How to Tell the Story Well: Writing Clear Estimates for a Faster Claims Cycle

Writing an estimate is like telling a story.

First, you need to understand what’s in the story. This might include:

• The work that’s required to restore the property to its pre-loss condition.

• The specific line items in Xactimate that map to that work.

• Documentation (e.g. photos, notes, sketches) to demonstrate the link between the work and the Xactimate line items.

But just as important as what’s in the story, is how you tell it.

You want your story to be clear, compelling, and easy for others to follow – something that busy people can pick-up and dive right into.

Clear estimates help you tell a clear story. They are key to keeping your claims moving.

Why do clear estimates matter?

A clear estimate helps adjusters and contractors easily understand your estimate and – in turn – review it, and process it faster.

Clear estimates also add credibility to your work. They demonstrate professionalism and attention to detail that shows competence and care. In many cases, clear estimates might just help get more line items approved.

How to write clear estimates

A few tips on writing clear estimates:

1. Clear: The estimate should have a logical structure.

   In the example below, attachments categorize and structure the work for each room: FLOORS, WALLS, CONTENTS, CLEANING.

2. Compelling: Notes and documentation help link the Xactimate line items to the work required to restore the property. The closer the link, the more compelling the estimate.

   Inline notes provide context that ties the line item to the job. They help the reader understand the “Why” – e.g. why has the price changed? -> ITEL – adding clarity into your reasoning as your counterparty reviews your estimate.

3. Easy to follow. Try to maintain internal consistency throughout your estimate. As an example, in the estimate below, each room follows the same formula: FLOORS, WALLS, CONTENTS, CLEANING.

How to write a clear supplement:

The same principles apply when writing supplements. A couple suggestions:

• Show your changes. Make it easy for others to see your edits by bolding your added or adjusted line items.

  In the example below, added line items are inserted directly into the relevant parts of the estimate and bolded for quick review.

• Notes. Use in line notes to tie the new line items to the necessary work to repair the property. This ensures clarity and reduces back and forth.

Conclusion

Clear estimates – structured logically, supported with documentation, and easy to follow – help everyone involved do their work faster and with fewer questions. They build trust, reduce friction, and keep the claims process moving.