Job-specific starting points for Xactimate notes, with evidence prompts and reminders to match the scope before you paste.
Find the scope. Support the request.
Search 22 line-item and project notes plus four communication templates adapted from ClaimXperts’ working cheat sheet. Open a card, review its evidence prompts, and copy the note.
Make every note specific to the job.
Replace bracketed fields with verified facts. Select the correct Xactimate item, unit, action, and price list, then check its components for overlapping scope. Search terms below help locate a line item; they are not verified selector codes.
Confirm the code edition, local amendments, manufacturer instructions, and requirements applicable to the permit and property. These templates support documentation; they do not establish coverage or guarantee approval.
No matching entries. Try another term or reset the filters.
Xactimate search / topic: general contractor overhead profit subcontractors multi trade
General contractor coordination is requested for this project because [list actual trades and scope]. Our responsibilities include [scheduling, subcontractor coordination, material procurement, supervision, payment handling, and homeowner communication that actually apply]. The work is planned over [duration] with [documented site visits or sequencing constraints]. See [schedule, bids, invoices, and scope references] supporting the requested overhead and profit.
Evidence to attach: Trade scopes, subcontractor bids, coordination schedule, and actual project responsibilities.
Before using: Use the actual project facts. Multiple trades or a description of complexity alone does not establish an automatic entitlement.
The proposed [roof covering/product] will be installed using [manufacturer document, version, and page] and [jurisdiction, adopted code edition, and section]. The documented condition at [roof location] requires [specific installation step]. This line item covers [scope and quantity] as shown in [photos/measurement reference].
Evidence to attach: Exact product installation instructions, adoption record, applicable detail, and measured scope.
Before using: R905.1 is a starting reference in older IRC editions; identify the project’s adopted edition and local amendments.
Provide [starter product] at [eaves/rakes required by the selected manufacturer instructions]. The measured length is [LF] from [measurement report/reference]. The existing starter or required replacement detail is documented in [photos/instructions]. This request is for the identified starter product and installation; reconcile the base estimate’s components to avoid counting the same material or labor twice.
Evidence to attach: Starter packaging/product detail, eave/rake lengths, existing-condition photos, and line-item components.
Before using: Do not use the cheat sheet’s 2.4× labor claim without the actual price-list analysis. Field-shingle waste is not proof that every starter product or task is included.
Roof coveringHip & ridge cap — product-specific scope
Xactimate search / topic: ridge cap hip premium IR waste
Provide [hip/ridge cap product] for [LF] of measured hips and ridges. The selected roof system specifies [manufacturer detail/page], and [photos/product identification] support the requested cap type. Compare the cap material and installation components with the current estimate and price list so the request adds only omitted scope.
Evidence to attach: Cap product identification, instructions, hip/ridge measurements, and estimate components.
Before using: The 2.2× labor multiplier is not a universal rate. Explain the actual product and omitted quantity or task.
DeckingRoof decking — re-fastening
Xactimate search / topic: renail re nail nails wind refasten tear off
Re-fasten [area/location] of existing roof decking where inspection identified [actual loose, missing, or inadequate fasteners]. Photos [labels] show the condition. Proposed fastening follows [adopted requirement or approved specification]. The requested quantity is [SF/fastener count] supported by [inspection or measurement].
Evidence to attach: Deck condition after exposure, fastener locations, measured area, and applicable fastening specification.
Before using: Do not assume storm history or shingle tear-off removed most deck nails. Request work supported by the actual deck condition or applicable requirement.
ProtectionProperty protection — tarps
Xactimate search / topic: tarp landscaping debris catch protection
Provide temporary protective tarps at [specific property areas] during [work stage] to protect [identified surfaces/items] from roofing debris. The requested [quantity/duration] is supported by [site plan/photos]. Review the roofing line-item components and remove any overlap with protection already included.
Evidence to attach: Site photos, protected area, staging plan, quantities, and estimate components.
Before using: Distinguish debris-catching/property protection from an emergency roof tarp or temporary weather protection.
FlashingFlashing — install-only access labor
Xactimate search / topic: install only manipulation access flashing
This item uses install-only activity for [specific flashing/detail] because [material is already provided elsewhere/explain]. Work includes [necessary access or shingle manipulation] at [location] as documented in [photos/detail]. No duplicate flashing material, removal, or installation labor is requested in other items.
Evidence to attach: Location photos, installation sequence, source of material, and related estimate items.
Before using: Choose the action that matches work actually performed. Install-only does not by itself justify an extra manipulation charge.
Replace [flashing/edging/vent component] at [location] because [documented rust, damage, or deterioration] prevents suitable reinstallation. Photos [labels] show [specific condition], and [manufacturer detail or adopted provision] supports the proposed work. Quantity [LF/EA] is from [measurement].
Evidence to attach: Before/after tear-off photos, actual damage, leak-path detail, and instructions.
Before using: Older references include IRC R908.5; R907.5 is edition-specific. Nail holes or anticipated tear-off damage must be evaluated, not treated as automatic proof that all flashing needs replacement.
Provide a cricket/saddle on the upslope side of [chimney/penetration] at [location]. Its width measured perpendicular to the roof slope is [inches]. The applicable [edition/section] and [manufacturer detail] support [specified assembly]. Photos and dimensions are attached; the requested quantity is [EA/SF].
Evidence to attach: Perpendicular width, roof slope, upslope photos, selected covering, and applicable section.
Before using: Older IRC R903.2.2 uses a width greater than 30 inches. Check the adopted edition, exceptions, and applicable penetration type.
Provide [drip-edge product/profile] along [measured eaves/rakes] totaling [LF]. The existing condition and required installation detail are shown in [photos and manufacturer/code reference]. Reconcile separately measured edge lengths with the estimate and identify [omitted replacement/install scope].
Evidence to attach: Eave/rake measurements, existing edge detail, required profile, and instructions.
Before using: Verify state exceptions. Oklahoma’s 2024 amendment includes a qualifying shingle-mold exception; do not apply the general requirement without checking the actual detail.
The exposed deck at [location] consists of [material/thickness/spacing] with [documented condition]. The proposed [roof product] requires [substrate requirement from document/page]. Provide [replacement/approved overlay method] for [SF] as shown in [photos and measurements], with [fastening/structural detail] confirmed for this assembly.
Evidence to attach: Gap measurements, deck photos, material/thickness, product instructions, and approved repair detail.
Before using: An asphalt-shingle substrate reference does not automatically require redecking the entire roof. Establish the actual noncompliant area and appropriate remedy.
The [roof facet/location] has a measured slope of [rise:run], documented by [instrument/photo/report]. The proposed roof covering is [product/system], selected using [manufacturer minimum-slope and application instructions] and [adopted code provision]. Revise the estimate to [specific assembly and quantity] for this facet.
Evidence to attach: Facet slope measurement, selected system literature, roof area, and transition details.
Before using: Do not specify asphalt shingles below the permitted minimum slope. Confirm the product and adopted code; also check underlayment requirements for lower shingle slopes.
Install [approved ice-barrier product/assembly] at [eaves/location] where [adopted requirement or manufacturer instruction] applies. Eave-to-wall geometry and roof slope require an installed width of [inches measured along roof] to reach the required interior extent. Requested quantity [SF] is based on [length, width, laps, and product coverage].
Evidence to attach: Eave projection, wall line, pitch, climate/design trigger, roll coverage, and measured length.
Before using: A one-foot overhang does not automatically mean two rolls. Calculate slope distance and effective coverage; local triggers and exceptions control.
Xactimate search / topic: valley lining roll roofing membrane R905.2.8.2
Provide [valley lining type/product] at [valley locations] for [LF/SF]. The selected valley method and roof-covering instructions require [detail/document/page]. The measured width, length, and laps are documented in [reference]. Request only lining and labor not already included in the base estimate.
Evidence to attach: Valley method, actual product standard/detail, measurements, and line-item inclusions.
Before using: Closed-valley provisions may permit multiple lining methods. Do not describe a permitted membrane as universally mandatory.
UnderlaymentOklahoma valleys — current ice barrier
Xactimate search / topic: Oklahoma OK valley 36 inch 748:20-6-14 2024
At [Oklahoma project address/jurisdiction], [adopted edition and applicability confirmation] applies to this work. The state ice-barrier amendment calls for a 36-inch-wide barrier centered in valleys. Provide the applicable [approved barrier assembly] for [valley LF and coverage SF] using [product instructions and measurement reference].
Evidence to attach: Applicable permit/code edition, valley measurements, approved assembly, and product installation detail.
Before using: Oklahoma adopted the 2024 IRC effective September 14, 2026. The current amendment is under the ice-barrier provision; do not label the old 2018 excerpt as current.
The shingle-roof facet at [location] measures [slope]. Provide [selected compliant underlayment assembly] under [adopted edition/table and manufacturer detail]. Quantity [SF/rolls] accounts for the required application pattern, laps, and effective coverage as calculated in [reference].
Evidence to attach: Measured pitch, adopted table, selected underlayment literature, and coverage calculation.
Before using: Confirm whether a permitted self-adhered or other alternative applies. Use the table for the actual roof covering and wind region; avoid pricing every low-slope roof as the same assembly.
Xactimate search / topic: SC South Carolina high wind double felt underlayment
The property at [location] has [confirmed wind-design criteria]. Under [applicable South Carolina code edition/modification and manufacturer instructions], this roof requires [selected underlayment application and attachment method]. Provide [product and quantity] for [facet area], with the applicable map/table and installation detail attached.
Evidence to attach: Jurisdiction/permit date, wind criteria/map, state modifications, product instructions, and area.
Before using: Not every South Carolina roof has the same wind-design requirement. The 2024 South Carolina codes take effect January 1, 2027; confirm the edition for this project.
The vented attic/space is [SF]. Using the applicable ventilation ratio of [1/150 or a documented permitted exception], required net free ventilation area is [square inches]. Existing intake provides [NFA] and exhaust provides [NFA], based on manufacturer ratings. Provide [vent product/count or intake work] to address [documented deficit], preserving the required distribution and airflow path.
Evidence to attach: Vented-space area, intake/exhaust product ratings, existing counts, obstruction photos, and ratio justification.
Before using: The general IRC baseline is 1/150; 1/300 requires the applicable exception conditions. Check climate-zone/vapor-retarder rules and vent distribution for the adopted edition.
Xactimate search / topic: HVAC line refrigerant copper M1411.7 nails fasteners
Refrigerant piping at [attic/roof location] is [measured clearance] from the underside of the deck. Photos [labels] document exposure to roofing fasteners. Request [qualified mechanical evaluation and specified protective work] under [applicable adopted section and approved detail]. The estimate reflects [actual task/quantity] supported by [mechanical scope or bid].
Evidence to attach: Clearance photos, pipe route, adopted section, and qualified mechanical scope.
Before using: M1411.7 is an older-edition reference and has changed subject in the 2024 model IRC. Confirm the correct current section before citing it. Do not assign liability from the pipe’s location alone.
The existing roof at [location] contains [verified layer count and materials], shown in [test opening/edge photos]. The proposed work is [replacement/recover], and [applicable adopted section, amendment, and manufacturer instructions] supports [required removal scope]. Requested tear-off quantity [SQ/SF] identifies each layer and avoids duplicate removal charges.
Evidence to attach: Layer photos/test opening, material type, measured area, deck condition, and applicable reroofing provision.
Before using: Older editions and the 2024 IRC use different section organization. Oklahoma has a specific recover amendment; verify it rather than treating the cheat sheet’s added fourth restriction as a nationwide rule.
The estimate uses [market/date price list]. The carrier’s proposed material allowance is [amount and basis], while [supplier] quoted [exact comparable product and quantity] at [amount] on [date]. Attached records identify tax, delivery, accessory scope, and other included charges. Please review the documented difference of [amount] and revise only the affected components, preserving labor and scope not addressed by the material quote.
Evidence to attach: Comparable supplier quote, carrier allowance, product/quantity match, date, freight/tax details, and line-item components.
Before using: Xactimate is a pricing reference, not proof that every published amount is the actual job cost. Avoid blanket claims about ITEL’s purchasing assumptions or what its quotes omit.
The suggested supply option for [product] requires confirmation of [availability, exact product, delivered cost, lead time, and purchasing conditions]. Our attached [supplier quote/order record] documents [specific difference]. Please evaluate the practical supply cost and schedule for the proposed scope and identify any required claim-specific procurement instructions in writing.
Evidence to attach: Written product availability, purchasing conditions, delivery costs, supplier quote, and schedule impact.
Before using: Do not assert that a vendor recommendation is illegal steering without jurisdiction-specific legal support. Explain the documented procurement issue instead.
Hello,
Attached is the supplement request for claim [claim number/property]. Requested additions are identified in the estimate, with supporting photos and documents attached.
Please review and send the revised scope and payment-status confirmation after your review. Let us know if you need any additional information.
Thank you,
[Name / Company]
Evidence to attach: Estimate, labeled supporting documents, correct recipient, and claim identifier.
Before using: Administrative email template, not an Xactimate F9 line-item note.
Email templatesCompleted-work submission email
Xactimate search / topic: completion invoice final carrier email
Hello,
Attached are the estimate, invoice, and completion documentation for claim [claim number/property]. Additional requested items are identified with supporting documentation.
Please review and send the revised scope and confirmation of any payment issued. Let us know if anything else is needed.
Thank you,
[Name / Company]
Evidence to attach: Accurate final invoice, actual completed scope, completion photos, and supporting documents.
Before using: Do not describe unfinished work as completed. Administrative template, not a line-item note.
Hello,
Attached are our estimate and documented damage for claim [claim number/property]. [Policyholder name] has requested a reinspection and authorized us to assist with the property inspection and repair documentation.
Please review the attached photos and estimate and let us know the proposed inspection date so our representative can attend.
Thank you,
[Name / Company]
Evidence to attach: Actual policyholder request/authorization, damage photos, estimate, and scheduling contact.
Before using: Use only when the policyholder has actually requested or authorized this step. Two versions in the cheat sheet were consolidated.
Email templatesHomeowner final-document update
Xactimate search / topic: homeowner HO invoice final payment email
Hello [Name],
We sent [insurance company] our final estimate and invoice today for review. Once we receive the revised scope and payment-status confirmation, we’ll send you the updated documents and explain the next step.
Please reach out with any questions.
Thank you,
[Name / Company]
Evidence to attach: Actual submission date and accurate claim/payment status.
Before using: Do not promise that payment has been released until confirmed.
Three steps before you paste.
1. Match the work
Choose the note for the actual scope, location, and conditions. Remove sentences that do not apply.
2. Attach the proof
Use labeled photos, measurements, instructions, local requirements, and quotes that support the request.
3. Reconcile the estimate
Verify the selector, unit, action, price list, and included components. Eliminate duplicate quantities and charges.
