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Claim Guide for Commercial Buildings & Businesses

A working checklist for building owners, property managers, HOA and condo boards, and business operators — from the first 72 hours after a loss through appraisal. Read it here, or print it to PDF and keep it with your policy.

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1. The first 72 hours

What you do before the carrier's adjuster arrives shapes everything that follows.

Make the property safe and prevent further damage — this duty is in your policy, and failing it is a coverage defense.
Photograph and video every elevation, roof section, interior space, and damaged contents before any cleanup begins.
Keep every emergency-mitigation invoice; these are usually reimbursable line items, not overhead.
Report the loss in writing and keep the claim number, adjuster name, and every reference number in one file.
Do not sign a mitigation company's assignment of benefits without reading what rights you are transferring.
Do not give a recorded statement or agree to a scope on the spot before your own inspection is complete.

2. Policy provisions that decide the outcome

Pull the full policy — declarations, schedule of locations, and every endorsement.

Replacement cost vs. actual cash value, and whether roofs carry a separate ACV or schedule endorsement.
Named-storm, wind, and hail percentage deductibles, and whether they apply per building or per schedule.
Ordinance or Law coverage limits (Coverage A, B, and C) — these fund code-required upgrades on rebuild.
Coinsurance clauses and the agreed-value option, which suspends the coinsurance penalty.
Business Income, Extra Expense, Extended Period of Indemnity, and Civil Authority sublimits.
Sworn proof of loss timing, appraisal clause language, and any shortened suit-limitation endorsement.
Exclusions most often invoked on commercial roofs: wear and tear, faulty workmanship, and pre-existing damage.

3. Documentation that holds up

Commercial disputes are won with evidence a third party can verify.

Roof test cuts or core samples documenting membrane, insulation, and deck condition by section.
Drone and elevation photography with date stamps, plus a roof plan marking each documented area.
Moisture mapping and thermal imaging for water intrusion paths through multi-story assemblies.
Unit-by-unit or suite-by-suite interior documentation, including tenant-reported damage.
Weather data correlating date of loss with hail size, wind speed, or storm swath at your coordinates.
An independent line-item estimate including general conditions, overhead and profit, and specialty trades.
Pre-loss condition evidence: maintenance records, prior inspection reports, and earlier photography.

4. Business interruption and lost rents

Start this file on day one. Reconstructing it later costs you money.

Thirty-six months of profit and loss statements plus the loss period to date.
Three years of federal tax returns and current-year interim financials.
Current rent roll with lease terms, concessions, and unit tenantability status.
Payroll registers, showing which positions continued and which were suspended.
A separate general-ledger code for every loss-related expense from the date of loss forward.
A contractor-verified repair timeline supporting the true period of restoration.

5. Negotiation, appraisal, and deadlines

Disagreement over the amount of loss has a defined process. Use it deliberately.

Respond to reservation-of-rights and denial letters in writing, addressing each stated reason.
Submit a sworn proof of loss within the deadline stated in the carrier's request — usually 60 days.
Appraisal resolves amount-of-loss disputes, not coverage disputes; invoke it with the right scope in hand.
Understand appraiser and umpire cost allocation before you invoke — budget for it.
In Texas, note the §542A pre-suit notice requirement before any litigation path is considered.
Track supplements during construction; concealed damage found after demolition is claimable.

Want us to review your file?

Send the policy, the carrier's estimate, and your loss photos. We'll tell you plainly whether the offer is reasonable — at no cost.

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This guide is general information for policyholders, not legal advice or a coverage opinion. Coverage depends on your specific policy language. Good Faith Claims LLC — Agency Lic #3490161 · TX #3256937 · OK #3004340354.