Free roofing supplement template
Supplemental roofing estimate template—ready to copy or customize
Copy or download the blank scope-review request now. Then use the generator to turn supplemental roofing estimate differences into an adjuster call brief and written draft built from the facts you enter.
A drafting aid, not an Xactimate estimate or claim decision. Verify coverage, pricing, code, manufacturer guidance, contractor authority, and submission rules before use.
Created by Tim Nussbeck — founder of GhostRep, 20+ years in home improvement sales and operations.
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Copy it, open an editable Word version, or print a clean PDF.
Replace every bracketed field and verify each attachment before sending.
DRAFT - REQUIRES HUMAN VERIFICATION SUBJECT: Scope review request | Claim [CLAIM NUMBER] | [PROPERTY ADDRESS] Hello [ADJUSTER OR REVIEWER NAME], I am [NAME AND TITLE] with [CONTRACTOR NAME], following up about the property and claim listed above. Our contractor estimate or field documentation shows the scope difference below when compared with the current estimate. Please review this item and confirm the required submission channel, form, and supporting documents. ITEM 1 Scope difference: [DESCRIBE WHAT THE CURRENT ESTIMATE OMITS OR DESCRIBES DIFFERENTLY] Property location: [ROOF AREA OR BUILDING LOCATION] Quantity or price: [ADD ESTIMATOR-VERIFIED QUANTITY OR PRICE] Evidence attached: [LIST DATED PHOTOS, MEASUREMENTS, ESTIMATE PAGES, INVOICES, RECEIPTS, OR OTHER RECORDS] Reference status: [VERIFY ANY CODE, LOCAL ADOPTION, MANUFACTURER INSTRUCTION, OR ESTIMATING REFERENCE BEFORE USE] REQUESTED NEXT STEP Please review this documented scope difference and respond in writing if more information is required or if the item will not be added to the estimate. ATTACHMENTS [ ] Contractor estimate showing the requested item [ ] Dated overview and close-up photos [ ] Measurements or quantity calculation [ ] Invoice, receipt, permit record, or supplier document [ ] Locally verified code or manufacturer reference, if applicable CONTRACTOR CONTACT Name: [NAME] Company: [COMPANY] Phone: [PHONE] Email: [EMAIL] Thank you, [NAME AND TITLE] REVIEW BEFORE USE Confirm the recipient, claim and property details, quantities, pricing, attachments, technical references, contractor authority, and carrier submission requirements. This request documents contractor-observed scope or pricing. It does not determine insurance coverage, represent the policyholder, or guarantee approval.
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copy, download, or print the blank request immediately
2 drafts
generate an adjuster call brief plus a written scope-review request
1 item
each scope difference paired with its own evidence and requested action
Make it job-specific
Build the adjuster call brief and written request
Add one documented estimate difference at a time. Unknown details stay visible as verification placeholders instead of being guessed.
Enter your details
Drafting aid only. Review the output, add your estimate and evidence, and verify policy, code, manufacturer, pricing, licensing, and submission requirements before use.
What the supplement script generator writes
Enter each documented scope difference separately. The tool organizes the facts you provide into two drafts for your team to review:
The call
Adjuster phone talking points
A short summary of the estimate difference, evidence available, and requested next step, plus a question about the carrier's required submission channel.
The paper trail
A written supplement request
An itemized scope-review draft with placeholders for quantities, prices, attachments, and any code or manufacturer reference that still needs local verification.
This is not a priced estimate, an ESX file, or a substitute for the carrier's required forms. Ask which channel and documents the carrier requires, retain dated copies, and practice a factual delivery with Role Play before the call.
What a complete supplement request contains
The useful unit is not a broad argument about the claim. It is one clearly described estimate difference with the documents needed to review it. A contractor can explain the work it observed and priced without making a coverage determination. State boundaries matter: for example, the Florida Department of Financial Services distinguishes explaining a contractor's own bid from adjusting or negotiating an insurance claim. Verify the rule where the property is located.
Scope difference what the current estimate omits
Evidence photos · measurements · estimate · receipt
Reference status verified outside this tool or [VERIFY]
Requested action review this item and respond in writing
Coverage, payment, deadlines, and review rights come from the policy, carrier process, and applicable law—not from this draft. For the operational workflow that captures evidence before it disappears, read upfront estimating for insurance jobs.
Why evidence beats a vague request
A reviewer needs to see what differs, where it occurs, how much is involved, and which document supports it. A model code or manufacturer detail is useful only when it applies to the exact jurisdiction, product, roof assembly, and document version. Compare a preference with a reviewable statement:
“The approved scope does not include drip edge at the eaves and rakes. Attached are photos, measurements, and the locally adopted requirement verified for this property.”
Names the scope difference and supporting evidence without assuming coverage or approval.
“Tear-off exposed damaged OSB on the north slope. Attached are dated photos, the measured quantity, supplier documentation, and the applicable installation requirement for review.”
Separates an observed condition from the documents supporting the requested scope change.
“The city required a reroof permit. The current fee schedule and paid receipt are attached; please review whether the estimate should be updated for that cost.”
Makes a specific request and gives the reviewer a document they can check.
For example, the 2021 International Residential Code includes a drip-edge provision for asphalt shingles in IRC R905.2.8.5. The IRC is a model code, however. Confirm the edition and amendments adopted by the authority having jurisdiction; then separately review whether the policy addresses the resulting work. The International Code Council explains how jurisdictions adopt and amend model codes.
Scope categories worth comparing
Use this as a review checklist, not a list of automatically covered items. Include a category only when field conditions and your records show a real difference from the current estimate.
- Edge metal and drip edge. Compare the current scope with field conditions and the code edition adopted by the local jurisdiction.
- Water barriers. Verify the roof assembly, climate-zone requirement, local amendments, and manufacturer instructions.
- Permit and disposal costs. Use the current fee schedule, receipt, invoice, or quote rather than an unsupported allowance.
- Decking found at tear-off. Capture dated photos and measurements before the condition is covered.
- Starter and ridge materials. Compare actual quantities and product requirements with the approved scope.
- Access and labor conditions. Document pitch, stories, access limits, and the estimating basis used for the request.
- Material price and estimate date. Support any price difference with a dated supplier quote or invoice.
- Detach and reset work. Identify the actual item, quantity, responsible trade, and supporting photo.
The adjuster call, scripted
Keep the opener factual: identify the claim, name the estimate difference, list what you documented, and ask how the reviewer wants it submitted. Do not state that the policy covers an item unless the policyholder or a qualified professional has made that determination.
“Hi Diane — this is Marcus from Apex Roofing, following up on the Hendersons' claim at 412 Ridgeline Drive. Our repair estimate includes water barrier on the north slope and two satellite-dish detach-and-reset items that are not listed in the current scope. We have measurements, dated photos, and the applicable product instructions ready for review. Can you confirm the correct submission channel and any carrier form required for these items?”
Why it works: names the claim, scope differences, and evidence without asserting coverage or predicting the decision.
Supplement request mistakes to avoid
Using an unverified reference. A model code, manufacturer detail, or estimating line is not automatically correct for this roof. Mark it for verification until the jurisdiction, product, and estimate version are confirmed.
Bundling unlike items. Give each scope difference its own description, quantity, evidence, and requested action so the reviewer can answer it clearly.
Arguing policy coverage. Keep the contractor submission focused on observed work, pricing, and documentation. Coverage interpretation belongs to the policyholder and appropriately licensed professionals.
Losing the submission record. Save what was sent, the delivery or portal confirmation, the reviewer’s response, and the next follow-up date in one claim log.
If the requested scope is not accepted
A supplement request is not an approval guarantee. When an item is not accepted, separate missing documentation from a coverage or scope decision. Keep the contractor's role factual and let the homeowner decide whether to pursue policy, regulatory, or legal options.
- 1
Ask for the status or reason in writing
Reference the submission date and item, then ask whether the carrier needs more documentation or has made a decision. Save the response with the claim record.
- 2
Respond item by item
Compare the written response with the evidence submitted. Correct quantities, replace an inapplicable reference, or add the specific document requested instead of resending the same packet unchanged.
- 3
Ask about the carrier’s review process
If a factual scope disagreement remains, ask whether reinspection, supervisor review, or another documented review option is available. Follow the process the carrier provides; do not promise a different outcome.
- 4
Let the homeowner choose any further action
Policy and legal questions belong to the homeowner. They may review the policy, contact the carrier, consult a licensed public adjuster or attorney, or use their state insurance department's process. The contractor should not select or promise the outcome of those options for them.
For separately measured gutter work, prepare the quantities and rate assumptions in the gutter estimate worksheet. It creates a scope estimate; it does not establish policy coverage or approval of a supplement.
Frequently asked questions
What is a supplemental roofing estimate?
A supplemental roofing estimate is an updated estimate or scope submission that documents work or costs not reflected in an earlier estimate. A clear submission identifies each scope difference separately and includes the measurements, photos, invoices, permit records, and verified technical references that support it. The policy terms and carrier review determine whether any requested item is covered or approved.
Does this tool create an Xactimate estimate?
No. This tool drafts an adjuster call brief and a written scope-review request. It does not price a claim, create an ESX file, verify Xactimate line items, interpret policy language, or determine coverage. Have a qualified estimator prepare the estimate and verify every price, code, and manufacturer reference before submission.
What documentation should accompany a roofing supplement request?
Match the evidence to the item. Common support includes dated photos, roof measurements, quantity calculations, supplier invoices or quotes, permit receipts, the locally adopted code section, and the applicable manufacturer installation instructions. Label every attachment and distinguish verified facts from references that still need confirmation.
When should a contractor request a scope review or supplement?
Request a review when you can identify a specific difference between the documented work or cost and the current approved scope. Examples may include concealed damage found during tear-off, a measured quantity difference, a required permit, or an applicable code or manufacturer instruction that you have verified for the property. Follow the carrier’s stated submission process and keep the homeowner informed.
Can a roofing contractor discuss coverage or negotiate a claim?
Contractor and public-adjuster rules vary by state. Contractors can generally document their work, pricing, and observed scope, but interpreting policy coverage or negotiating a settlement may require separate authority or a license. Written authorization from the homeowner does not expand authority granted by state law. Confirm the rules in the project state; direct claim-representation questions to the homeowner or a licensed public adjuster and legal questions to an attorney.
What should happen if the requested scope is not accepted?
Ask for the status or reason in writing, compare the response with the item and evidence submitted, and correct any missing documentation. The homeowner can review the policy and carrier process before choosing a reinspection, internal review, state insurance-department inquiry, licensed public adjuster, or attorney. Do not promise that any escalation will change the outcome.