Adjuster Email Templates: 10 Copy-Paste Letters That Get Roof Claims Paid

To: [adjuster.email]

CC: [claims.manager.email]

Subject: Supplement Request — Claim # [claim number] — [property address]

Hi [Adjuster First Name], Thank you for the inspection on [inspection date] and for sending over the estimate. I've completed a line-item review and identified [X] scope items that need to be added to bring the estimate to a fully code-compliant, manufacturer-warranted scope. Total supplement requested: $[amount] Original estimate (RCV): $[original total] Revised total (RCV): $[revised total] Each item below is supported by a code citation, manufacturer requirement, or Xactimate reference. Photos and measurements are attached. 1. [Item 1] — [Xactimate code] — $[amount] Justification: [code or manufacturer citation] 2. [Item 2] — [Xactimate code] — $[amount] Justification: [code or manufacturer citation] [Add additional items as needed] Please confirm receipt of this supplement and provide an expected review timeline. I'm happy to walk through any line item directly — feel free to call me at [your phone]. Thank you, [Your Name] [Company] [Phone] · [Email]

Pro tip: Always include the dollar totals in the opening so the reader knows the size of the ask before reading line items.

Send via email

To: [adjuster.email]

CC: [claims.manager.email]

Subject: Re: Supplement Request — Claim # [claim number] — Follow Up

Hi [Adjuster First Name], Following up on the supplement request I sent on [submission date] for claim # [claim number]. I want to make sure it didn't get lost in the shuffle. Quick recap: • Property: [address] • Total supplement amount: $[amount] • Number of items: [X] • Date submitted: [submission date] Could you confirm the supplement has been received and let me know an expected review date? The homeowner is asking for a status update and I'd like to give them a real timeline. If the supplement is being routed to a supervisor or different reviewer, please share their name so I can be sure my next message lands in the right inbox. Thanks, [Your Name] [Company] [Phone]

Pro tip: Mentioning the homeowner is asking for a timeline gives the adjuster a reason to move — they don't want a homeowner complaint.

Send via email

To: [adjuster.email]

CC: [claims.manager.email]

Subject: Formal Reinspection Request — Claim # [claim number]

Hi [Adjuster First Name], I'm formally requesting a reinspection of the roof at [property address] under claim # [claim number]. Since the original inspection on [date], I have documented additional storm damage that was not included in the current scope. Specifically: • [Slope/area 1]: [X impacts documented with photos] • [Slope/area 2]: [X impacts documented with photos] • [Other damage — gutters, screens, garage door, etc.] I'd like to be on-site for the reinspection so I can walk you through each documented impact and answer any questions in real time. Please confirm: 1. The reinspection date and time (I'm flexible — whatever works for your schedule) 2. Whether the same adjuster will perform the reinspection or a different one 3. Whether I should provide chalk and a measuring wheel or you'll bring your own Thank you for working with me on this. I want to make sure we get the scope right the first time so the homeowner doesn't have to deal with a second supplement later. Best, [Your Name] [Company] [Phone]

Pro tip: Asking who the reinspection adjuster will be flushes out whether they're rotating you to a more aggressive one. Either way, you find out before the visit.

Send via email

To: [adjuster.email]

CC: [claims.manager.email]

Subject: Re: Claim # [claim number] — Cosmetic Damage Determination

Hi [Adjuster First Name], I received your determination that the damage on this roof is "cosmetic only" and I'd like to respectfully push back on that classification. Cosmetic damage exclusions in homeowner policies typically apply to specific listed materials (most commonly metal roofing, gutters, or siding). They rarely apply to asphalt shingles, because hail bruising on a shingle mat is not cosmetic — it physically fractures the granule-to-mat bond and accelerates functional failure under ASTM D3161 and D7158 testing standards. To move this forward, could you do two things: 1. Send me the exact policy language you're applying for the cosmetic exclusion, including the page and section reference from the Declarations or Exclusions section. 2. Confirm whether the exclusion is being applied to a specific material (e.g., metal flashing only) or to the asphalt shingles themselves. Once I have the specific exclusion language, I'll respond in writing. If no exclusion specifically applies to asphalt shingles, the damage should be classified as a covered loss and the slope should be replaced under the policy's replacement cost coverage. Photos of the bruising and granule loss patterns are attached for reference. Thanks, [Your Name] [Company] [Phone]

Pro tip: Demanding the exclusion in writing kills 80% of cosmetic denials. Adjusters lean on the term verbally because it usually doesn't survive a paper trail.

Send via email

To: [adjuster.email]

CC: [claims.manager.email]

Subject: Re: Claim # [claim number] — Test Square Threshold Determination

Hi [Adjuster First Name], Thanks for sharing your test square findings. I'd like to reframe the conversation slightly because I think we're using different standards. Test square thresholds are an internal carrier metric. They are not a building code standard or a manufacturer warranty standard. The roof manufacturer ([GAF / CertainTeed / Owens Corning / etc.]) considers any fractured shingle mat to be a warranty impairment, regardless of how many impacts per square exist. I have documented impact-related mat fractures on all [X] slopes, with photos attached. Specifically: • [Slope 1]: [X documented impacts] • [Slope 2]: [X documented impacts] • [Slope 3]: [X documented impacts] Even on slopes that fall below your internal threshold, the warranty impairment remains. A homeowner who installs a partial replacement on this roof will void manufacturer coverage on the unreplaced slopes. I'm requesting full roof replacement on warranty impairment grounds, not impact density. Could we walk the roof together so I can show you each impact directly? I'm available [date/time options]. Thanks, [Your Name] [Company] [Phone]

Pro tip: Manufacturer warranty arguments work because the carrier doesn't want the homeowner to come back later with a denied warranty claim from the manufacturer.

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To: [adjuster.email]

CC: [claims.manager.email]

Subject: Re: Claim # [claim number] — Code Compliance Item

Hi [Adjuster First Name], Following up on your decision to exclude [item — e.g., rake drip edge, ice and water shield] from the scope. I want to make sure we're aligned on the local code requirements. The [city/county] building department has adopted the [IRC year — e.g., 2018 IRC] with the following amendments: • [IRC section reference — e.g., R905.2.8.5] requires [item description — e.g., drip edge at eaves and rakes] on all new and replacement residential roofing installations. • Local amendment [reference, if applicable] additionally requires [any additional state/local requirements]. I've attached: 1. A copy of the relevant code section 2. The local building department adoption page 3. [Permit application showing the item is required for inspection sign-off, if applicable] Under the policy's code upgrade coverage (Coverage [A/B/D]), code-required items must be included in the scope to bring the repair to current code compliance. This is not betterment — it is required compliance. Requesting [item] be added to the scope per Xactimate code [code], quantity [X]. Thanks, [Your Name] [Company] [Phone]

Pro tip: Adjusters can argue with you about code interpretations, but they can't argue with the actual building department's adopted code page. Always pull it from the city's site and attach it.

Send via email

To: [adjuster.email]

CC: [claims.manager.email]

Subject: Re: Claim # [claim number] — General Contractor Overhead and Profit

Hi [Adjuster First Name], I noticed the current estimate does not include general contractor overhead and profit. Based on the scope, this loss qualifies for O&P under the standard multi-trade rule. This claim involves the coordinated efforts of [X] distinct trades: 1. Roofing (Xactimate trade code: RFG) 2. Gutters (Xactimate trade code: GTR) 3. Siding (Xactimate trade code: SDG) 4. [Additional trade if applicable — fascia, screens, garage door, paint] Per the Xactware Overhead and Profit White Paper and standard industry practice, when a loss involves the coordinated efforts of three or more trades, general contractor overhead at 10% and profit at 10% should be applied to the total coordinated scope. Total coordinated scope: $[total] Requested O&P (10% + 10% = 20%): $[20% of total] I'm requesting O&P be added to the estimate per Xactimate code O&P. I'm happy to walk through the trade breakdown if helpful. Thanks, [Your Name] [Company] [Phone]

Pro tip: List trades by their actual Xactimate trade codes (RFG, GTR, SDG) — it removes any ambiguity about whether they're "really" separate trades.

Send via email

To: [adjuster.email]

CC: [claims.manager.email]

Subject: Re: Claim # [claim number] — Matching Statute Application

Hi [Adjuster First Name], Following up on the proposed scope of partial replacement. This claim is subject to [state matching statute — e.g., C.R.S. 10-4-110.8 in Colorado, F.A.C. 69O-166 in Florida], which requires the insurer to pay for replacement of undamaged items necessary to achieve a reasonably uniform appearance within the same line of sight when damaged items cannot be matched. The existing shingles on this property are: • Manufacturer: [GAF / CertainTeed / Owens Corning / etc.] • Product line: [product name] • Color: [color] • Approximate install year: [year] This product is [discontinued / no longer produced in this color / has been reformulated / has weathered to a tone not matchable with current production]. Replacing only the damaged slopes would result in a visible mismatch within the same line of sight from the street. Per the matching statute, I'm requesting the scope be expanded to include all roof slopes within the same line of sight: • [Slope 1]: [X squares] • [Slope 2]: [X squares] • [Slope 3]: [X squares] Total additional scope: [X SQ] of shingles, plus associated tear-off, underlayment, and labor. Photos of the existing shingles and the line-of-sight visibility from the street are attached. Please confirm the scope expansion or provide a written explanation of why the matching statute does not apply to this claim. Thanks, [Your Name] [Company] [Phone]

Pro tip: If your state doesn't have a specific matching statute, check the policy itself — many HO-3 policies contain matching language even where the state doesn't require it.

Send via email

To: [claims.manager.email]

CC: [adjuster.email]

Subject: Supervisor Review Request — Claim # [claim number]

Hi [Claims Manager Name], I'm reaching out to request a supervisor review on claim # [claim number] at [property address]. [Adjuster Name] and I have been working through a supplement and there are [X] items where we've reached an impasse. Quick context: • Loss date: [date] • Original estimate: $[original amount] • Supplement requested: $[supplement amount] • Items in dispute: [X] The disputed items are: 1. [Item 1] — $[amount] My position: [brief justification with code or policy citation] Adjuster's position: [brief summary of adjuster's stated reason] 2. [Item 2] — $[amount] My position: [brief justification] Adjuster's position: [brief summary] I've attached the full email thread, the original estimate, the supplement request, and supporting documentation including photos and code citations. I want to be clear: [Adjuster Name] has been professional and responsive throughout. My request for supervisor review is not a complaint about the adjuster — it's a request for a second set of eyes on the disputed items so we can get the homeowner's claim resolved. Could we set up a brief call this week to walk through the items together? I'm available [date/time options]. Thanks, [Your Name] [Company] [Phone]

Pro tip: Always defend the adjuster personally when escalating. It removes any "this contractor is impossible" framing and keeps you in the file as a reasonable party.

Send via email

To: [adjuster.email]

CC: [claims.manager.email]

Subject: Recoverable Depreciation Release — Claim # [claim number] — Work Complete

Hi [Adjuster First Name], The work on claim # [claim number] at [property address] has been completed and I'm submitting documentation for release of the recoverable depreciation holdback. Project summary: • Date completed: [completion date] • Final invoice total: $[total] • ACV previously paid: $[ACV amount] • Recoverable depreciation owed: $[depreciation amount] Attached: 1. Final invoice showing all completed work matching the approved scope 2. Photos of the completed roof (all slopes) 3. Permit sign-off from the [city/county] building department 4. Manufacturer warranty registration confirmation 5. [Lien waiver / proof of payment, if your state requires it] Please confirm receipt and let me know the expected timeline for the depreciation release. The homeowner is following up with me directly so I'd like to give them an accurate date. If anything additional is needed to process the release, let me know and I'll send it over the same day. Thanks, [Your Name] [Company] [Phone]

Pro tip: Most depreciation releases stall because the contractor sends an invoice without permit sign-off or photos. Send everything in one email and the release usually clears in 3-5 days.

Send via email

10 Adjuster Email Templates That Actually Get Roof Claims Paid

The 10 Templates

3 Rules for Every Adjuster Email

Initial Supplement Submission

Supplement Follow-Up (Day 7-10)

Reinspection Request

Pushing Back on "Cosmetic Only"

Pushing Back on "Within Tolerance"

Code Item Denial Response

Multi-Trade O&P Request

Matching Statute Citation

Supervisor Escalation

Recoverable Depreciation Release Request

These templates are great. Auto-personalized templates are even better.