The procedure below is a proposed operating SOP, not a claim-settlement procedure.
Step A: Register and reconcile the assignment
Confirm the claim reference, loss location, building and authorised scope. Create a unique production ID and identify any existing estimate or supplement.
Output: assignment record and evidence manifest.
Step B: Check input sufficiency
Check required photographs, measurements, notes and supporting records against the input specification. Return one consolidated list of missing information where practicable.
Stop point: do not guess missing material facts. Assign an owner and next action to the evidence request.
Step C: Separate observations, reports and decisions
Label information as:
- Observed and documented by an identified source.
- Reported by the policyholder, contractor or another party.
- Calculated from identified measurements.
- An assumption requiring verification.
- A decision made by an authorised claims person.
Output: structured scope notes with unresolved questions visible.
Step D: Build the estimate
Prepare the sketch or measurement structure, quantities and line items. Check line-item descriptions, repair sequence and potential overlap. Apply approved settings and document relevant assumptions and overrides.
Output: editable estimate and evidence register.
Step E: Assemble the review package
Produce the narrative, indexed photographs, supporting records, readable estimate and exception list. Confirm that the readable and editable versions match.
Output: versioned package marked “submitted for production acceptance”.
Step F: Perform producer self-checks
Check identifiers, arithmetic, attachments, scope completeness, source references and unresolved alerts. Record what was checked; do not simply mark a generic “QA complete” box.
Output: completed self-check record.
Step G: Obtain independent acceptance review
The reviewer accepts, returns with specific defects, or escalates. If the reviewer edits the estimate directly, retain the before-and-after version and record the time and reason.
Output: acceptance decision or actionable return log.
Step H: Store and reconcile the accepted version
Transfer the complete accepted package to the carrier record. Confirm successful receipt, version identity and access. Keep production acceptance distinct from claim closure and payment.
Output: accepted package, transfer confirmation and audit history.
How should corrections be handled?
Every revision should identify the request, origin, changed items, supporting evidence, author and reviewer. Preserve previous versions. Distinguish newly discovered damage from damage that was documented earlier but omitted during production.
Exit gate: another authorised reviewer can trace a material estimate item from source evidence through revision to acceptance.