How to Write a Roofing Supplement Letter That Gets Approved

Why Roofing Supplements Get Denied

On virtually every roofing insurance claim, the adjuster's initial estimate is missing something. Sometimes it's starter strip. Sometimes it's drip edge. Almost always, it's Overhead and Profit. These aren't oversights — adjusters are trained to exclude these items and wait to see if the contractor pushes back. Most don't. That's money left on the table on every single job.

A roofing supplement letter that gets approved does three things: it identifies the specific line items the adjuster missed, it cites the IRC code or Xactimate procedure that makes those items non-negotiable, and it states the dollar amount clearly. No fluff, no apologies, no vague language.

The 6 Line Items Adjusters Always Miss

These are the items that appear on nearly every roofing claim and are routinely excluded or underpaid by adjusters:

1. Starter Strip (RFG STRT)

Starter strip is required by IRC Section R905.2.8.5 at all eaves and rakes. It is a separate material from field shingles and must be estimated as a separate line item. Adjusters frequently include it in the field shingle count or omit it entirely. The Xactimate line item is RFG STRT.

Supplement language: "Starter strip is required at all eaves and rakes per IRC R905.2.8.5 and manufacturer installation requirements. This is a separate material from field shingles and must be estimated as a separate line item. Xactimate: RFG STRT."

2. Hip & Ridge Cap (RFG RIDGCAP)

Hip and ridge cap shingles are a separate material from field shingles — they require separate material and labor. Many adjusters include ridge cap in the field shingle square count, which is incorrect. The Xactimate line item is RFG RIDGCAP and must be estimated separately based on the linear footage of hips and ridges.

3. Drip Edge (RFG DRIP)

Drip edge is required by IRC R905.2.8.5 at all eaves and rakes. It is a separate material that protects the roof deck from water intrusion at the edges. Adjusters frequently omit it entirely from the estimate. The Xactimate line item is RFG DRIP.

4. Ice & Water Shield (RFG ICEWTR)

Ice and water shield is required by IRC R905.1.2 in cold climates and in valleys on all roofs. Many adjusters exclude it or underestimate the required coverage. Supplement language should cite the specific IRC section and the manufacturer's installation requirements for the shingle product being installed.

5. Overhead & Profit (O&P)

Overhead and Profit — typically 10% overhead plus 10% profit — is a standard line item in Xactimate that represents the legitimate business costs of managing a roofing project. Adjusters routinely deny O&P on the grounds that the contractor is a "direct repair" shop or that the job is "simple." Neither justification holds up. O&P is owed on any job that requires coordination, scheduling, and project management.

Supplement language: "Overhead and Profit is a standard Xactimate line item representing the legitimate costs of project coordination, scheduling, material procurement, and business overhead. This is not a markup — it is a standard component of any professionally managed roofing project. We are requesting 10% overhead and 10% profit on all applicable line items."

6. Step Flashing (RFG FLASH)

Step flashing is required at all wall/roof intersections and is frequently missed by adjusters on claims involving dormers, chimneys, or walls. The Xactimate line item is RFG FLASH and must be estimated based on the linear footage of all wall/roof intersections.

The Structure of an Approved Roofing Supplement Letter

Every effective roofing supplement letter follows the same structure. Deviating from it — even with good intentions — usually hurts your approval rate.

Header: Claim Identification

The first thing an adjuster looks for is whether this letter matches the claim they're working on. Your header must include the claim number, property address, date of loss, adjuster name and email, and your company name, address, and license number.

RE Line: The Supplement Amount Up Front

Put the supplement amount in the RE line. "RE: Supplement Request — $1,847.00 — Claim #SF-2024-88341." Adjusters are busy. Putting the number up front signals professionalism and makes it easy to route the letter to the right approval level.

Line Item Section: Specific, Cited, Measurable

List each missed line item with its Xactimate code, the quantity, the unit price, and the total. Then cite the IRC code or manufacturer requirement that makes it non-negotiable. This is the section that separates approved supplements from denied ones.

Closing: Professional and Direct

Close with a clear request for payment within a specific timeframe and your contact information. "We request payment of the above supplement amount within 10 business days. Please contact [name] at [phone/email] with any questions."

Using Supplement Tool for Roofing Claims

Supplement Tool generates a complete, professional roofing supplement letter in under 90 seconds. Enter the claim details, select the line items the adjuster missed, and click Generate. The AI writes the letter with the correct IRC citations, Xactimate codes, and professional language — ready to copy, download, or email directly to the adjuster.

The tool covers all six of the commonly missed line items above, plus denial rebuttals for when the adjuster pushes back on O&P or specific line items.