When it comes to insurance adjusting, one of the most important skills you’ll develop has nothing to do with climbing roofs or writing estimates — it’s documentation. Great adjusters aren’t just good at identifying damage; they’re experts at documenting it clearly, completely, and correctly.
At MileHigh Adjusters Houston, we train our students to treat documentation like a lifeline — because in the claims world, if it’s not documented, it didn’t happen.
Let’s break down why photos, notes, and reports are so essential, and how to make sure yours hold up under scrutiny.
📷 1. Photos: Your Most Powerful Evidence
Photos are often the most compelling part of your claim file. They show what you saw, when you saw it, and where damage exists — with no room for interpretation.
📌 Best Practices:
- Take a wide, medium, and close-up shot of each damage area.
- Use date/time stamps if possible.
- Include context shots: e.g., zoomed-out photos showing where damage is on the property.
- Don’t forget undamaged areas — it shows you were thorough and helps defend against inflated claims.
- Use your camera’s flash or flashlight in dark areas like crawlspaces or attics.
✅ Pro Tip: Always take more photos than you think you need. You can delete extras — but you can’t recreate a missed moment.
📝 2. Notes: The Story Behind the Damage
Photos show what happened. Notes explain why it matters.
Accurate, well-written notes help carriers, QA reviewers, and desk adjusters understand the context behind your decisions — and help protect your credibility if a claim is disputed.
✍️ Include:
- What you observed (e.g., “Water damage consistent with wind-driven rain entering through broken seal on west-facing window.”)
- What the policyholder told you
- Weather conditions at time of loss
- Why you made certain decisions (e.g., “Roof not walkable due to pitch and rain; exterior inspected from ladder at eaves.”)
✅ Pro Tip: Document everything as if you’ll be asked about it 6 months later… because you might be.
📄 3. Reports: Pulling It All Together
Your report is where everything comes together — the narrative, the numbers, and the justification for your settlement recommendation.
A strong report includes:
- A clear scope of loss
- Concise, factual descriptions of all damages
- Measurements backed by photos
- Attachments: estimates, invoices, repair receipts
- Your professional conclusion, supported by policy and inspection evidence
Good reports lead to smooth file closure. Bad reports cause delays, reopens, and can hurt your reputation with firms.
✅ Pro Tip: Use consistent formatting and check for grammar/spelling. A clean, professional report speaks volumes about your professionalism.
🧠 Why Documentation Matters (More Than You Think)
- Reduces liability — Proper documentation defends your decisions.
- Speeds up claim settlement — Complete files mean fewer follow-ups.
- Improves carrier trust — Adjusters with clean documentation get called back.
- Protects your career — If you’re ever questioned, your notes and photos are your safety net.
In short: Good documentation isn’t optional. It’s essential.
🎓 How MHAH Prepares You for Real-World File Work
At MileHigh Adjusters Houston, we train our students from day one on real-world documentation practices:
- ✅ Hands-on photo training
- ✅ Mock inspection reports and feedback
- ✅ Guided note-taking exercises
- ✅ Real-life file scenarios from past deployments
Our boot camps focus on getting you ready to handle actual claims — not just pass a test. When you deploy, you’ll know exactly what to photograph, how to write a professional note, and how to build a report that holds up to QA and carrier standards.
📍 Final Thoughts
Documentation is your silent partner in every claim you handle. It tells the story, supports your conclusions, and protects your reputation. Don’t treat it as a chore — treat it as your most important tool.
Whether you’re on your first claim or your hundredth, commit to excellence in your photos, notes, and reports — and you’ll stand out in this industry.
MileHigh Adjusters Houston – Training the Special Forces of Adjusters
📚 Online & In-Person Adjuster Boot Camps
💡 Real-World Training. Career Support. Ongoing Guidance.
🌐 www.milehighadjustershouston.com
📞 281-741-8505