Client document request templates adjusters can copy and customize

Subject: Photos needed for your property claim

Hi [Client name],

To continue reviewing your claim, please send clear photos of the damaged areas:

1. [Area/room] — wide shot and close-ups of damage
2. [Area/room] — include date if possible
3. [Roof/exterior/other] — as applicable

Please upload through the client portal link we provided, or reply with attachments if we confirmed that channel.

If you have questions, call [phone] or email [email].

Thank you,
[Adjuster name / firm]

Subject: Contractor estimate needed

Hi [Client name],

Please obtain a detailed repair estimate from your contractor (or provide one you already received). We need:

- PDF or itemized scope with quantities and pricing
- Contractor name, phone, and date of estimate
- Any photos or notes the contractor relied on

Upload via the client portal or send using the method we confirmed with you.

Thank you,
[Adjuster name / firm]

Subject: Policy documents for your claim file

Hi [Client name],

Please send a copy of your current homeowners/property policy documents if you have them, including:

- Declarations page
- Endorsements or schedules referenced on the dec page
- Any renewal notices received after the loss (if applicable)

If you only have email copies from your carrier, those are fine. Upload via the portal or send as confirmed.

Thank you,
[Adjuster name / firm]

Subject: Receipts/invoices for out-of-pocket expenses

Hi [Client name],

Please send receipts or paid invoices for claim-related expenses you paid directly, such as:

- Temporary repairs or mitigation
- Supplies, lodging, or storage (if applicable)
- Other documented out-of-pocket costs tied to this loss

Include date paid, amount, vendor name, and what the expense covers.

Thank you,
[Adjuster name / firm]

Subject: Mortgagee or loss payee information

Hi [Client name],

If a mortgage company or other loss payee should be listed on claim payments, please provide:

- Mortgagee/loss payee name and mailing address
- Loan number (if applicable)
- Contact person or department (if known)

This helps avoid payment delays when joint checks or mortgagee endorsement is required.

Thank you,
[Adjuster name / firm]

Subject: Reminder — documents still needed for your claim

Hi [Client name],

This is a friendly reminder that we are still waiting on the following items:

1. [Item] — needed by [date]
2. [Item] — needed by [date]

These help us move your claim forward. Please upload via the client portal or send using our confirmed channel.

If you already sent these, reply so we can confirm receipt.

Thank you,
[Adjuster name / firm]