On June 6, 2025, Wheeler, DiUlio & Barnabei hosted the second installment of their Commercial Claims lunch and learn webinar series. This session focused on presenting a commercial loss, helping policyholders navigate the complexities of commercial insurance claims with greater confidence.
In this webinar, Partner Anthony DiUlio described how to document and present a commercial claim, as well as common commercial claim pitfalls and how to avoid them.
Preparing to File a Commercial Claim
Filing a commercial insurance claim involves more complexity than a typical residential claim, largely due to the nuanced language and detailed endorsements. However, documenting a claim does not have to be overwhelming if you have a simple process in place.
Navigating the Loss Documentation Process
Thorough preparation before the inspection is essential to successfully presenting a commercial claim. Be sure to gather and organize all relevant documentation, including estimates, engineering reports, photos, videos, test results, and more, so everything is ready for the adjuster’s review. The more complete and credible your file is, the stronger your position when the claims process begins.
During the inspection, shift your focus to presenting the loss clearly and confidently. Use documentation to walk the adjuster through the damages and ask key questions to gauge their initial reactions. Learn what the adjuster needs to move the claim forward, such as additional proof, clarification of the loss, or insight into potential concerns that could slow the process.
After the inspection, immediately follow up with an email that documents your discussion, sets expectations, and outlines next steps. The more efficiently you can document and follow through, the faster the claim moves and the better the results will be for your business and clients.
Types of Commercial Claim Documentation
Property damage documentation is the foundation of a successful commercial claim. To begin, conduct a comprehensive site inspection to identify all damage, photograph and videotape the damage from multiple angles and elevations, and create a detailed scope of loss with a breakdown of damage, materials, measurements, and costs. Once this is complete, organize all invoices and receipts, obtain contractor estimates, and document code upgrade requirements.
Business personal property and inventory are often the most overlooked and underpaid areas in a commercial claim, largely because creating a complete inventory can be time-consuming and complex. To avoid leaving money on the table, develop a detailed inventory of all damaged business property, including item descriptions, quantities, purchase dates, and estimated replacement values. When appropriate, bring in specialists, such as restoration or salvage professionals, to assess contents or equipment. Finally, document the depreciation and replacement cost analysis clearly to support your claim’s valuation.
Lastly, clear communication and organized filing are vital to navigating a commercial claim efficiently. Maintain a detailed, chronological claim file that tracks all communications, submissions, inspections, and payments. Be prepared to submit notarized proofs of loss, respond promptly to insurer requests, and help the insured prepare for any Examinations Under Oath. Track policy deadlines to ensure you are on top of your claim.
Common Commercial Claim Pitfalls
While loss documentation is the top priority, many challenges frequently emerge during the claims process. Here are some of the most common pitfalls, and watch our webinar for expert tips on how to avoid them:
- Incomplete or delayed documentation
- Misunderstanding or underanalyzing policy coverage
- Undervaluing or overstating the loss
- Inadequate (BI) Calculations due to seasonality, trends, and variable expenses
- Lack of third-party expert reports to substantiate the claim
- Failing to properly document costs and track extra expense claims
- Missing notification or proof-of-loss deadlines
- Poor communication with insured or carrier
- Not preparing for appraisal or litigation
Have a question about your commercial policy? We’re here to help you get the coverage you deserve. Reach out to Wheeler, DiUlio & Barnabei today.
