How To File an Insurance Claim on Your Commercial Roof

Unfortunately, filing an insurance claim on your commercial flat roof is not as simple and easy as it should be. There are strict dates you need to abide by and specific ways damage must be documented - and there's no guarantee your insurance company will treat you fairly. 

At GIDEON, we've negotiated and settled 10s of millions of dollars in insurance claims, including many that the insurance company initially denied, so we know what it takes to process a successful claim. 

In this article, we'll detail, step-by-step, how to file an insurance claim on your commercial flat roof, along with helpful tips and best practices to ensure the process goes smoothly and you get the payout you deserve.

Table of Contents

• Step 1: Note the Storm Date
• Step 2: Contact a Commercial Roofing Contractor
• Step 3: Contractor's Inspection & Documentation of Damage
• Step 4: Contact Your Insurance Company
• Step 5: Work with the Insurance Adjuster
• Step 6: Review & Finalize the Claim with Your Contractor
• Step 7: Schedule Repair or Replacement
• Frequently Asked Questions

Step 1: Note the Storm Date

If you've been hit by a major storm, particularly one that includes hail, and you suspect you have storm damage, it is crucial to note the storm date. The insurance company requires this to validate your claim.

Step 2: Contact a Commercial Roofing Contractor

The next step is to contact a commercial roofing contractor to perform an inspection. 

Why contact a roofing contractor before the insurance company? The reason is that your insurance claim will be decided by an insurance adjuster - who works on behalf of the insurance company, not you. His fiduciary responsibility is to the insurance carrier, and the proof of loss is on you.

When dealing with insurance claims, having a professional, licensed roofing contractor by your side can be the difference between a fully-paid replacement and a costly claim denial. Not only will they assess and document roof damage, but they also understand how to navigate the claims process and advocate on your behalf - and, given that scant payouts and unfairly denied claims are common in roofing, you need an advocate. 

But not every contractor is qualified to handle large-loss commercial insurance claims. Look for contractors with positive customer reviews, proper licensing, manufacturer certifications, and insurance.

Once you have a few contractors on your list, ask about their experience with insurance claims and how they can assist you throughout the process. Remember, the goal is to find a contractor to advocate for you, ensuring you get the insurance payout you deserve.

Helpful Tip: When interviewing potential contractors, ask about their previous experiences with insurance claims. Have they worked with your specific insurance company before? Can they provide references from clients they've helped with insurance claims?

Step 3: Contractor's Inspection & Documentation of Damage

Once you've selected a professional roofing contractor, they'll inspect your roof. Their expertise can accurately identify issues that an untrained eye might overlook. They also will understand how insurance companies view, categorize, and validate damage, and they'll be able to document it correctly to support your claim.

During their inspection, the contractor will take photos and detailed notes of all the damage. These will form a part of the crucial documentation needed for your insurance claim. A comprehensive inspection report should include clear images of the damage, a description of the roof's condition, and the necessary repairs or replacement to restore its functionality.

Helpful Tip: Your contractor's inspection report is an essential piece of documentation. Make sure it is detailed and includes visual proof of all damages. This will greatly support your claim when presented to your insurance company.

Step 4: Contact Your Insurance Company

Once the inspection is complete and the damage has been documented, it's time to file the claim with your insurance company. Typically, this involves notifying them of the damage and expressing your intention to file a claim.

Having a roofing contractor assist with this process can be invaluable. They can help explain the nature of the damage in technical terms that your insurer will understand. Furthermore, they can advise on how to present your claim, improving your chances of a successful outcome.

Remember to provide your insurance company with your contractor's inspection report and other supporting documentation, like before-and-after photos, receipts for any immediate repairs to prevent further damage, etc.

Helpful Tip: Record all correspondence with your insurance company, including phone calls, emails, and mailed documents. This will be useful if there are any discrepancies later on during the claims process.

Step 5: Work with the Insurance Adjuster

One of the critical stages in your insurance claim process is the adjuster's inspection. This is when your insurance company sends out an adjuster to assess the damage and confirm the details of your claim.

Your roofing contractor can be a valuable advocate during this process. During the visit, they can meet with the adjuster to ensure that all damages are accurately identified and properly attributed. With their expertise, they can help counter any potential underestimation of the damage by the adjuster and argue for a comprehensive restoration that aligns with your policy's coverage.

Helpful Tip: Having your contractor present during the adjuster's visit can significantly impact the outcome of your claim. Their expert knowledge can ensure that the adjuster's assessment is accurate and fair.

Step 6: Review & Finalize the Claim with Your Contractor

Once the adjuster has completed their inspection and your insurance company presents a settlement offer, reviewing this proposal with your contractor is essential. Their expertise enables them to analyze the offer critically, comparing it with their initial estimates and confirming it covers all necessary repairs or replacements.

Many insurance companies use specific software to determine the scope of work for your claim. One of the most commonly used is Xactimate, a comprehensive estimating program for building and repair costs. Xactimate provides pricing data for specific geographic regions and can produce detailed, line-by-line estimates that include everything from labor and materials to overhead and profit. 

An experienced contractor will be familiar with Xactimate and can review the scope of work offered by the insurance company to see if it meets Xactimate standards.

If the settlement offer is insufficient, your contractor can help negotiate for more accurate compensation. They can provide additional documentation or argumentation to contest the offer, aiming to reach a fair settlement that aligns with the actual cost of restoring your roof.

Helpful Tip: A contractor's assistance can be invaluable during the settlement negotiation process. They can provide a detailed breakdown of costs that strengthens your case for a fair settlement, ensuring that you don't have to settle for less than your claim's worth.

Step 7: Schedule Repair or Replacement

The next step is to schedule the required repairs or replacements upon finalizing the claim. Your contractor will help coordinate this process, setting up a convenient timeline while adhering to any deadlines set by the insurance company.

The contractor will oversee the work, ensuring it adheres to industry standards, building codes, and the specifications outlined in the insurance claim. They will also handle any necessary permits and inspections, making the process seamless for you.

Helpful Tip: Post-restoration, your contractor can provide guidance on routine maintenance and preventative measures to help avoid future damage and potential claims. Regular inspections, for example, can catch minor issues before they escalate into more costly problems, ultimately saving you time, stress, and money in the long run.

The Upshot

Navigating the intricacies of filing an insurance claim for your commercial roof can be daunting, especially when you're uncertain about your policy details, the documentation requirements, or the negotiation process with your insurance company. It's a challenge that can feel overwhelming without the right guidance.

Now that you've learned how to handle your insurance claim effectively, give GIDEON a call. In a free 30-minute call, our nationally-recognized roofing advisors can offer you customized guidance to help you navigate the insurance claim process and ensure you get the fairest settlement possible.

Frequently Asked Questions

Q: Why work with a contractor? Shouldn’t I just call my insurance agent?

A: Great insurance agents are worth their weight in gold - unfortunately, your agent doesn't decide your claim. 

Insurance claims are decided by the adjusters - and the adjusters work on behalf of the insurance company, not you. Their fiduciary responsibility is to the carrier, and the proof of loss is on you.
Letting the insurance company manage your entire claim is a recipe for a lowball payout or a complete denial.

Q: What if the insurance company denies my claim, despite my roofer's best efforts?

A: If the insurance company denies your claim and won't budge, and you are confident your claim qualifies, hiring a public adjuster may be worthwhile. Unlike insurance adjusters, which work for the carrier, a public adjuster works for you. They specialize in overturning unfair claim denials and can be extremely helpful. For more information, check out our article on the Top Problems Building Owners Face When Filing an Insurance Claim.

Q: Don't I need to gather estimates from multiple roofers?

A: No, you don't. Your insurance payout is based on what is needed to replace or repair your roof to its original condition with like and kind materials. All you are responsible for is your deductible. 

The roofing company and your insurance carrier negotiate the rest. 

When it comes to choosing a roofing company, the most important thing is that you trust the contractor to do the job right. If insurance wants you to get multiple estimates, they're just trying to get their price down, not yours - and you could easily get a subpar job because of it.

Q: Do roofers charge for inspections?

A: In most cases, roofing companies do free inspections for storm damage, but this may vary from contractor to contractor, so it’s important to ask.