What a supplement needs

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A supplement is a request to add to or correct the carrier's estimate after the original scope was written. Supplements happen on almost every larger job. Hidden damage turns up during demolition, quantities change, or items were simply left off. The quality of the supplement package has a lot to do with how smoothly it is reviewed. This guide covers what a supplement usually needs and how to organize it.

Start from the carrier estimate

A supplement responds to a specific estimate, so start with the full itemized carrier estimate, not the summary pages. Note the estimate version or date, the claim number and the price list. Everything in the supplement should reference that document. If the carrier has issued more than one version, make sure you are working from the latest one.

A clear list of what is being requested

The core of a supplement is a list of the changes being requested. Each item should be specific. Usually that means:

• The area or room where the work applies
• The line item description and activity
• The quantity and unit
• Whether it is a new item, a quantity change or a correction to an existing line
• A short reason the item is needed

Avoid vague requests like "additional drywall needed." State which room, how much and why. Reviewers can approve specific requests much faster than general ones.

Line item detail in a format the reviewer recognizes

Most carriers review estimates in Xactimate, so a supplement written in Xactimate with the same price list makes the reviewer's job easier. Using the same line items, units and structure as the original estimate lets them compare line for line. If the original estimate was written in a different program, note that and keep the line descriptions as close as possible.

Supporting documentation for every item

Each requested item should be backed up. The type of support depends on the item, but common examples include:

• Photos showing the damage, ideally before, during and after demolition
• Photos that show scale or location, such as a wide shot and a close up
• Measurements or a sketch for quantity changes
• Moisture readings and drying logs for water related items
• Invoices or quotes for specialty work or materials
• Manufacturer specifications or code references where they apply
• Notes explaining why a material could not be reused or repaired

Label photos so the reviewer can tie each one to an item. A folder of unlabeled photos is far harder to use than a short set of labeled ones.

A short cover summary

A one page summary at the front helps the reviewer understand the request before they open the details. Include the claim number, property address, date of loss, the estimate being supplemented and a brief description of what changed and why. For example, hidden damage found during demolition, or items left off the original scope. Keep it factual and short.

An organized package

Put the pieces in a logical order. A common structure is:

1. Cover summary
2. Supplement estimate or line item list
3. Supporting photos, labeled and in the same order as the items
4. Other documentation such as readings, invoices and specifications

Send it as a small number of clearly named PDFs rather than many loose files. Keep a copy of exactly what was sent and the date it was sent.

Timing

Send supplements as soon as the information is available. Hidden damage should be documented and reported when it is found, before it is covered up. Waiting until the end of the job makes it harder to support items that are no longer visible. If there will be more than one supplement, number them so each can be tracked.

Common reasons supplements stall

• Requests that are not specific about room, quantity or activity
• Missing or unlabeled photos
• Supporting a different estimate version than the current one
• No documentation of hidden damage before it was covered
• Line items that do not match the format of the original estimate

Keep the roles clear

A supplement package documents the work and the scope. Questions about coverage or policy terms are a separate matter and belong with the policyholder, a licensed public adjuster or an attorney, depending on the situation. Keeping the package focused on scope, quantities and documentation tends to make the review simpler.

If you want a starting point, our free supplement readiness checklist covers the documentation to gather before you send.