What should you send an outside Xactimate estimator?

Include these basics with every file

• Property address and the name, email and phone number of the contractor contact who can resolve scope questions.
• Requested result: a written estimate, writing with F9 documentation, or an eligible existing mitigation-estimate review.
• A short scope identifying locations, operations, materials, inclusions and exclusions. Note whether the work is planned, in progress or completed.
• Measurements or a legible sketch with units and room, roof-area or elevation names.
• Photos and records that support the conditions and quantities being described.
• Any existing estimate or relevant carrier baseline, with its author, date and version. Include the native ESX if available.
• Known deadline, open decisions and missing information. A requested date still needs to be accepted.

• General Xactimate estimating guide

Roofing: geometry plus the roof scope

• The complete roof measurement report or usable roof sketch, identifying the correct structure and included slopes.
• Existing and proposed roofing materials, plus included components and operations your team has evaluated.
• Overall and close-up photos connected to the roof areas or details in question.
• Verified field conditions affecting the accepted work, along with excluded structures or components.
• The latest written carrier estimate when a carrier-baseline comparison or applicable F9 fee basis is part of the assignment.

• Roofing estimate writing

Reconstruction: a scope for each affected area

• Room-by-room scope with the affected surfaces and measured repair boundaries.
• Dimensions, ceiling heights and relevant openings or fixed features.
• Material descriptions and the planned removal, replacement, preparation and finishing operations.
• Photos showing conditions, transitions and the relationship between affected and adjacent areas.
• Records of work already performed, exclusions and any mitigation/reconstruction operation that needs an overlap check.

• Reconstruction estimate writing
• Commonly missed reconstruction operations

Water mitigation: the actual work and field records

Mitigation writing starts with the contractor’s field documentation. An insurer-written estimate is not expected. Keep dates and area names consistent across the records.

• Job status, work dates, affected rooms, levels and drying-zone information recorded by the contractor.
• Measurements or sketch and photos showing the documented work and relevant conditions.
• Drying logs, moisture mapping and supporting readings.
• Equipment logs showing the actual equipment, locations, placement/removal dates and changes.
• Completed operations and measured quantities, with explanations for gaps or inconsistent records.
• For Limited Estimate Review, the existing contractor estimate to be reviewed, with its supporting field records.

• Detailed mitigation documentation checklist
• Mitigation writing and review

Existing-estimate questions: identify the version and concern

Send the current PDF and ESX if available. Point to the line, page or area in question, describe the discrepancy and attach the record that supports it. A higher or lower total alone does not explain what needs to change.

Roofing and reconstruction files route into the applicable writing and F9 services; there is no separate standalone custom-priced review offer for those trades. The limited mitigation review has its own scope and output. Use the service-routing page to choose the result you need.

• Choose the right service for an existing estimate
• Under-scoped carrier-estimate checklist

Upload together, then resolve what is missing

You can upload the available records together. Consistent area names and a short scope make the handoff clearer; you do not need to rename or label every photo before asking for a fit check. Tell staff which version is current and which details still need confirmation.

Share files through the portal or agreed intake route and only include information needed for the assignment. If an input format is not offered by the upload screen, tell the team what you have rather than changing the filename extension.

Staff checks the records and confirms the service, fee, required follow-up and delivery target. The PSO or applicable standing annual terms authorize the work. Standard writing fees are due at handoff before final release; standard limited mitigation review is paid before review begins. Approved periodic clients follow their agreed terms.

F9 notes, when accepted with roofing or reconstruction writing, are included in the delivered estimate. The later verified-outcome F9 percentage or minimum is separate from the base estimate fee, with no estimate-fee credit. Your company verifies field facts, approves the deliverables and controls submission; SaguaroScope does not determine coverage, represent the insured, negotiate settlements or guarantee approval. Remote work remains subject to service-area availability and file fit.

• Current prices and service limits
• How the process works

Questions contractors ask