How to Write a Roofing Supplement Request Email to an Adjuster (With Template)
Kelvin Spratt
Founder, Supplement Snap · October 25, 2026 · Updated October 25, 2026
Key Takeaways
How to email an insurance adjuster a roofing supplement request: what the subject line, body and attachments should include, with a copy-and-paste template.
Preparing a supplement? Use the free checklist so nothing is missing when you submit.
The short answer
A good supplement request email is short and specific. The subject line has the claim number and the words supplement request. The body says how many items you found, what you are asking for, and what is attached. The attachment, ideally a single PDF, carries the photos, locations and quantities. End with a clear next step and your contact details.
Disclosure: we make Supplement Snap, which helps roofing crews document damage found at tear-off and export a report. It does not decide coverage, negotiate claims or guarantee approval. This page is general guidance, not legal or claims advice.
Free download
Roofing supplement template
The five-part package: cover page, findings summary, findings with photo numbers, line items and sign-off, plus a before-you-send checklist.
Fillable PDF: open it in a PDF reader such as Adobe Acrobat Reader to type into the blanks. Some phone and browser previews cannot.
See all free roofing templates →
No email or sign-up needed. General guidance, not legal advice. Adjust it to your carrier's, client's and state's requirements.
What the email should contain
The table lists the parts of the email and why each one is there. Adjusters handle many files, and a request they can match, read and act on quickly is easier to process than one they have to decode.
| Feature | What to include | Why it matters |
|---|---|---|
| Claim number and property address | The adjuster can match the email to the file, and it keeps the request from being misfiled | |
| How many findings and what you are asking for | Sets expectations before they open the attachment | |
| What is attached | One clear file is easier to review than several loose photos | |
| A specific ask and a date to follow up | Turns the email into something they can act on | |
| Your contact details | Makes it easy for them to call or reply with a question |
Send the evidence, not a pile of texts.
Supplement Snap helps your crew capture and describe each finding on the roof, then export one PDF to attach to the email. Your first project is free.
Subject line examples
Put what the adjuster needs to find the file first.
Supplement request, Claim [number], [property address]
Supplement documentation, Claim [number], [policyholder last name]
Additional items found at tear-off, Claim [number]
Avoid vague subjects such as Roof photos or Following up. Those are easy to miss.
A template you can copy
Replace the brackets with your own details and keep what is true for your job.
Subject: Supplement request, Claim [number], [address]
Hello [adjuster name],
I am writing on behalf of [policyholder name] regarding Claim [number] at [address]. During tear-off on [date], our crew found [number] items that were not visible during the initial inspection.
Attached is one PDF with photos, locations, quantities and short descriptions for each item. In summary, the items are [short list, for example decking, flashing, drip edge].
Please review and let me know what else you need, or whether you would like to schedule a reinspection. I will follow up on [date] if I have not heard from you.
Thank you, [Your name] [Company] | [phone] | [email]
State only what you saw and measured. Do not guess at causes you cannot show, and do not argue coverage in the email.
Keep it short
The email is a cover note. The proof lives in the attached report with photos, locations and quantities. A long email with arguments in the body is harder to act on than a short one with a clear attachment.
What to attach
Send one PDF so nothing gets separated: a cover page with the claim details, a short list of findings, each finding with its photos and a plain description, and the line items you are requesting. Our roofing supplement template shows the layout, and the sample report shows a finished one. If the carrier asks for its own format or portal, follow that.
The follow-up email
If you have not heard back by the date you named, send a short, polite note in the same thread: the claim number again, a one-line reminder of what you sent and when, and a question such as whether anything else is needed. Keep a record of every message. Our follow-up log is a simple way to track it, and what to do when a supplement is denied covers the next steps.
Mistakes that slow requests down
No claim number, or the number only in the attachment name
Photos pasted into the email body instead of one organized file
A long argument in the email and thin proof in the attachment
Several emails with pieces of the same request
Promising the homeowner an outcome the carrier has not given
No date for following up
Where Supplement Snap fits
Supplement Snap helps your crew photograph and tag each finding on the roof, add a typed or voice note, review the drafted description and export a PDF you attach to the email. It does not write your negotiation or decide anything about coverage. Your first project is free. See the pricing page and the guide to writing a supplement.
Frequently asked questions
What should a roofing supplement email include?
The claim number and address, how many items you found, what you are requesting, what is attached, a clear next step and your contact details. Keep the body short and put the proof in the attachment.
What should the subject line of a supplement email say?
Lead with the claim number and the words supplement request, plus the property address or policyholder name, so the adjuster can match it to the file.
Should I attach photos or one PDF?
One organized PDF is usually easier to review than loose photos, and it stays together if the email is forwarded. Follow the carrier's own format or portal if it requires one.
How soon should I follow up on a supplement email?
Name a follow-up date in the email, then send a short reminder in the same thread when it arrives. How quickly carriers respond varies, so ask the adjuster what to expect.
Can I just text the adjuster instead?
A written email with the claim number and an attachment creates a clear record. Texts are easy to lose, so use them for quick questions, not for the request itself.
References & Resources
Free tools and resources
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Written by
Kelvin Spratt
Founder, Supplement Snap
Kelvin builds software for roofing contractors who are tired of leaving supplement money on the table. His background in software development and insurance restoration workflows drives everything Supplement Snap does.