The adjuster visit is the most consequential event in your insurance claim. The adjuster's scope and valuation become the starting point for your settlement, and the first estimate is almost always lower than what a fully documented claim would support. Property managers who arrive at the adjuster visit unprepared -- without documentation, without an independent estimate, without notes -- give the insurer an advantage they do not have to give. This guide covers what to expect, how to prepare, and what to say and not say during the visit.
Types of Adjusters You Will Encounter
Not all adjusters work for your insurer in the same capacity, and knowing the difference matters.
Staff Adjusters
Staff adjusters are employees of the insurance company. They handle standard claims volume and typically manage lower-complexity claims. They are paid by the insurer and their interests are aligned with the insurer, though they are bound by professional licensing standards in Florida.
Independent Adjusters
Independent adjusters (IAs) are contractors hired by the insurer to handle overflow claim volume. They are most common after large storm events when the insurer's staff adjuster capacity is exceeded. After a major hurricane, the majority of claims may be handled by IA firms rather than staff adjusters. IAs are still working on behalf of the insurer, not on behalf of you.
CAT Team Adjusters
After a catastrophic event like a major hurricane, insurers deploy Catastrophe (CAT) teams -- large groups of adjusters, often from out of state, who are brought in specifically to handle the surge in claims. CAT team adjusters may be less familiar with local Florida construction costs, Florida building code requirements, and the specifics of hurricane damage to Florida construction types. This unfamiliarity can result in scope omissions and undervalued estimates -- which is one reason having your own contractor estimate in hand before the CAT team adjuster arrives is so important.
Typical Timing After a Claim
Do not delay emergency mitigation waiting for the adjuster. Florida policies require you to mitigate promptly -- failure to do so can void coverage for additional damage that occurs after the initial loss. Tarp the roof, extract standing water, and board openings immediately. Document every mitigation action with photos, video, and receipts.
How to Prepare for the Visit
Organize Your Documentation
Before the adjuster arrives, compile: the insurance policy (declarations page and full policy document), your pre-storm inspection photos, all post-storm damage photos organized chronologically, a written damage inventory listing every damaged item or area, any emergency mitigation invoices, and the property's prior repair history if relevant to the claim. Print or have digital access to all of this during the visit.
Get an Independent Contractor Estimate
One of the most important things you can do before the adjuster visit is obtain a written estimate from a licensed contractor. This gives you an independent scope to compare against the adjuster's Xactimate report when it arrives. Contractors who work with insurance claims regularly understand how to write estimates in terms the adjuster can evaluate. Bring this estimate to the adjuster visit and make sure the adjuster is aware you have it.
Have the Policy in Hand
Know your deductible, coverage limits, and any endorsements that affect coverage before the adjuster arrives. If there is a specific exclusion or coverage provision that is relevant to your claim, know where it is in the policy document.
What to Do During the Visit
- Walk with the adjuster through every area of the property. Do not let the adjuster conduct an unaccompanied inspection.
- Point out all damage yourself. Do not assume the adjuster will find everything -- especially in attics, wall cavities, or areas with limited visibility.
- Take your own photos during the walkthrough, especially of areas the adjuster photographs or notes.
- Take written notes of what the adjuster says about scope, cause, and specific items they are including or excluding.
- Ask the adjuster to confirm what areas they inspected and what damage they identified -- creating a record of what was and was not covered by their inspection.
The adjuster photographs what they are including in their estimate. Your photos during the walkthrough document what was visible, accessible, and pointed out during the inspection -- including items the adjuster may not have included. These photos are your evidence in a supplement or reinspection request if the initial estimate is inadequate.
What Not to Say
The adjuster visit is not a casual conversation. What you say creates a record that can be used in coverage determinations.
Do Not Admit Delayed Maintenance
Even casual comments about maintenance that had been deferred -- "we had been meaning to get the roof looked at" or "that gutter has been a problem for a while" -- can be used to attribute damage to neglect rather than the storm event. Stick to describing the storm and its effects. If the adjuster asks about the history of a specific item, answer factually but concisely.
Do Not Speculate About Cause
If you are not certain how water or damage entered the structure, do not guess. "I think the water came in through the roof but it might have been the window" introduces ambiguity that an adjuster can use to categorize damage as a different peril or an excluded cause. If you do not know, say you are not sure and that you are waiting for your contractor's assessment.
Do Not Agree to an Amount at the Visit
The adjuster may provide a preliminary estimate during or immediately after the visit. Do not agree to it verbally or in writing on the spot. Review it against your contractor estimate and policy coverage. The preliminary estimate is a starting point, not a final settlement.
The Right to Reinspection
If you believe the adjuster missed damage areas or the preliminary estimate is significantly lower than your contractor's documented scope, you have the right to request a reinspection. Make the request in writing, specifying the areas or items you believe were not adequately addressed. Attach your contractor estimate and any supporting photos. Document the request and the insurer's response.
How the Preliminary Estimate Becomes the Settlement
After the adjuster visit, the insurer typically issues a preliminary estimate using Xactimate -- industry-standard repair estimation software. This estimate lists every line item of covered damage with unit costs and quantities. Review this document carefully against your contractor estimate. Common points of dispute include: unit costs that are below current market rates for Florida post-storm labor and materials, scope omissions (items the adjuster did not include), depreciation applied to items that should be replaced at replacement cost value, and items categorized as wear-and-tear or maintenance rather than storm damage.
Insurance adjusters estimate quickly across many claims. The preliminary estimate is a first pass, not a definitive determination of what your claim is worth. Property managers who accept the first estimate without comparing it to an independent contractor scope routinely leave 20-40% of their recoverable loss on the table. The supplement process exists specifically to address gaps between the first estimate and the documented scope.
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Start Free -- No Card Required ->The Bottom Line
The adjuster visit determines the starting point for your claim settlement. Arriving prepared -- with documentation, an independent estimate, and a clear understanding of what to say and not say -- is one of the highest-leverage things a Florida property manager can do to protect their recovery. For related guidance, see how to document hurricane damage for insurance claims, why Florida property insurance claims get denied, and whether to hire a public adjuster.