How to Write Roofing Supplements That Get Approved

How to Write Roofing Supplements That Get Approved

If you're a storm restoration contractor and you're not supplementing, you're leaving an average of $4,247 per job on the table. That's not a guess — it's the number we see across 2,400+ tracked claims in our system. Learning how to supplement roof claims effectively is one of the most valuable skills a roofing contractor can develop.

Here's the reality: 78% of initial insurance estimates are missing legitimate line items. Not fraudulent items. Not inflated items. Legitimate, code-required, manufacturer-specified work that the adjuster either missed, overlooked, or wasn't aware of.

Submitting roofing insurance supplements isn't gaming the system. It's ensuring the homeowner gets what their policy covers and you get paid for the work you're actually doing.

But there's a catch: poorly written supplements get denied. Supplements without documentation get denied. And supplements submitted late get ignored entirely. This guide will show you how to write supplements that get approved — consistently.

What Is a Roofing Supplement?

A roofing supplement — sometimes called a roof insurance claim supplement or "re-inspection request" — is a formal request to an insurance carrier to add line items or adjust quantities on an approved claim. It's submitted after the initial estimate has been issued and you've identified items that were missed or underscoped.

Roofing supplements are a normal, expected part of the insurance claims process. Adjusters know they'll receive them. Carriers have dedicated supplement review teams. The key is knowing how to supplement a roof claim professionally, with documentation, in a format that makes the reviewer's job easy.

Why Roofing Insurance Supplements Matter: The Numbers

Let's quantify what roofing supplements mean to your business:

That's a $420,000 difference on the same 100 jobs — just by submitting well-documented supplements.

The top-performing contractors in our network have a supplement approval rate of 89%. The bottom performers hover around 52%. The difference? Documentation quality and process consistency.

The 10 Most Commonly Missed Line Items

Based on our analysis of 2,400+ claims, these are the items most frequently missing from initial insurance estimates, ranked by frequency and average value:

1. Steep Slope Charges ($380–$720)

Any roof pitch of 7/12 or steeper qualifies for steep slope charges. Adjusters frequently underestimate pitch or omit this line item entirely. Always measure and document the pitch with a pitch gauge photo.

2. High Roof / Two-Story Charges ($250–$600)

Second-story and higher roofs require additional labor, safety equipment, and material staging. This is a separate line item from steep slope and is often missed even when steep slope is included.

3. Drip Edge Replacement ($180–$450)

Many local building codes require drip edge on reroof projects, even if it wasn't present before. If the code requires it, the insurance carrier should cover it. Always reference the specific ICC or local code section.

4. Ridge Vent Replacement ($200–$400)

When ridge cap shingles are replaced, the underlying ridge vent often needs replacement too. Adjusters frequently approve ridge cap but omit the vent underneath.

5. Pipe Boot / Jack Replacement ($50–$120 each)

Pipe boots are almost always damaged in a hail event, but they're small enough that adjusters overlook them. A typical roof has 3–6 pipe penetrations. Document each one individually.

6. Step Flashing Replacement ($150–$500)

Where the roof meets a vertical wall (chimneys, dormers, side walls), step flashing needs replacement when the surrounding shingles are replaced. Adjusters often scope the shingles but miss the flashing.

7. Ice and Water Shield ($300–$800)

Code-required in most jurisdictions for the first 3 feet from the eave edge. If the home is in a jurisdiction that requires it, it should be in the estimate — even if the original roof didn't have it.

8. Starter Strip ($100–$250)

A separate line item from the field shingles. Often lumped into the overall shingle quantity rather than broken out as its own item. Starter strip is required by every major manufacturer's installation specifications.

9. Waste Factor Adjustment ($200–$600)

Xactimate uses default waste factors that may not reflect the actual roof complexity. Hip roofs, cut-up roofs, and roofs with multiple valleys require higher waste factors (typically 12–18% vs. the default 10%).

10. Overhead and Profit ($1,500–$4,000)

The most contested line item in the industry. O&P is warranted when the project requires a general contractor to coordinate multiple trades (roofing, gutters, siding, paint). If the scope includes more than just shingle replacement, O&P should be included.

Step-by-Step Process: How to Supplement Roof Claims

Step 1: Line-by-Line Estimate Review

Print or download the carrier's approved estimate. Go through every line item and compare it to your own scope. Mark items that are:

• Missing entirely (not in the estimate at all)
• Underscoped (wrong quantity, wrong measurement, wrong specification)
• Under-priced (below Xactimate regional pricing)

Use Xactimate or a comparable estimating tool to generate your own scope for comparison. The gap between the carrier's estimate and your scope IS your supplement.

Step 2: Document Everything

For every line item you're supplementing, you need:

1. Photo evidence — Clear, timestamped, geotagged photos showing the condition that warrants the line item. For steep slope charges, photograph the pitch gauge on the roof. For pipe boot damage, photograph each individual boot with visible cracking or damage.

2. Code references — If you're claiming a code-required item (drip edge, ice & water shield), cite the specific code section. "IRC Section R905.2.8.5 requires drip edge at eaves and rakes" is far more persuasive than "it's code."

3. Manufacturer specifications — If the manufacturer requires a specific installation method that adds cost, cite the spec sheet. "Per GAF's High Profile Ridge Cap installation guide, ridge vent must be replaced when ridge cap is replaced."

4. Xactimate line item codes — Use the correct codes. Adjusters and supplement reviewers think in Xactimate codes. Speaking their language gets approvals faster.

Step 3: Build the Supplement Package

Your supplement submission should include:

• Cover letter summarizing the request, total additional amount, and the number of line items
• Itemized list with Xactimate codes, descriptions, quantities, and unit pricing
• Supporting documentation for each line item (photos, code citations, manufacturer specs)
• Revised total showing original estimate + supplement = new total

Format matters. A clean, professional supplement package gets reviewed faster and approved more often than a messy email with attachments. Use consistent formatting, clear labels, and a logical order.

Step 4: Submit Through the Right Channel

Every carrier has a preferred submission method:

• Xactimate file upload through the carrier's portal
• Email to the assigned adjuster or supplement review team
• Portal upload through the carrier's claims management system

Always submit in writing. Phone negotiations are harder to document and easier for the carrier to deny later. Keep confirmation of submission (email receipts, portal screenshots).

Step 5: Follow Up Systematically

After submission, track:

• Date submitted
• Expected response timeline (typically 7–14 business days)
• Follow-up dates (if no response after 10 business days, follow up)
• Assigned reviewer (if different from original adjuster)

Use your claims workflow system to set automatic reminders so supplements don't sit unanswered.

Common Reasons Supplements Get Denied

Understanding why supplements fail helps you prevent denials:

1. Insufficient documentation (38% of denials) The #1 reason. "We need to replace drip edge" without a photo of the existing drip edge condition, a code reference, and a measurement is an easy denial for the reviewer.

2. Not code-required (22% of denials) You claim an item is code-required but can't cite the specific code, or the local jurisdiction doesn't actually require it. Do your homework before claiming code upgrades.

3. Already included in scope (15% of denials) The reviewer believes the item is already covered under an existing line item. This happens often with starter strip (lumped into shingles) and waste factor (included in default quantities). Be specific about why it's a separate item.

4. Pricing dispute (12% of denials) Your pricing exceeds Xactimate regional rates and you haven't justified the difference. If local market conditions warrant higher pricing, provide documentation (supplier quotes, labor rate surveys).

5. Late submission (8% of denials) Some carriers have supplement deadlines (30, 60, or 90 days after initial estimate). Miss the deadline, lose the supplement.

6. Duplicate submission (5% of denials) You've already submitted a supplement for this item and it was previously denied. Resubmitting without new evidence won't change the outcome.

How Technology Helps

Manual supplement writing is time-consuming and error-prone. Here's how technology streamlines the process:

AI-powered supplement identification: Automatically compare the carrier's estimate against your scope and flag missing roofing insurance supplements. Our data shows that AI-assisted supplement identification catches 23% more line items than manual review alone.

Photo intelligence: Automatically organize, tag, and prepare inspection photos for supplement submission. No more scrolling through camera rolls looking for that one pipe boot photo.

Template-based submission: Pre-built supplement templates with the right Xactimate codes, code references, and formatting standards reduce preparation time from hours to minutes.

Automated tracking: Your claims workflow should track every supplement — submission date, expected response date, follow-up reminders, and outcome — so nothing falls through the cracks.

Conclusion

Submitting roofing supplements is not optional for storm restoration contractors who want to maximize revenue and deliver fair value to homeowners. The $4,247 average roof insurance claim supplement value is real money — and it's money that the homeowner's policy covers when properly documented.

The difference between a 52% approval rate and an 89% approval rate isn't luck — it's process. Document thoroughly, cite codes and specs, use the right Xactimate codes, submit professionally, and follow up systematically.

For a comprehensive walkthrough of the entire insurance claims process — from initial inspection through final payment — read our complete guide: The Complete Storm Damage Roofing Claims Process.

Related Reading

• Roofing Document Management: Stop Losing Contracts and Photos — Your supplement is only as strong as your documentation. Get your file management right first.
• How to Choose the Best Roofing CRM in 2026 — The best CRMs have supplement tracking built in. Here's how to evaluate them.

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Data sources: HailMate internal data (2,400+ tracked claims, 2024–2025), Insurance Information Institute 2025 Report, ICC Building Code references. This article is for informational purposes only and does not constitute legal or insurance advice.