J. Rivera, desk adjuster. Confirmed supplement received 8/11. Said review is 5–7 business days. Follow up 8/21.

Three lines, every call. When a claim goes sideways six months later, this log is your evidence of diligence and their delay.

Interior water and mold documentation

• Moisture-meter readings with the meter and the location in the same frame
• Readings recorded on consecutive days to show drying or spread
• Photos behind removed baseboard and drywall before rebuild
• Bag and stage damaged contents, do not discard until documented

Contents inventory columns

| Item | Age | Original cost | Replacement cost | Photo ref |

Depreciation on contents is applied by age. Without dates and receipts, the carrier estimates conservatively — always against you.

Before the adjuster arrives

1. Have your contractor scheduled to be there at the same time
2. Print your photo report so you can point to items in order
3. Have the ladder access and attic hatch clear
4. Have the policy dec page in hand
5. Write your list of every damaged item so nothing is forgotten in the moment

After the adjuster leaves

Same day: email the adjuster a summary of what was inspected and anything they said would be included. That email becomes the record.

Storage

One cloud folder per claim, subfolders: Photos, Estimates, Correspondence, Payments, Permits, Completion. Share it with your contractor.

We build this file for you on every claim job — photo report, carrier-software estimate, supplements, and the completion packet.