A step-by-step playbook for contractors, from the first roof inspection to final approval. Follow it and plan for better results with MAX4 Claims Specialists on your team.
Based on MAX4's two pricing options, Digital (supplement-only) or A to Z claim management, fourteen steps take a storm-damaged commercial roof from damage through recovery. Each phase is designed to ensure proper claim development, carrier communication, and full-scope damage recovery supported by verified evidence.
Your roof has been exposed to storm and environmental forces that can compromise its integrity and performance. Hail, wind, or fire events damage roofing materials in different ways. As a result, the commercial roofing system may no longer provide full weather resistance and requires further evaluation to determine the extent of damage and necessary restoration.
Calling MAX4 Claims ensures your loss is documented with carrier-grade evidence, not opinion. Our inspection process is designed to build a defensible claim file using verifiable data, address-specific satellite storm dates, photo documentation, and code-aligned findings that meet strict carrier review standards.
MAX4 utilizes advanced field validation methods, including thermal imaging to detect hidden moisture and membrane failure, moisture and core sampling to confirm saturation and structural compromise, and satellite storm verification to tie observed damage directly to a documented hail or wind event and date of loss.
Take a few minutes to walk the insured through the damage you found and show them the photos. This is the moment to explain how the insurance process works. Have them sign your Letter of Intent and explain why. Do not give them an estimate.
Encourage the insured to file their insurance claim if they have not already. They can do this by asking their insurance agent for help or by calling their carrier directly.
Once the claim is filed, the insured receives a call or email from the insurance adjuster to set a date and time to view the damage. Ask the insured to tell you once the appointment is set so you can attend.
Be onsite for this, if you can. Quietly observe and become an ally. Do not challenge the adjuster at this stage, and do not discuss roofing restoration options or pricing with the adjuster at this time.
The carrier will either deny the claim or send the insured a copy of its estimate along with their first check for the "ACV," or actual cash value, of the repairs. This is usually around 50% of the total cost to repair the building.
Email or call MAX4 to begin your file. We then provide instructions for secure document submission. You will be required to send three key claim elements: (1) roof damage photos, (2) the insurance estimate (do not include the policy), and (3) the signed Letter of Intent. MAX4 does not need or want any policy documentation.
We call you to discuss the damage, then go to work. We build a supplement estimate for the items missed or omitted, create a photo report and Xactimate, and email the documentation to the adjuster for review.
MAX4 discusses the claim with the insurance company through emails and phone calls as one of your professional team members, in conjunction with the policyholder.
Email or call MAX4 Claims with all updates related to your claim. This keeps our team actively informed and aligned throughout the process. As part of your team, we maintain communication with the insurance carrier on a professional, pro-to-pro basis to support ongoing discussion, documentation, and claim advancement.
Once the policyholder receives an approval, notify the team. At this point MAX4 invoices you on the increase based on the pricing option you have engaged.
Once the work is complete, ask the insured to sign the Certificate of Completion. Have the insured send the signed Certificate of Completion and completion photos to their carrier. Once the COC has been received, the carrier releases the money it previously held back, known as "recoverable depreciation."
Get the LOI signed, send us the folder, and we take it from inspection to full approval. Tell us where your claim stands.
