The documentation packet
Eight records, and when each one arrives
One packet per property, in a shared folder, sent to whoever you name. Adjusters and restoration firms read the same file.
- Day 2
Written scope, by room
Every room, surface and area, the repairs, the system (sealer, primer, coats), the sheen and the color, with a photo tied to each line.
- Daily
Photo log
Dated and time-stamped, the room named the way your estimate names it, from the same angles before and after.
- Daily
Daily log
Who was on site, what was done, what was found behind a surface and what changed from the scope.
- Before start
Clearance record
The restoration firm's or adjuster's written clearance, filed with the packet. We file it; we don't write it.
- Day 2
Product data sheets
One for every sealer, primer and paint on the scope, so a reader can check what went on the wall.
- As needed
Change record
Anything that changes the scope is a written line, with a photo, sent to whoever you named before the work happens.
- Before day 1
Certificate of insurance and W-9
Current copies, with the payer or property owner named as certificate holder on request.
- Handback
Handback sheet
Final photos, products and sheens used, a punch list if there is one, and a line your contact signs per room.
Sample packet list. The owner links the firm's own sample files below.
What a reader checks
A scope an adjuster can check line by line
Vague scopes cost everyone a phone call. Each row is something a reader can look for.
| A vague scope | Our scope | |
|---|---|---|
| Rooms | A vague scope“All affected rooms” | Our scopeBetter: Each room named as your estimate names it |
| Surfaces | A vague scope“Paint interior” | Our scopeBetter: Wall, ceiling, trim and door, with areas |
| System | A vague scope“Prime and paint” | Our scopeBetter: Sealer, primer, coats and sheen listed |
| Photos | A vague scopeNone, or a folder of unnamed files | Our scopeBetter: Dated, tied to a line, same angles after |
| Changes | A vague scopeOn the final invoice | Our scopeBetter: A written line before the work happens |
| Handback | A vague scope“Job complete” | Our scopeBetter: Signed per room, with a punch list |
For your file
Registration, insurance and sample files
What a vendor file asks for, in one place. The documents link to the firm's own copies.
Registration
Business license
MO License # 000000 · City of Kansas City, Missouri
The city's business license for work inside Kansas City limits. Missouri sets no statewide painting license; other cities, and the Kansas side, may ask for their own.
Insurance
General liability insurance
A certificate of insurance, naming the payer or property owner as certificate holder, goes in every packet.
Workers' compensation coverage
Covers the crew in your building. The certificate is in the packet.
Sample files
Sample written scope
One finished scope for one house, room by room.
Sample photo log
A day's log, with time stamps and room names.
Certificate of insurance
With the payer named as certificate holder.
W-9
The firm's current form.
Ask the documentation desk for a sample.
A coordinator sends the sample packet and answers questions about any line.
Weekdays, 7 a.m. to 5 p.m. Nights, the loss line takes the address.