Restoration Job Documentation Checklist

Gather this on every job before the packet leaves the site. A missing before-photo or a gap in the moisture log is the difference between a clean approval and a delayed or denied claim.

Loss and cause

• Photos of the source and cause of loss
• Photos showing the full extent of affected areas
• Wide shots and close-ups of each affected room
• Category and class of loss documented
• Date and time of loss and of first response recorded

Before, during, and after

• Before photos taken before any work started
• Photos of contents and pre-existing conditions
• During-work photos of demolition and extraction
• After photos at completion of each phase
• Photos of any pre-existing damage noted separately

Readings and logs

• Initial moisture readings for all affected materials
• Daily moisture readings logged for each drying day
• Atmospheric readings (temperature, relative humidity, GPP)
• Equipment list: air movers, dehumidifiers, air scrubbers placed
• Drying goals set and progress recorded
• Thermal images if used, labeled by location

Paperwork and authorizations

• Signed work authorization
• Signed certificate of completion (at closeout)
• Scope sheet or estimate (Xactimate ESX and sketch if used)
• Any customer or adjuster communication that affects scope
• Moisture map or floor plan with readings marked

Before you submit

• Photos are labeled by room or area, not a nameless dump
• Nothing required by the carrier or program is missing
• Files grouped into one packet with a short cover note
• Large photo sets uploaded completely and verified
• You received a receipt confirming the office has the full packet