Water Mitigation Intake Checklist
Field-ready intake checklist for water mitigation losses: source control, category/class capture, moisture baseline, equipment layout, and claim file setup before drying begins.
Claims Ninja Operations
Purpose
Establish a complete mitigation baseline on arrival so drying scope, category/class classification, and documentation align with carrier review from day one — before equipment days and monitoring charges become disputed.
When to use
Emergency water loss dispatch — first technician on site
Signal: Standing water, active leak, or saturated materials before equipment set
Carrier adjuster has not yet walked the property
Signal: You need intake evidence that defines extent before desk review sets a template scope
Project manager handoff from sales or after-hours dispatch
Signal: Field team must open a claim-ready file with consistent room names and reading points
Category or class upgrade is likely based on source or dwell time
Signal: Gray or black water, multi-day saturation, or HVAC involvement requires contemporaneous classification notes
Prerequisites
- Signed authorization to perform emergency services
- Claim number or policyholder contact for file setup
- Moisture meter calibrated and charged
- Camera or mobile device with timestamp enabled
Required documentation
Source identification and stop-work photos
Document active or stopped source, supply line type, appliance tag, or exterior entry point. Photograph before extraction begins.
Category and class of water classification
Record IICRC category (1/2/3) and class (1–4) with supporting observations: color, odor, dwell time, affected materials, and structural absorption.
Intake moisture map with reading points
Sketch or software map showing wet zones, reading point IDs, initial values, meter type, and material at each point.
Affected room and material inventory
List every room, floor level, and assembly type (carpet, pad, drywall, cabinet toe-kick, subfloor) included in drying scope.
Initial equipment placement photos
Wide and detail photos of air movers, dehumidifiers, and containment before leaving site on day one.
Carrier and adjuster contact logged in job file
Record claim number, adjuster name, and any carrier-specific drying or documentation requirements communicated at intake.
Quality gates
Moisture map room count matches affected area inventory
Every wet room on the map appears in the job file room list before the first carrier contact.
Category/class notes align with photos and source documentation
A Category 3 classification includes visible contamination evidence or documented dwell time — not assumption alone.
Day-one dry log entry complete before crew leaves
Equipment count, initial readings, and environmental conditions logged same day — not backfilled at invoice.
Project manager intake review completed within 24 hours
PM confirms file is carrier-ready and assigns follow-up for estimate comparison when carrier scope arrives.
Execution checklist
- 1
Secure source and perform initial extraction
Field- Identify and document water source; photograph before stopping flow if safe to do so
- Perform emergency extraction on all standing water and saturated carpet or hard surfaces
- Remove unsalvageable pad or debris only after photos document pre-removal condition
- Note after-hours or emergency response conditions for line-item support
Extraction scope should match mapped wet areas — do not skip rooms that will appear on the moisture map later.
- 2
Classify loss and complete moisture map
Field- Assign category and class with written justification tied to visible conditions
- Create moisture map with labeled reading points matching room names on the estimate sketch
- Record initial moisture content or relative readings at every map point with meter type and mode
- Mark wet/dry boundaries, migration paths, and planned chamber perimeters
Room names on the map must match photos, dry logs, and the carrier sketch — inconsistent labels trigger desk cuts.
- 3
Set equipment and document layout
Field- Calculate and deploy air movers and dehumidifiers per chamber design; photograph count and placement
- Install containment, floor protection, and content protection where required before billing those lines
- Apply antimicrobial only when category, material, or carrier procedure supports it — photograph application area
- Start dry log entry for day one with equipment rows, environmental readings, and technician signature
- 4
Open claim file and notify office
Project Manager- Upload intake photos, moisture map, and category/class notes to job management within 24 hours
- Assign consistent room naming convention across map, photos, and estimate template
- Flag likely supplement gaps: hidden assemblies, multi-room migration, extended dry-out indicators
- Schedule first monitoring visit and communicate drying plan to policyholder in writing
PM review within 24 hours catches missing rooms before the carrier sketch locks in a two-room template.
Common mistakes
| Mistake | Impact | Correction |
|---|---|---|
| Starting extraction without intake moisture readings | Carriers treat undocumented wet areas as late scope inflation when discovered on day three or four. | Complete baseline map and reading points before aggressive demolition or pad removal beyond photo evidence. |
| Using different room names on photos, map, and estimate | Desk reviewers cannot match log entries to sketch rooms — equipment and monitoring lines get cut proportionally. | Lock room naming at intake and enforce across all documentation before the first dry log entry. |
| Assigning Category 2 or 3 without contemporaneous notes | Category upgrades at invoice without intake evidence are commonly denied or downgraded to Category 1. | Document odor, color, source type, and dwell time at arrival with photos tied to classification notes. |
| Deferring equipment photos until day two | Billed setup days without day-one placement photos invite utilization disputes on every air mover and dehu line. | Photograph full layout at initial set before leaving site on the emergency visit. |
Starting extraction without intake moisture readings
Impact: Carriers treat undocumented wet areas as late scope inflation when discovered on day three or four.
Correction: Complete baseline map and reading points before aggressive demolition or pad removal beyond photo evidence.
Using different room names on photos, map, and estimate
Impact: Desk reviewers cannot match log entries to sketch rooms — equipment and monitoring lines get cut proportionally.
Correction: Lock room naming at intake and enforce across all documentation before the first dry log entry.
Assigning Category 2 or 3 without contemporaneous notes
Impact: Category upgrades at invoice without intake evidence are commonly denied or downgraded to Category 1.
Correction: Document odor, color, source type, and dwell time at arrival with photos tied to classification notes.
Deferring equipment photos until day two
Impact: Billed setup days without day-one placement photos invite utilization disputes on every air mover and dehu line.
Correction: Photograph full layout at initial set before leaving site on the emergency visit.
Supplement opportunities
Carrier sketch omits rooms documented on intake moisture map
Intake map, labeled photos, and extraction scope showing all affected rooms at arrival.
Line item hint: Additional affected rooms, moisture mapping, extraction SF
Category upgrade required based on source or dwell time at intake
Source photos, contamination evidence, dwell time notes, and PPE or disposal requirements.
Line item hint: Category 2/3 line items, PPE, disposal, enhanced cleaning
Hidden moisture in wall cavities or cabinet assemblies at intake
Moisture readings at baseboards, toe-kicks, or thermal/invasive indicators with planned access notes.
Line item hint: Selective demolition, wall cavity drying, additional equipment
Related resources
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FAQ
Common questions
Quick answers related to this procedure.
Plan 45–90 minutes for a standard three-to-five-room loss including extraction, mapping, and equipment set. Rushing intake to move to the next job costs more in denied drying days than the time saved on site.
Complete intake documentation before or independent of the adjuster walk. Your moisture map and category notes define field reality — the carrier sketch should match your intake, not the reverse.
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