Insurance claim timeline — at a glance
- Day 0: loss occurs, call restoration company and insurance.
- Days 1-3: mitigation starts, adjuster assigned, documentation.
- Days 3-10: adjuster visit, scope submitted in Xactimate, review.
- Days 7-21: scope approval, first payment released.
- Weeks 2-8: reconstruction completed.
- Weeks 4-12: final payment released, claim closed.
- Total typical: 2-8 weeks for small-to-medium losses; 2-6 months for whole-home gut.
- Call (385) 250-2825 to start the clock on your mitigation.
Day 0: The loss and the first calls
Something happened — burst pipe, overflow, roof leak. In the first hour:
- Shut off the water source.
- Call Vault at (385) 250-2825 for immediate mitigation. We log the time you called.
- Call your insurance company to open a claim. You’ll get a claim number.
- Photograph everything before anything is moved.
The order of #2 and #3 is often debated. Calling Vault first means the mitigation starts fast and the documentation is thorough — both help your claim. Calling insurance first starts the paperwork but doesn’t start the clock on preventing further damage.
Days 1-3: Mitigation and adjuster assignment
- Vault’s crew arrives, extracts, dries, and documents. Equipment runs 24/7.
- Insurance assigns an adjuster to your claim. For simple losses, this may happen same-day; for larger losses, 1-3 business days.
- Vault scopes the loss in Xactimate and submits to the adjuster within 24 hours of arrival.
- Daily moisture readings added to the Vault work order and shared with the adjuster.
Days 3-10: Adjuster visit and scope review
- Adjuster visits the property. They’ll photograph, measure, and compare their findings to Vault’s scope. For many losses, this is a 30-60 minute on-site visit; for complex losses, several hours.
- Adjuster writes their own Xactimate estimate if they disagree with Vault’s.
- Scope negotiation if Vault’s and the adjuster’s numbers differ. Supplemental documentation (moisture logs, additional photos, hidden damage reveals) may be added.
- Catastrophe adjusters — if your loss is part of a widespread event (hailstorm, cold snap), expect longer wait times for the adjuster visit. One week is common; two weeks happens in major events.
Days 7-21: Scope approval and first payment
- Scope approved. The adjuster sends an approval letter with the approved Xactimate scope.
- First payment issued — usually to the homeowner, sometimes jointly to homeowner + contractor. For mitigation that’s complete, payment covers that portion up front. For reconstruction, payment is often held until work is done or split into milestones.
- ALE payments — if you’ve been displaced, ALE reimbursements may come separately and more frequently as you submit receipts.
Weeks 2-8: Reconstruction
- Rebuild starts — drywall, flooring, trim, paint. See how long does water damage restoration take for typical scope durations.
- Supplements if hidden damage is discovered during demo (mold behind drywall, more extensive subfloor damage than expected). Vault documents and submits to the adjuster for approval; this can add 3-10 days to the timeline.
- Mid-project walkthroughs with you to confirm selections (paint color, flooring, fixtures).
Weeks 4-12: Final payment and claim closure
- Final walkthrough with you and sometimes the adjuster.
- Final invoice from Vault submitted to the carrier.
- Final payment released — if ACV was paid initially, the depreciation holdback (RCV) comes after work is complete and documented.
- Claim closed. You receive a closing letter.
What slows the timeline
- Catastrophe events — widespread losses mean overworked adjusters.
- Scope disputes — supplemental documentation adds days.
- Supply lead times — specialty cabinetry, custom tile, discontinued flooring can add 2-6 weeks of waiting.
- Mold discovery — 3-7 days extra for containment + remediation + clearance before reconstruction.
- Permit requirements for structural changes (adds 1-3 weeks).
- Homeowner selection delays — pick materials early.
- Mortgage-company involvement — if your lender is a payee on the insurance check, they may add approval steps.
What speeds the timeline
- Call Vault within hour 1 — fast mitigation keeps the scope small.
- Have your insurance info ready when we arrive.
- Direct billing to carrier removes homeowner-float cycle.
- Xactimate scope submitted same-day matches adjuster workflow.
- Make material selections early.
- Decisive scope approval — don’t negotiate line items you’d be fine with as-is.
Red flags during the claim
- Adjuster disappears for weeks — call the carrier’s claims office directly.
- Verbal approvals without written follow-up — always get decisions in writing.
- Payment amounts changing without explanation.
- Carrier pressure to use a specific “preferred” contractor — you have the right to choose.
- Scope being reduced without justification.
Starting a water damage claim?
Call (385) 250-2825. We’ll scope same-day in Xactimate and submit to your adjuster to compress the timeline.
Insurance claims · Questions to ask adjuster · What is Xactimate · Restoration timeline · Water damage services
Also see: Water damage in a rental — tenant and landlord guide
More guides: Your deductible, explained · ACV vs replacement cost
Our Provo water damage restoration crew is an IICRC Certified Firm that bills your insurer directly. Call (385) 250-2825.
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