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Water Mitigation Documentation Checklist for Carrier-Ready Xactimate Estimates

Q: Can you write the estimate from this documentation?

Yes. That's exactly what we do. Water mitigation estimating.

Send a Job

What should I document during extraction and demo?

Short answer: What you removed, how much, and why.

Extraction: areas and method
Before and after photos of every material removed (drywall flood cuts, baseboard, carpet, pad, insulation, flooring)
Measurements of removed materials
Reason each material was removed (category, saturation, can't be dried)
Containment setup photos, if used
PPE used and why
Contents moved, blocked, protected or packed out
Antimicrobial application, if applied
Debris amount and haul-off

What should I document for equipment and drying?

Short answer: Every unit, where it was, and how long it ran.

Photo of each piece of equipment in place
Equipment type and count per room (air movers, dehumidifiers, air scrubbers, specialty drying)
Equipment placement on the sketch
Set and removal dates for each unit
Equipment changes (added, moved or removed) and why

What should I document during daily monitoring?

Short answer: Readings that show progress toward the drying goal, every visit.

Date and time of each monitoring visit
Moisture readings at the same marked points each visit
Psychrometric readings (temperature, RH, GPP) for affected area, unaffected area, outside and dehumidifier exhaust
Drying goals (dry standard) for each material
Photos of meter readings
Notes on any change in plan

What should I document at completion?

Short answer: Proof the job is dry and the equipment is gone.

Final readings at every monitoring point, meeting the dry standard
Final photos of each room
Equipment removal date
Certificate of completion or customer sign-off
Notes for the rebuild (what was removed and needs replacing)

Why does documentation matter so much?

Short answer: Because line items without documentation are hard to support.

Equipment days, monitoring visits, containment and demo quantities all need records behind them. When everything on the estimate ties to a photo, reading or log, the estimate is complete and easier to review. Documentation doesn't guarantee approval, but missing documentation is one of the most common reasons line items get questioned.

FAQs

Do I need a 3D scan?

No. Measurements or a hand sketch work. A scan is faster and reduces back-and-forth.

How often should I take readings?

At every monitoring visit, at the same points. IICRC S500 generally calls for monitoring at least daily until drying goals are met.

What if I'm missing something?

Send what you have. We'll tell you what's missing before we write the estimate.

Can you write the estimate from this documentation?

Yes. That's exactly what we do. Water mitigation estimating

Got the documentation? Send us the job.

Estimates cost $150 or 1% of the approved total, whichever is higher.