How to File a Roof Insurance Claim in Virginia: Step-by-Step Guide

Last week's storm dropped golf ball-sized hail on your Richmond neighborhood. Your roof has visible dents and damage.

You call your insurance company. The adjuster looks at your roof for 15 minutes. Two weeks later, you get a check for $4,200.

Your contractor says the roof needs full replacement. His estimate: $16,500.

What just happened?

Here's how to file roof insurance claims in Virginia—and actually get paid what the repairs cost.

When to File a Claim (And When Not To)

File When You Have:

Storm damage (wind, hail, fallen trees)

Insurance covers sudden, unexpected damage from weather events.

Timeline: File within 48-72 hours of discovering damage. Virginia policies require "prompt" notification.

Covered: Wind-blown shingles, hail impacts, tree limb damage, blown-off ridge caps.

Not covered: Gradual wear and tear, pre-existing damage, poor maintenance.

Penetrations from debris (tree branches, wind-blown objects)

Sudden impact damage is covered.

Rapid deterioration following a covered event

If storm damage causes immediate secondary damage (water infiltration leading to rot), that's covered.

Don't File When You Have:

Normal aging and wear (curling, granule loss from age)

Not a covered event. This is maintenance.

Filing anyway: Claim denied, you've notified insurer of problems, may affect future claims or coverage.

Minor damage under your deductible

Deductible in Virginia: typically $1,000-2,500.

Damage cost: $800

Don't file. You won't get paid, and you've created a claim record.

Maintenance issues (moss, algae, old flashing)

Insurance doesn't cover neglect or lack of maintenance.

Roof at end of lifespan (20+ years old, no storm event)

Insurer will likely deny or offer heavily depreciated payout.

Rule of thumb: If damage isn't from a specific date/event and isn't sudden, insurance probably won't cover it.

Step-by-Step Claim Process

Step 1: Document the Damage (First 24 Hours)

Before calling insurance, gather evidence.

Exterior photos (from the ground):

All four sides of the roof
Close-ups of visible damage
Damaged gutters, vents, flashing
Debris in yard that came from your roof
Dents in siding, cars, AC units (proves hail occurred)

Date stamp: Use your phone. Timestamp proves damage is fresh.

Interior photos:

Water stains on ceilings
Dripping or active leaks
Drywall damage
Damaged insulation in attic
Any personal property damaged by leaks

Record weather event:

Check National Weather Service reports for your ZIP code
Document date and time of storm
Note hail size, wind speed, tornado warnings

Why this matters: Adjusters correlate damage with weather events. If you can't prove storm occurrence, they may deny the claim.

Step 2: Make Temporary Repairs (If Necessary)

You're required to prevent further damage.

Covered emergency repairs:

Tarping roof to stop active leaks
Moving furniture away from drips
Containing water with buckets
Emergency board-up if roof is partially missing

Keep receipts. Emergency repairs are reimbursable.

Don't: Hire a contractor to start permanent repairs before adjuster sees damage. Insurance won't pay for work done before inspection.

Step 3: Call Your Insurance Company

Information to provide:

Policy number
Date and time of storm
Type of damage (hail, wind, debris)
Whether you have active leaks
Whether damage affects habitability

They will:

Create claim number
Assign adjuster
Schedule inspection (usually within 3-7 days in Virginia)
Confirm your deductible

Ask:

Will the claim be filed as roof-only or whole-property?
What's my deductible?
Does my policy cover full replacement or actual cash value?
What documentation do I need?

Step 4: Get an Independent Inspection (Before Adjuster Arrives)

Critical step most homeowners skip.

Hire a licensed roofing contractor to inspect and document damage before the insurance adjuster visits.

Why: Insurance adjusters work for the insurance company. Their job is to minimize payout. Your contractor works for you and documents all damage.

What we provide:

25-point roof inspection
Detailed damage report with photos
Itemized repair/replacement estimate
Assessment of interior damage risk
Recommendation: repair vs. replacement

Cost: Usually free as a courtesy for potential customer

Timeline: Call roofer same day you call insurance. Get inspection before adjuster arrives.

Step 5: Be Present for Adjuster Inspection

When adjuster arrives:

Show them:

All damage you documented
Interior damage
Recent photos you took
Weather event data

Have your contractor present (if possible).

Many Richmond contractors will attend adjuster inspections free of charge. Having a roofing professional present ensures nothing is missed.

Adjuster will:

Inspect roof (from roof deck, not just from ground)
Measure roof square footage
Count damaged shingles
Check gutters, vents, flashing
Photograph damage
Note roof age and condition

Timeline: 30-60 minutes for thorough inspection

Important: If adjuster won't get on the roof, insist on it. Can't assess hail damage from the ground.

Step 6: Review Adjuster's Report

Adjuster submits report to insurance company. You'll receive a copy.

Report includes:

Estimate of repair costs
Scope of work (what's covered)
Payout calculation
Depreciation (if applicable)

Compare adjuster's estimate to your contractor's estimate.

Common discrepancies:

Adjuster counts fewer damaged shingles
Adjuster recommends repair, contractor recommends replacement
Adjuster's cost per square is below market rate
Adjuster excluded items (flashing, ventilation, ice and water shield)

If estimates differ by more than 20%: Dispute is likely needed.

Step 7: Receive Initial Payment

Virginia insurers typically send first check within 10-14 days of inspection.

Payment structure:

Actual Cash Value (ACV) payment first:

Replacement cost minus depreciation
Example: $16,000 replacement cost - $4,000 depreciation = $12,000 ACV
Minus deductible ($1,500)
First check: $10,500

Recoverable depreciation paid after repairs complete:

Submit final invoice and completion certificate
Insurer sends $4,000 depreciation check
Total payout: $14,500 (full replacement cost minus deductible)

Note: Check is often made out to you AND your mortgage company (if you have a mortgage). Requires mortgage company endorsement before depositing.

Step 8: Negotiate if Necessary

If adjuster's payout is too low:

Option 1: Supplemental Claim

Your contractor finds additional damage during tear-off (rotted decking, hidden water damage).

File supplemental claim for this damage. Adjuster re-inspects.

Common supplemental items:

Rotted roof decking
Damaged underlayment
Additional wind/hail damage discovered during removal
Code upgrade requirements

Option 2: Dispute the Estimate

Your contractor provides detailed estimate showing:

Market-rate pricing for Richmond area
Comprehensive scope (adjuster missed items)
Industry standards for replacement vs. repair

Submit to insurance company with request for reconsideration.

Option 3: Hire Public Adjuster

Public adjusters work for you (not insurance company) to negotiate claims.

Fee: 10-15% of final settlement

When to use: Complex claims, denials, large disputes (over $10,000)

Our take: Try contractor negotiation first. Public adjusters make sense for complex or denied claims.

Step 9: Select Contractor and Schedule Work

Do NOT hire:

Storm chasers (out-of-state contractors going door-to-door)
Contractors who offer to waive your deductible (illegal in Virginia)
Anyone who asks for full payment upfront
Unlicensed contractors

Do hire:

Licensed Virginia contractors (verify DPOR license)
Local Richmond-area companies with established business
Contractors with insurance and references
Companies who provide written estimates matching insurance scope

Payment schedule:

Small deposit (10-20%)
Progress payment when materials delivered
Final payment upon completion and inspection

Timeline: Most Richmond roof replacements take 1-3 days after materials arrive.

Step 10: Submit Final Invoice for Depreciation

After work completes:

Submit to insurance company:

Final contractor invoice (paid in full)
Certificate of completion
Photos of completed work
Permit final inspection (if required)

Insurer sends depreciation holdback within 14-21 days.

Total process timeline: 4-8 weeks from storm to final payment.

Common Insurance Claim Mistakes

Mistake 1: Waiting Too Long to File

Virginia policies require "prompt" notification.

What's prompt? Within 48-72 hours of discovering damage.

Delay risks:

Claim denial (untimely notification)
Additional damage from waiting (not covered)
Weather event link harder to prove

File quickly. Even if you're not sure extent of damage.

Mistake 2: Not Getting Independent Inspection

Relying only on insurance adjuster's assessment.

Problem: Adjusters work for insurance company, not you. They may minimize damage.

Solution: Get contractor inspection before adjuster visit. Contractor can point out damage adjuster might miss.

Mistake 3: Accepting First Offer Without Review

Initial check seems reasonable. You cash it and hire contractor. Contractor finds more damage. Insurance says original inspection was final.

Solution: Have contractor review adjuster's estimate before accepting. Ensure scope is complete.

Mistake 4: Starting Repairs Before Adjuster Inspection

You're worried about leaks. You hire roofer to start immediately.

Problem: Adjuster can't verify damage after repairs. Claim may be denied or reduced.

Solution: Emergency tarping is fine (and required). Permanent repairs wait until after adjuster inspection.

Mistake 5: Signing Assignment of Benefits (AOB)

Some contractors ask you to sign over your insurance benefits to them.

Why contractors want this: They can negotiate directly with your insurer, expediting process.

Risk to you: You lose control of the claim. Contractor may inflate scope. You're responsible if insurance doesn't pay what contractor charges.

Our stance: We don't ask for AOB. You should control your own insurance claim.

Mistake 6: Hiring Contractor Who Offers to "Eat" Deductible

"We'll waive your deductible!"

This is illegal in Virginia. It's insurance fraud.

What actually happens:

Contractor inflates invoice to cover deductible
Or cuts corners to make up the difference
Or files inflated supplemental claims
You can be held liable for fraud

Red flag. Walk away from this contractor.

Mistake 7: Not Documenting Everything

Missing documentation is the #1 reason claims are denied or reduced.

Keep:

All photos (time-stamped)
Weather reports
Contractor estimates
Adjuster reports
All correspondence with insurance
Receipts for emergency repairs
Final invoices

Why: Disputes require evidence. Missing documentation = denied claim.

Virginia-Specific Insurance Considerations

Replacement Cost vs. Actual Cash Value Policies

Replacement Cost: Pays full cost to replace roof (minus deductible).

Actual Cash Value: Pays replacement cost minus depreciation.

Example:

Roof replacement costs $15,000. Roof is 15 years old (50% depreciated).

Replacement Cost policy: Pays $15,000 (minus deductible)
ACV policy: Pays $7,500 (minus deductible)

Check your policy. ACV policies are cheaper but pay much less on claims.

Age-Based Restrictions

Some Virginia insurers limit coverage on roofs over 20 years old.

Common restrictions:

Automatic ACV (depreciated) payout for roofs 15+ years
Denied coverage for roofs 20+ years (claim must be extraordinary damage)
Requirement for inspection before renewal if roof is 15+ years

If your roof is 15+ years and you have storm damage: Document thoroughly. Expect negotiation.

Hail vs. Wind Claims

Hail damage: Easier to prove (visible dents, granule loss). Clear correlation to storm event.

Wind damage: Harder to prove. Adjusters may argue pre-existing condition or improper installation.

Both: Get contractor inspection. Need expert assessment to link damage to storm.

Code Upgrade Coverage

Virginia building codes have changed. Newer roofs require:

Ice and water shield at eaves
Proper ventilation
Upgraded flashing

Older roofs didn't have these.

Question: Does insurance pay to bring roof up to current code?

Answer: Check your policy. Some policies include "Code Upgrade" or "Ordinance and Law" coverage. Many don't.

Without code coverage: You pay the difference between old standard and new code requirements.

Cost: $1,000-2,500 typically for code upgrades.

Real Richmond Hail Damage Claim

Home: 2,400 sq ft in Henrico, GAF Timberline HDZ, installed 2018 (6 years old)

Storm event: June 2024 severe thunderstorm with 1.75-inch hail

Damage: Hail impacts across entire roof, dents in gutters, loss of granules

Claim process:

Day 1 (storm day):

Homeowner documented damage (photos)
Called insurance company (State Farm)
Called local roofer for inspection

Day 3:

Contractor inspected, found 85% of shingles had hail damage
Recommended full replacement
Estimate: $18,200

Day 5:

State Farm adjuster inspected
Agreed roof needed replacement
Adjuster estimate: $15,800
Discrepancies: lower material costs, excluded ventilation upgrades

Day 7:

Contractor met with adjuster, explained Richmond market rates
Submitted detailed breakdown
Adjuster revised estimate: $17,200

Day 10:

Homeowner received first check: $11,450 (ACV after $1,500 deductible and depreciation)
Hired contractor

Day 15:

Roof replacement completed (2.5 days)

Day 18:

Submitted final invoice ($17,200) to State Farm
Received depreciation check: $4,250

Total payout: $15,700 (full replacement cost minus deductible)

Timeline: 18 days from storm to final payment

Homeowner quote: "Having the contractor work with the adjuster made a huge difference. They spoke the same language and sorted out the estimate issues quickly."

Bottom Line

Document immediately: Photos, timestamps, weather data. Do this before calling insurance.

Get independent inspection: Hire contractor before adjuster visits. Their assessment protects your interests.

Be present for adjuster inspection: Show all damage. Have contractor present if possible.

Review estimates carefully: Compare adjuster's scope and pricing to contractor's. Dispute if significantly different.

Don't rush: Emergency tarping is fine. Permanent repairs wait until adjuster inspects.

Negotiate if needed: Supplemental claims, contractor advocacy, or public adjusters for complex disputes.

Choose contractors carefully: Licensed, local, insured, established. Avoid storm chasers and anyone offering to waive deductibles.

Submit final invoice: Get your depreciation holdback after work completes.

Virginia insurance claims are navigable. Most Richmond homeowners get fair settlements when they document properly, get independent inspections, and work with reputable contractors.

Storm damage to your Richmond roof? Schedule your free insurance inspection — we'll document everything for your claim and work with your adjuster.

Emergency hotline: (804) 238-7837 (24/7 for active leaks)

Related Reading:

How to File a Roof Insurance Claim in Virginia: Step-by-Step Guide