Why the file matters more than the argument
Appraisal panels decide numbers based on evidence. An appraiser who arrives with dated photos, clean measurements, contractor pricing and a clear timeline usually moves the panel further than one who arrives with frustration. Building a claim file before appraisal is the most useful thing a Montana policyholder can do, and most of it costs nothing but time.
Here’s a practical checklist, organized the way an appraisal panel tends to look at a claim.
1. The policy itself
- The full policy, including every form and endorsement, not just the declarations page. If you don’t have it, ask the carrier in writing for a certified copy.
- The appraisal clause, highlighted.
- Deductibles, especially any percentage wind and hail deductible.
- Endorsements that change valuation, such as roof payment schedules, cosmetic damage exclusions, ordinance or law coverage and extended replacement cost.
2. Proof of the loss and the date
- Photos and video from right after the event, with dates. Wide shots first, then close-ups.
- Weather information for your address: storm reports, hail size and wind data, or local news coverage.
- Earlier photos of the property, such as real estate listing photos or inspection reports, that show its condition before the loss.
- Records of any prior claims on the same part of the property.
3. The claim history
Create a single timeline, starting with the date of loss and the date you reported it. Add every inspection, phone call, email, estimate, reinspection and payment, and note who you spoke with and what they said. Keep copies of every letter, especially any reservation of rights letter or partial denial. A clean timeline helps the panel understand where the numbers came from, and it also helps if questions about claim handling come up later.
4. The carrier’s estimate, marked up
Print the carrier’s estimate and go through it line by line. Mark items that are missing, quantities that look low and prices that seem out of line for your area. Common issues on Montana claims include:
- Missing roof slopes, elevations or rooms.
- Low square counts or missing steep and high-roof charges.
- Pricing that ignores contractor travel to rural properties or resort-area labor rates in places like Big Sky and Whitefish.
- Missing overhead and profit when several trades are involved.
- Depreciation that seems high for the age and condition of materials.
An independent insurance estimate review can help you find gaps you might otherwise miss.
5. Your own pricing
Get at least one detailed contractor bid, itemized as far as possible. Lump-sum bids are hard to compare with a line-item estimate. If your contractor can produce an estimate in Xactimate or Symbility format, side-by-side comparison gets much easier. For discontinued materials, get a written statement from a supplier. For specialty work, such as log home restoration, standing-seam metal roofing or smoke remediation, a specialist’s bid carries more weight than a general one.
6. Mitigation and emergency work
Keep invoices, drying logs, moisture maps and photos from any mitigation company. Keep receipts for tarps, board-up, roof snow removal and your own emergency repairs. Many policies cover reasonable costs to prevent further damage, and these records show what was done and why.
7. Contents and living expenses
For contents, build an inventory with item descriptions, ages, quantities and replacement prices. For additional living expense, keep hotel and rental receipts, extra mileage and higher food costs, all with dates. A spreadsheet with one row per item is easier for a panel to work with than a stack of receipts.
8. Know your numbers
Before appraisal, calculate the gap between the carrier’s estimate and your documented number, and how much of that gap is depreciation you may recover later anyway.
Illustrative example: if the carrier’s replacement cost estimate is $30,000 and your contractor’s is $48,000, the gap is $18,000. If $6,000 of the carrier’s depreciation is recoverable after repairs, that changes the picture of what you would actually collect. All figures are illustrative.
Our depreciation and holdback calculator helps you sort out replacement cost, actual cash value and holdback.
9. Check whether you’re ready
Take our appraisal readiness quiz to see whether appraisal looks like a good fit or whether the claim needs more documentation or a different approach first. A claim file before appraisal doesn’t have to be perfect, but it should let a stranger understand what happened, what was paid and what’s still in dispute.
Keep it organized
Use one folder, paper or digital, with numbered sections that match this list. Name photos by date and location, such as “north slope” or “kitchen ceiling.” Send copies, never originals, and keep a record of what you sent and when.
How we use your file
When we act as your appraiser, we start with your file, inspect the property and build an estimate that can be defended line by line. A complete file saves time and often narrows the dispute before an umpire is ever involved. If you have questions about your claim, get in touch.