Quick answerA PDF roof report becomes a defensible exhibit when the property address and claim number on the report match the loss, the delivery date is visible, and the file stays unaltered in the claim folder next to the estimate it supports. Name it with the claim number first and the order date last, store it with the photos and scope, and if the estimate lives in Xactimate® or Symbility®, keep the PDF paired with the ESX or XML it came from. Published pricing from Sketch My Roof, the site sponsor: PDF-only report $25, ESX + PDF $29.

What makes a PDF defensible in the file

An exhibit has to stand on its own. That means the property address printed on the report matches the loss address exactly, including unit number if there is one, and the report carries a visible order or delivery date. If those two things do not match cleanly, the exhibit invites a question before it answers one.

The second requirement is that the file stays as delivered. Do not crop it, re-save it through another program, or retype its numbers into a separate summary without keeping the original PDF attached alongside. If the estimate cites a specific roof area, facet count, or pitch, the PDF is the document that shows where those figures came from, and it needs to be traceable back to a single order, not a copy of a copy.

Treat the report the way you would treat a photo report: it goes in unedited, it gets referenced by name in the estimate notes, and it is retrievable years later without having to reconstruct which version is current.

Naming the file so it survives the claim lifecycle

A roof report PDF that is named only "report.pdf" or "download.pdf" is a liability the moment it leaves your inbox. Use a naming convention that sorts correctly, ties back to the claim, and shows the order date without opening the file.

  • ClaimNumber_PropertyAddress_RoofReport_YYYYMMDD.pdf
  • Put the claim number first so files sort together in a shared folder.
  • Use the order or delivery date, not the date you happened to file it, so a revision is easy to tell from the original.
  • Avoid spaces and special characters; use underscores so the filename survives every file system and email client without truncation.
  • If you order a revision, append _rev1, _rev2 rather than overwriting the original file.

Where it goes in the claim file

Store the PDF in the same documentation folder as the photo report and the estimate, not in a separate personal drive or download folder that does not travel with the claim. Label it as the roof measurement exhibit so a reviewer, a supervisor, or opposing counsel in a disputed file can find it without asking.

If the claim is reassigned or goes to appraisal, the PDF should be one of the first documents in the packet, sitting next to the estimate line items it supports. A file that only has the ESX loaded into Xactimate® and no PDF on record is harder to defend, because the underlying exhibit is buried inside a proprietary estimate file rather than sitting as a standalone document anyone can open.

Ordering the PDF report

Order from the property address at the sponsor's order a roof report by address page. Orders placed before the 6 PM Eastern cutoff deliver the same calendar day, there is no subscription, and corrections or revisions can be requested from the delivery email rather than re-ordered from scratch.

You needOrderPublished price
A standalone exhibit for the file or the homeownerPDF-only report$25
Both the Xactimate® estimate file and the file exhibit from one orderESX + PDF$29

If a measurement needs correcting after delivery, request the revision through the original delivery email and keep both files, do not delete the original.

Pairing the PDF with the Xactimate® or Symbility® estimate

When the estimate is built in Xactimate®, the ESX import brings the measurements into the sketch; the PDF is the paper record that a reviewer can open without Xactimate® installed. Import the ESX via the Sketch import option in your estimating platform; menus vary by version, so verify the exact steps in your build against the vendor's help documentation.

When the estimate is in Symbility®, the same logic applies: the XML feeds the estimate, and the PDF is the exhibit that travels with the claim file independent of the estimating software. For Verisk™ desks routing through XactAnalysis®, keep the PDF attached to the claim record the same way, so the exhibit is visible outside the estimating workflow.

Either way, the PDF and the ESX or XML should be traceable to the same order, ideally the same order number, so no one has to reconcile two files that were pulled at different times.

Common reasons a PDF exhibit gets challenged

  • Address on the report does not match the loss address exactly

    A mismatched unit number, misspelled street, or wrong city invites a claim that the exhibit does not belong to this file.

  • No visible order or delivery date on the document

    Without a date, there is no way to confirm the measurements were current when the estimate was written.

  • File has been edited, cropped, or re-saved after delivery

    Any alteration after delivery breaks the chain between the ordered report and the document sitting in the file.

  • PDF is not named or filed consistently with the claim number

    A file buried in a personal downloads folder or renamed inconsistently is effectively lost when the claim changes hands.

  • PDF and ESX or XML numbers do not match

    If a revision was ordered on one format but not the other, the estimate and the exhibit will show different figures for the same roof.

Frequently Asked Questions

Does the PDF need to match the ESX exactly?
Yes. If you order ESX + PDF together they come from the same measurement set and will match. If you order them separately or request a revision on one and not the other, check that both formats show the same figures before either goes into the file.
Is the PDF alone enough, or do I also need the ESX?
It depends on the workflow. If the estimate is built in Xactimate® or Symbility®, you need the ESX or XML for the software and the PDF as the standalone file exhibit. If there is no line-item estimate being built from the report, the PDF-only order is sufficient.
What if the property address on the order does not match the mailing address on the claim?
Order using the physical property address, not a mailing or billing address, since the report is built to the parcel. If the claim record shows a different mailing address, note that in the claim file so the mismatch does not get mistaken for an error on the exhibit.
How much does the PDF report cost?
Published pricing from the site sponsor: PDF-only report $25, or ESX + PDF together for $29. There is no subscription and no minimum order.
Can I get a corrected PDF if a measurement looks wrong?
Request a revision from the original delivery email rather than placing a new order. Keep both the original and the revised PDF in the file with clear filenames so the correction is documented, not just replaced.

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