Fire Insurance Claim Process: Scoping, Xactimate Estimates, and How to Avoid Under-Scopes

If you’re starting the fire insurance claim process, the first big hurdle is turning a chaotic loss into a clean, accurate scope of work and a fair estimate. That’s where clear scoping, Xactimate line items, and a plan to prevent under-scopes make all the difference. This guide walks you through each step—what to document, how estimates are built, and how to protect your payout—so you can rebuild with confidence alongside TSIAC International. TSIAC handles fire damage, demolition, and restoration services for homeowners across the Charleston area, giving you one team that understands both the field work and the paperwork.

Step 1: Stabilize and Document—Your Claim Starts at the Curb

Before scoping, stabilize the site and start a rock-solid record:

• Secure the property (board-ups, temporary fencing, roof tarps).
• Capture evidence: wide shots, room-by-room photos, serial numbers, and close-ups of charring, soot, heat-blistered finishes, and water damage from suppression.
• Log conditions: smoke odor, ash fall, melted fixtures, and any structural movement.
• Save receipts for emergency services and temporary housing.

Strong evidence eliminates doubt later. When your adjuster (or their consultant) walks the site, you want every decision anchored to what you documented on day one.

Step 2: Scoping 101—The Blueprint of Your Estimate

A scope is the narrative of what happened and what must happen next. A thorough fire scope includes:

• Areas & assemblies: Which rooms, what assemblies (framing, insulation, drywall, finishes), and how far smoke/soot migrated.
• Cause & extent: Direct burn, heat damage, water intrusion, and contamination zones.
• Work categories: demolition, cleaning/deodorization, drying, pack-out/contents handling, structural repairs, MEP (mechanical, electrical, plumbing), and code upgrades.
• Quantity takeoffs: square footage, linear footage, counts, and elevations.
• Method notes: HEPA negative-air, soda/ice blasting, sealers (e.g., shellac), odor treatment cycles, and verification testing.

Pro tip: Treat smoke migration like water migration—assume it traveled until you’ve proven it didn’t. That mindset avoids most under-scopes.

Step 3: Xactimate—How the Industry Builds Your Numbers

Xactimate (by Verisk) is the standard estimating platform used by carriers, contractors, and independent adjusters. It builds pricing from location-specific labor, material, and equipment rates and translates scope into line items and quantities. (If you’re new to the software, skim the vendor overview here: Xactimate by Verisk—useful context for homeowners and GCs alike.)

What a good Xactimate estimate includes

• Clear room/area names and line items for every operation (remove, dispose, replace, clean, seal, test).
• Accurate quantities (SF/LF/EA) tied to your scope photos and notes.
• Production factors and labor trades that match the work (e.g., mitigation techs vs. carpenters).
• O&P (Overhead & Profit) where multiple trades or GC coordination is required.
• Code compliance allowances and permit costs.
• Contents handling and pack-out where needed, not just structure.

Step 4: Where Under-Scopes Happen—and How to Stop Them

Under-scopes aren’t always intentional; they often come from rushed inspections or generic templates. Watch these hotspots:

1. Surface-only cleaning
   Soot embeds in porous materials. If a line item says “wipe and go,” escalate to HEPA vacuum + dry sponge + detergent cycles and odor sealing where appropriate.
2. Missed demolition
   Heat-damaged framing, delaminated sheathing, warped doors, and melted wiring/insulation often get overlooked. Your scope should call out demo to a clean line, not partial patches that trap odor.
3. HVAC & ductwork
   Smoke particulates and odor absorption into duct liners are easy to miss. Include system inspection, cleaning, and testing, or replacement where required.
4. Electrical & plumbing
   Heat and water can degrade insulation, breakers, GFCIs/AFCIs, and fittings. Require licensed trade inspections with line items for replace/repair—not just a cursory “check.”
5. Deodorization & sealing
   Odor control is a process, not a single line. Look for multiple treatment cycles (e.g., hydroxyl/ozone as appropriate, thermal fogging, negative air) and odor-blocking primers/sealers.
6. Contents & textiles
   Soft goods and contents need inventory, pack-out, cleaning or total loss valuation with photos. Don’t allow a single lump sum to cover an entire household.
7. Asbestos/lead testing
   Pre-1978 homes—or specific materials—can require hazard testing prior to disturbance. If omitted, you risk unsafe work and change-order battles later.
8. Code upgrades & permits
   If your policy includes Ordinance or Law coverage, ensure code-driven work and permit fees appear in the estimate. Otherwise, you’re paying out of pocket.

Step 5: RCV vs. ACV—Know How You’ll Be Paid

Most homeowners policies pay ACV (Actual Cash Value) up front and release RCV (Replacement Cost Value) holdback after work is completed. Translation: if your estimate is under-scoped, your ACV check is smaller—and you’ll fight to correct quantities later. Fix scope before you accept payment.

Step 6: How to Review an Xactimate Like a Pro

Use this quick checklist when you read the estimate:

• Room-by-room: Every damaged area listed? (hallways, closets, attic, crawlspace, garage)
• Layer by layer: Ceilings → walls → floors → trim → doors → cabinets → built-ins
• Remove + replace pairs: If something is replaced, did the estimate include demo, haul-off, and dump fees?
• Prep & protection: Masking, dust control, negative air, daily cleanup, and equipment rentals
• Access & complexity: High ceilings, stair work, multiple stories, and tight spaces affect production
• Trades coordination: More than three trades? O&P should usually be included
• Testing & verification: Post-cleaning clearance or odor verification where spec’d

Step 7: Partner With a Field-Strong Contractor

A contractor who does the work every day will scope better than anyone reading a screen. That’s why partnering with a builder/remediation team like TSIAC International keeps the estimate honest: they understand demolition, fire damage, and restoration—from safe tear-downs and thorough cleanups to rebuild logistics—across Charleston and surrounding communities.

Step 8: Negotiating Revisions (Without the Drama)

If the carrier’s first estimate misses the mark:

1. Redline the PDF with room-by-room comments and missing line items.
2. Attach photo evidence and highlight where quantities undercount.
3. Submit a contractor’s scope (with Xactimate format if possible) to anchor your changes.
4. Ask for a joint re-inspection: you + adjuster + contractor, walking the property together.
5. Keep it factual: No emotion, just scope, codes, and documentation.

Step 9: Plan the Rebuild—Timeline, Trades, and Cash Flow

• Sequence the work: mitigation → demo → rough trades → insulation/drywall → finishes → punch list.
• Order lead-time items early: windows, doors, specialty electrical, and HVAC components.
• Track supplements: Any surprise conditions (hidden damage, code directives) should be documented and submitted as change orders promptly.

FAQs

How long does a typical fire claim take?
Small claims can wrap in weeks; significant structural losses take months. The speed depends on scope completeness, adjuster workload, and material lead times.

Will my premium go up?
It depends on your carrier, policy history, and state. Ask your agent for specifics before filing.

What if I already got a low ACV check?
You can still pursue a supplement. Strengthen the record (photos, trade inspections, revised scope) and request a re-inspection.

The Bottom Line

You don’t get a second chance at the first scope. Document thoroughly, insist on Xactimate line items that reflect the actual work, and partner with a contractor who brings field experience to the negotiating table. TSIAC International supports homeowners through demolition, fire recovery, and restoration—helping ensure nothing critical is missed and your project moves from chaos to completion.

Ready to get your scope right the first time?

TSIAC International is here to help you document, scope, and rebuild—accurately and safely—across the Charleston area. Reach out for a thorough site walk and Xactimate-ready scope.